Each event section—Registration, Groups, Sessions, Functions, Speakers, Abstracts, Reviews, and Exhibitors—shows record counts at the top of its overview page. The event home page also includes a chart that breaks registrations down by type. Use these counts to check registrations, approvals, abstracts, and booths before you build a query.
Prerequisites
- You can open the event and the section with the counts you want to review.
- To open the records behind a count in the Query Center, your role also needs permission to use that event's Query Center.
Read a Section's Counts
- Go to Meetings & Shows › Events › [event name], then open the section you want: Registration, Groups, Sessions, Functions, Speakers, Abstracts, Reviews, or Exhibitors.
Result
A row of figures appears at the top of the section's overview page. Each section shows these figures:
| Section | Figures |
|---|---|
| Registration | Active Registrations, Registrations Pending Approval, Cancelled Registrations, Registrations in Progress |
| Groups | Groups, Group Registrations |
| Sessions | Active Sessions, Session Registrations |
| Functions | Functions, Function Tickets Sold |
| Speakers | Speakers |
| Abstracts | Total number of abstracts, Abstracts in Review, plus two more status-based figures |
| Reviews | Total number of Reviews, Completed Reviews, Not Started Reviews |
| Exhibitors | Exhibitors, Available Booths, Reserved Booths |
The Sessions figure counts session records. If you need one query that lists each session with its own total number of registrants, Rhythm does not currently include a built-in column for that. As a workaround, export the detailed session-registration rows to Excel and total them there. For a similar total on add-ons, use the Query Center's Registration > Registration Add Ons query. It lists one row per add-on with the purchaser, type, package, and amount paid, so saving that query gives you a quick total. Add the (Registration) Add On Product Name output field when you need to see which add-on each row is for.
Select a figure's number to open the Query Center with a question already built to list the records behind that count. Your role must have the Query Center permission for the event.
Warning
The labels Active Sessions and Function Tickets Sold sound like filtered counts, but they are not. Active Sessions counts every session in the event because sessions do not have their own active or inactive status, and Function Tickets Sold counts every recorded ticket, including cancelled tickets.
Understand What Active Registrations and Pending Approval Count
Active Registrations and Registrations Pending Approval never include registrations with a cancelled or draft status. When a registration is cancelled, it drops out of the active count, so a registrant who cancels should not still appear in your active registrations. Registrations awaiting approval are counted separately from active registrations. Because the registrations-by-type chart below counts active and pending-approval registrations together, its list can differ from the active registration count.
If you select the Active Registrations figure, the Query Center results should match the people you find as active when you search the event's registrations directly. Use the Active Registrations figure when you need the most current count during the registration window. Treat an Event Revenue Summary report as a comparison only after registration has closed and enough time has passed for that report to catch up. If a cancelled registration appears in the active count after you have allowed for normal reload delay, treat it as a possible defect and contact Support instead of assuming it is expected.
Check How Abstracts Are Spread Across Statuses
The Abstracts overview breaks the event's abstracts down by status, and it can also split that breakdown by abstract type when you ask for it. If an abstract's type no longer matches one of the event's configured abstract types, Rhythm leaves it out of the type-by-type split but still includes it in the plain status breakdown. Because of that, the two views can total different numbers.
See a Group's Registrations, Even Before Anyone Has Completed One
The Groups figure counts every registration group in the event. Group Registrations counts only the registrations inside those groups that are active or pending approval. Select the Groups figure to open the Query Center to a list of every group, including groups an administrator started but has not yet added a completed registration to. Use this list to find abandoned or in-progress groups as well as finished ones. See Manage Registration Groups in the Console to open a specific group from there.
This same query can also support consolidated group reporting. Add total fields to the output to see group totals in one row per group, and add Created By output fields to see who created each group. When you use a Created By field on any Events query, remember that it shows the email address the person had when the record was created. It will not update if that person's email address changes later. The Created By ID field stays the same, so use it instead of the email address when you need to match the same person across records created before and after an email change.
See Registrations Split by Type
On the event's home page (Meetings & Shows › Events › [event name] › Overview), the Registrations by Type chart shows a pie chart with one slice for each registration type. Each slice is sized by the number of active or pending-approval registrations with that type.
- Two registration types with the same name are combined into one slice.
- A registration whose type no longer exists is left out of the chart, so the slices can add up to fewer registrations than the event actually has.
- The chart has no built-in refresh option, no error message if it fails to load, and no way to open the records behind a slice by selecting it.
See How Registration Compares to Past Events
The event's home page also shows a Registration Rate graph comparing the current event with up to the past 7 events of the same event type. The comparison lines up each event by its own start date, and it leaves out any same-type event that has no registrations at all.
Counts That Cover Every Event, Not Just One
Two figures on the events hub (Meetings & Shows › Events) cover your whole organization instead of one event. One shows how many of your events are still open, meaning they have not reached their end date. The other shows how many active speaker profiles your organization has. An event counts as open based only on its end date, regardless of the event's own status. A speaker profile counted as active can take up to a day to reflect a change because that figure is kept and reused for a while before it is recalculated.
If Something Goes Wrong
| What you see | What it means and what to do |
|---|---|
| A count on the Sessions, Functions, or Speakers overview reads zero or never finishes loading | When these three pages ask for counts, they can send the event's identifier with an extra space, which some counts cannot match. Reload the page. If the figure still will not load, confirm the numbers with a query instead and contact Support. |
| A figure's number does not match what you expected | Counts are kept for a period and reused, so a very recent change may not appear yet. Reload the page after a few minutes. A registration can also appear on its own record and in a general registrations search slightly before it appears in a KPI figure or attendee-directory-related count. That gap is normally a matter of minutes, not a sign that anything is wrong. If a mismatch lasts well beyond that, compare the registrant in a general Registrations search against the figure's own Query Center results to see whether the record itself or the count is out of date. Contact Support if the figure still will not catch up. |
| A count seems higher than you expect for the number of people or purchases you know about | Check for duplicate registration or function records for the same person or item. When duplicates exist, they can inflate counts, quantities, and revenue figures together, not just one number in isolation. |
| Choosing a figure's number does nothing, or refuses you in the Query Center | Your role does not have the Query Center permission for this event. Ask an administrator to grant it. |
| A number you found by searching the raw registrations data does not match a count shown elsewhere | Some registration search results return every matching record together instead of a separately labeled total, so a count you see alongside the results may not be the true total. Count the returned records themselves, or use one of this article's figures or queries instead. |