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Author Topic: event participant count not accurate  (Read 1339 times)

tashistation

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event participant count not accurate
December 03, 2012, 02:03:11 pm
I am trying to get an accurate tally on how many people have signed up for our event. The event is tied to a price set that allows people to purchase multiple tickets at different price levels.

The participant list is showing the total number of registrants but NOT the total number of seats sold. Some people purchased multiple tickets but the report doesn't reflect that.

I have also tried looking in the attendee report, same thing.

I've also tried going to custom search > price set export but when I choose my event, I get this error:

Sorry but we are not able to provide this at the moment.
DB Error: no such field

kharding

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Re: event participant count not accurate
December 03, 2012, 04:20:40 pm
Have you tried the Participant list Count Report?  If you choose "Reports -> Create Reports from Templates" and look under Event Reports this may be useful.

I can't remember if it came with the Extended Reports extension, but I am registering attendees the same way you are and this works for me.

tashistation

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Re: event participant count not accurate
December 03, 2012, 11:13:49 pm
this seems to be the same report as going to reports > attendee list. I still get an inaccurate count. It is counting the number of contacts who used the form to register for the event, but not the total actual number of people who have tickets. We have numerous people who purchased multiple tickets and none of the reports are reflecting that.

jcm55

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Re: event participant count not accurate
December 04, 2012, 11:04:01 am
I assume you are using a price set for this event?  If yes, you need to edit the price fields in your price set, and set the "Participant Count" to 1 for the fields that should count toward the event participant count.

joanne

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Re: event participant count not accurate
December 04, 2012, 10:08:08 pm
When you set up the price set did you set the 'particpants count' to the appropriate value?

Ie for 'single tickets' you need particpants count = 1
  For the 'two tickets' price option you need particpants count = 2 etc.

tashistation

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Re: event participant count not accurate
December 06, 2012, 07:49:09 am
yes I used a price set for this. We created 3 different prices and had text boxes where people could enter the number of tickets at the various prices that they wanted.

I guess I'm confused about how to use the participant count box. If I set it to 2, does that mean that someone purchasing a ticket with that box will automatically get 2 tickets? What if we want people to enter as many tickets as they'd like?

kharding

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Re: event participant count not accurate
December 06, 2012, 09:22:55 am
The text input of a price field will multiply whatever the participant count is; if you set the participant count as 1, and someone buys 3 tickets, the participant count should be recorded as 3.

You can use this in various ways; for example, if you had a price field for a "table of 4," then you could have the participant count set at 4 and however many tables someone purchased would increase attendance by 4.

tashistation

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Re: event participant count not accurate
December 07, 2012, 07:42:36 am
So, if I want an accurate count do I need to make a price set for 1 ticket and put participant count to 1, and then a price for 2 tickets and set that participant count to 2, and so on? this doesn't seem right for our situation, where people could by 1, 3, 7 or 9 or really any number of tickets they like.  That's why I used a text field for each price level (general, student, member)

thanks!

jcm55

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Re: event participant count not accurate
December 07, 2012, 09:24:41 am
No, your original method should work fine.  Create a price field for each level (General, Student, Member) and set Participant Count = 1 for each of them.  For calculating the total participants in the event, CiviCRM will multiply the number that people enter (1, 3, 7, 9 whatever) by the Participant Count value that you've set (in this case, 1).

If Participant Count is blank, CiviCRM doesn't include that price field when calculating the total participants for the event.  If Participant Count is blank for all of the price fields, then CiviCRM calculates total participants from the number of registration records instead of looking at the values of the individual price fields.


tashistation

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Re: event participant count not accurate
December 11, 2012, 07:32:37 am
ah, thank you so much! I have a price set attached to an event and we have already sold some tickets. If I go and change those fields now, will it retroactively count the multiple tickets that some people already purchased?

tashistation

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Re: event participant count not accurate
December 11, 2012, 07:34:11 am
I answered my own question. I changed the participant count to 1 and now the attendee report accurately lists the number of registrants as well as the actual head count.

THANK YOU!

 :)
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  • CiviCRM Community Forums (archive) »
  • Old sections (read-only, deprecated) »
  • Support »
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  • Using CiviEvent (Moderator: Yashodha Chaku) »
  • event participant count not accurate

This forum was archived on 2017-11-26.