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Events: Use the Event Explorer to search, browse, export, and bulk update calendar events

In this article

The Event Explorer allows you to quickly find information about events, especially past events. Using the filters, you can search for:

  • Events in a specific time frame
  • Events with a specific title or text in the description
  • Patrons who registered for events
  • Event organizers & presenters
  • Categories & audiences 
  • Internal tags
  • Events at a specific location & campus/branch
  • Events by registration type: online, in-person, or both

For each event, you'll find links to easily access the event's details, where you can manage event attendees or modify the event's settings. You can also use the Event Explorer to bulk update events, as well!

Generate Event Explorer reports

  1. Click on Events in the command bar.
  2. Click the Event Explorer link for the calendar you are working with. 
    • TIP: when editing a calendar, you can also access its Event Explorer from the   Settings‚Äč menu.
running an event explorer report, part 1
  1. Set the date range for the report with the From and To fields.
  2. Optionally, use the other fields to narrow the results of the report:
    1. Search or Patron Search: Search allows you to search for terms in the event title and description fields or Patron Search can be used to search for info in the patron email field
      • Note: using the patron search limits the ability to use additional event filters.
    2. Include Event Description: When using the standard, non-patron search, you can choose to search in only the event title field or also include the event descriptions.
    3. Event Organizer: Limit search to events created by a specific organizer.
    4. Presenter: Limit search to events with a specific presenter.
    5. Audience: Limit search to events from a specific Audience. 
    6. Category: Limit search to events from a specific Category.
    7. Internal Tags: Limit search to events that are tagged with a specific Internal Tag.
    8. Location: Limit search to events at a specific Location.
    9. Booking Form: Limit search to events that use a particular booking form.
      • If you limit by this field, the resulting excel export will include patron registration data including form responses.
    10. Campus/Branch: Limit search to events using the campuses that you have set up.
      • This field will use the label that has been set for the Multi Sites label (from Admin > Calendars > Campus tab). 
    11. Registration Type: Limit search to events with registration enabled for different types: Any Registration Type, In-Person, Online, or Both (i.e., hybrid events).
    12. Publishing Status: Limit search to events for a specific publishing status.
    13. Show Registration Responses: Choose whether to show patron registration form responses with the event results.
    14. Registration Response Type: If showing registration responses, limit responses to patrons who booked via the selected registration type: All, In-Person, or Online.
  3. Click Submit to run the report.
  4. After running the report you can click on the Show button in the Registration Enabled column to see:
    • Who registered
      • This will include their name, email address, phone number, and barcode (the latter three are only included if they are on the registration form for the event).
    • When they registered
    • What their responses to the registration form were
    • If the event had a registration cost, the status of their payment (you can also record an in-person payment for any unpaid registration)
    • How many attended (if you entered attendance in your event information)
  5. Also after running the report, you can click the Export Data button to download the report's data to a csv file. In addition to the columns you see in the on-screen report, export files will also include:
    • Number of registrations (note: no booking form responses will be included in exports if more than one booking form was in use during the From and To dates and the filter is set to All Forms).
    • Number of confirmed attended registrations
    • Number of canceled registrations
    • Number of waitlisted registrations
running an event explorer report

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Bulk update events

When you run an Event Explorer report, you may be given an opportunity to bulk update the publishing status of events, from Unpublished Draft to Published or Submitted for Review, and vice versa. Just like with editing individual events, the ability to bulk updates depends upon a user's account level, calendar permission, and reviewer status (if publishing workflow is enabled).

If publishing workflow is disabled

When publishing workflow is disabled for a calendar, users can bulk update events as follows:

User level Calendar permission Can bulk update...
Admin n/a All events to Published or Unpublished Draft
Regular Event admin (i.e. can create/edit ANY event) All events to Published or Unpublished Draft
Regular Editor (i.e. can create/edit their own events only) Only events where they are the organizer, to Published or Unpublished Draft
Regular Read-only (via the Custom Permission List) Only events where they are the organizer, to Published or Unpublished Draft
(i.e. events where an Editor or Event Admin assigned the user as an organizer)

If publishing workflow is enabled

When publishing workflow is enabled for a calendar, users can bulk update events as follows:

User level Publishing workflow reviewer? Can bulk update...
Admin No Only events where they are the organizer, from Unpublished Draft to Submit for Review
Admin Yes All events to Published or Unpublished Draft
Regular No No events
Regular Yes Any event with a status of Submitted for Review to Published or Unpublished Draft

How to bulk update events using the Event Explorer

  1. From the Event Explorer page, set your filters and submit your report as normal. If you have permission to bulk update any events in the report:
    1. Each event you can bulk update will have a checkbox next to it. Select the checkboxes next to each event you want to update.
    2. Or, use the Select all on this page checkbox to select all events you can update at once.
    3. If you chose Select all on this page and there are multiple pages of results, you can also use the Select all editable events in the x total results checkbox to select all events you can update on the other pages of the report.
    4. If there are multiple pages of results, you can use the pagination buttons to navigate them. Selections you make on other pages are remembered.
  2. Once you've selected the events you want to update, use the Actions dropdown to select the action you want to perform.
    • Please note that there is currently one option: Change Publishing Status.
    • However, we plan to add more actions in future LibCal updates, so stay tuned! :)
  3. From the Change To dropdown, select the status to apply to each select event.
  4. Click the Submit button.
Options to bulk update events on the Event Explorer page

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