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Event Statistics#

Ryan Darrow came up with a way to do event stats in LibCal. This is documentaiton of his process.

Two ways to manage the space: spaces and events. Darrow uses events for programming. And Spaces is just for study rooms and meeting rooms and internal spaces.

LibCal Configuration (LibCal Admins)#

In order for the statistics process to work, LibCal has to have some specific settings.
- Add an "outreach" location in Spaces. - Add "audience" and "categories" tags in the location's calendar configuration.

Manage Spaces and Events (Branch Staff)#

  1. Log in to LibCal.

  2. Spaces: manage attendance

  3. Confirmed bookings

  4. Internal note that has the number of attendees -- this number can be exported. If you put anything other than a number here it wrecks the system for this part. But his spreadsheet has a conditional formatter so you know what is wrong with the event.

  5. Events: manage library events

  6. Staff have LibCal open all the time for managing rooms.
  7. If staff want to see what programs are going on at the location, they can see them all. Can see who the event organizer is if there are questions. Can see who a presenter is with a separate presenter field.
  8. Anything in Bedework HAS TO ALSO BE PUT IN LibCal Events.
  9. In audiences, age corresponds to reporting structure. If you select multiple, it messes up the reporting. Staff HAVE TO CHOOSE ONE age. Would be the same system-wise.
  10. In categories, added all the system wide programs (adult lit, Artober, etc.). Would be the same system-wise. Darrow wants to implement a color scheme for Donelson.
  11. In Event Location, this automatically reserves the space in Spaces so we don’t have double booking. The outreach space is what makes us have an outreach reporting section in the spreadsheet.
  12. In Event Registration, DO uses LibCal for registration. It isn’t required. They have a procedure so people can register to save a spot. They say the event starts 15 minutes before. For those 15 minutes, anyone who pre-registered gets priority seating. Anyone else gets in line. So, at event start time, let in the rest of the walk-ups based on room capacity. Can limit to a max number of registrants. Can allow multiple reservations within a single registration (user reserving 4 tickets). Can have a waitlist.

Run the Statistics Report (Branch Staff)#

Darrow has built a Reporting Spreadsheet in Excel. He can share that with locations that want to manage stats in this way.

Run 3 exports for the report to work:
1. Community Use - Booking Explorer in Spaces
1. Appointments
1. Events
1. Event Explorer
1. Pick Date
1. Do not show registration responses
1. Run export
1. Export
1. Open in Excel
1. Go to A2 and do “shift+ctrl+end”
1. Paste into A1 on the Events tab in the reporting spreadsheet. If there’s an issue, the row is in yellow to flag issues. If there is a 0, we know that someone recorded a 0.
1. Under results, the data is automatically calculated.

Note: There is one thing in that spreadsheet -- internal library events -- if you book something in spaces not using the public interface, that note shows up somewhere else than if you use the public booking.