What are Express Reports?

Presence Express Reports have been designed to collect commonly requested data. To learn more about the different Express Reports types, check out this article!

Introduction to Interpreting Express Reports

Express Reports provide you with raw engagement data collected from the back end of Presence in connection with unique user demographics provided by your institution via your Datafile uploads. Raw data refers to the collection of information as gathered by the source before it has been further processed, cleaned or analyzed.

Pro Tip: To better interpret your raw data, we recommend downloading your Express Report and saving a copy of the document to your computer as an .XLXLS file to avoid possible data loss upon saving an edited version of the file - see alert in image below.

Once you have saved your Express Report as an .XLXLS file, you can begin using tools in Excel to analyze your raw data. Excel has some great tools that can help you interpret your data in readable and shareable ways - we will discuss what some of those tools are in this article - so keep reading!

Interpreting Event Attendees Express Reports

Event Attendees Reports will list all active person profiles in Presence within the date range that you selected for the report.

Event Attendees Example File

  • Line 1 of all Express Report files will include the headers for each column (also known as datapoints).

  • If a person has attended an event within the date range selected, the event information will be listed in the same line as their Person Name, after Email, and ID Number (See line 2).

  • If a person attended multiple events within the date range selected, their name will appear in an additional line for each event (See lines 3-5 & 9-11).

  • If the Host Organization column is blank, that means that person did not attend an event during the date range provided (See lines 7 & 8).

  • Event Attendees Reports will also include All Demographic information that your institution collects and reports to Presence in your Datafiles (Columns J -
    M).
    Therefore, your file may have more or less columns depending on the number of Demographic datapoints your institution reports to Presence.

Additionally, you can use the PivotTable tool in Excel to further analyze your Event Attendees data.

Event Attendees PivotTable Example

The PivotTable above allows you to clearly see event information for a specific organization within your entire datafile. Using the Host Organization in the Filters quadrant, you are able to filter down to one or multiple specific organizations. In the example above, I selected "Student Activities Board" so I can analyze that organizations event data within the date range selected.

Summarizing the Data:

  • The Student Activities Board hosted three events within the date range selected.

  • The ARH Carnival event had a total attendance of 83 students - 28 of which were First Year Students, 13 Sophomores, 16 Juniors, 16 Seniors and 10 Graduate Students.

  • The Kick Off With Pride event had a total attendance of 260 students - 95 of which were First Year Students, 28 Sophomores, 50 Juniors, 66 Seniors and 21 Graduate Students.

  • The Welcome to Hawkins Event had a total attendance of 200 students - 79 of which were First Year Students, 16 Sophomores, 42 Juniors, 48 Seniors and 15 Graduate Students.


Interpreting Student Members Express Reports

Student Member Reports will list every person that holds or held any membership position in any organization within the date range selected. Note: You must choose not to exclude staff if you would like to see Advisor roles in your report.

Student Member Example File

  • If a student no longer holds the position listed, the "Role Status" column will say "Inactive" and the "Role End Date" Column will have an end date listed (See line 2).

  • If a student still holds the position listed, the "Role Status" column will say "Active" and the "Role End Date" Column will be blank (See line 4).

  • If a student holds multiple positions across different Organizations, their name will appear in multiple lines (See lines 9 & 10)

  • If you choose not to exclude Staff in your report, you will see Advisors included in your datafile (See line 15).

Additionally, you can use the PivotTable tool in Excel to further analyze your Student Member data.

Student Member PivotTable Example

  • The PivotTable above allows you to clearly see that within the entire datafile of 25588 persons, 97 of those people hold Advisor Roles. Of those 97 Advisors, 72 identify as Female and 25 identify as Male.

  • Similarly, 8642 people hold Member Roles, 5882 of which identify as Female and 2760 identify as Male.


Interpreting Organization Engagement Express Reports

Organization Engagement Reports will give you the total number numbers of Organization engagement within the date range selected but, will not include specific user information.

Organization Engagement Example File

  • Line 2: National Pan-Hellenic Council hosted 4 events, 3 of which had no attendees. With a single event, they engaged 1.19% of the student population with 307 students in attendance.

  • Line 4: Office of Admissions hosted 13 events, 7 of which had 0 attendance. Across the 6 events with attendance, they had a 91% unique attendees participation rate and reached 19.95% of the student body.

  • Line 8: Office of Global and Professional Development hosted 28 events, 19 of which had 0 attendance. Across the 17 events with attendance, they had a 68% unique attendees participation rate and reached 11.30% of the student body.

  • Line 14: Office of Leadership and Community Engagement hosted 747 events, 248 of which had 0 attendance. Across the 499 events with attendance, they had a 46% unique attendees participation rate and reached 9.96% of the student body.

  • Line 18: Office of Student Activities hosted 160 events, 54 of which had 0 attendance. Across the 106 events with attendance, they had a 47% unique attendees participation rate and reached 36.11% of the student body.


If there are other Express Report types that you would like Examples of, please reach out to Support and let us know! :-)

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