NXT Events Module Reporting/Data Access

Chris DeFilipp · May 5

Hi all!

I'm currently working on building out our use of the Events Module (while I am new to Institutional Advancement, having changed fields only in August 2024, I have spent 9 years in front of house in the performing arts and am putting that skill set to use here for our department!). I know that BB has said that they're waiting to make NXT-specific fields and features queryable in NXT until after full DBV functionality has migrated to NXT, which means there's a lot of functionality that I'd love to use -- but am just not finding reportable in any meaningful way.

Has anyone found a way other than the Work With Participants tab to report on/export NXT all event attendee registration data, including things like participant options? It doesn't seem to export everything we'd need or allow certain data to be viewed as addable columns in the Work With Participants view. But unfortunately, a lot of the things we're liking about and are considering using in the NXT Events module are NXT specific data fields -- and as I mentioned above, the data fields in both DBV and NXT query are all DBV events fields. As far as I can tell, Work With Participants seems to be the only way to get (some of) the NXT-specific data reportable or exportable.

That being said, I'm hesitant to have us track data in events/NXT using things like participant options if we're unable to report on it outside of clicking on individual participant records, though I'd love to get us away from using Excel as our primary tracking method and use it mostly for reporting and cross-referencing.

Since we're just starting to use more than just RSVP tracking as we work to start trying fee tracking/gift links and affiliated options, I don't have a lot of data inside NXT to properly see what native reporting options exist for Participant Options or Expenses (it does appear there might be something based on screenshots, but without a test database, I don't wanna flood a lot of extraneous data into the database just to test it).

All this to say – I would love to make as full use of this module as possible, but just don't want to input data we can't report/pull on yet if we won't have a way of accessing it with a 100+ person event or thousands of alum invites. Thanks for any insights on your experiences or any tips or tricks you know that I've yet to work out!

(This all being said, using the module has made check-in so much smoother than our old printout methods! So definitely a net positive regardless!)

Dariel Dixon · May 5

Welcome to the community @Chris DeFilipp! Which fields are you speaking of that are NXT specific? I know that RSVP statuses are called something different in DBV, but I had a link to that help page.

Chris DeFilipp · May 5

@Dariel Dixon RSVP statuses are called something different, yes (I think it's Response) but the Response table as it stands in DBV (at least for our instance) is not the same, and thus there isn't a one-to-one (it seems) to pull a query for this. (When I click on “Response” in Query and try to set parameters, our table for that is reading as entirely empty in Query, so there isn't an analogue there that I can pull on it seems at this juncture – I was initially discovering all this while trying to make an <ask> query for the benefit of doing a more comprehensive participant export than I could get from Work With Participants.)

Participant Options is the one I'm thinking of the most other than RSVP (a rework of what in DBV was Participant Attributes, but those are not linked to each other). I haven't tried to see if Other Fees pulls anywhere. I've seen screenshots where the “participant options” on the main event page each have a dropdown menu of how many responses have them, but I haven't seen anything showing if clicking on or around that shows a readout of these responses and who responded to each?

Maybe I'm assuming there are more, but I do not know if Other Fees is reportable or exportable with any of the current means of doing so.

In many ways I guess I also wish there were more fields available for columns in Work with Participants (I should make a product suggestion for adding constituency code, which we'd find useful during check-in but we're using the summary field as a replacement for the moment), but in my trials with Query and Export this morning I just came up against the fact that stuff isn't ready to be used that way yet amongst the DBV to NXT transition, and was hoping for some workarounds from others!

Chris DeFilipp · May 5

@Dariel Dixon: I did just add a participant option out of curiosity and it does appear that that option does then show up as a possible column you can click on the Work with Participants page, so it appears I may have answered my question regarding that page, but I'd still love to know if there's any easier way to do this sort of filtering/exporting via query/export functionality or if we truly just have to wait for everything to be updated by Blackbaud!

Dariel Dixon · May 5

@Chris DeFilipp Have you looked at these as a participant query? I generally try to use these features as lists because it's easier. Granted, I don't generally use that data in really granular ways. I found success in just exporting the lists and using the data there, but you many need fields that are not accessible there.

That said, the PUB are around the corner, so I would see what's coming soon.

NXT Events Module Reporting/Data Access

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