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Events: Track No-Shows, Reschedules, and Static Counts per Event (2025/09)

When to use this article
Use this when you want to (a) track no-shows and reschedules starting at a policy-defined cutoff and (b) capture a one-time, immutable “static” count of students/guests for an event.

Learning objective
By the end, you can configure event-level cutoffs, take a static snapshot, and run reports that compare dynamic vs. stored counts and list who rescheduled/no-showed.

Step-by-step

A) Set your tracking cutoffs (per event)

  1. Open the event.

  2. Set No-Show Tracking Effective DateTime to the moment after which a missed attendance should be counted as a no-show.

  3. Set Reschedule Tracking Effective DateTime to the moment after which a session change should be counted as a reschedule.

  4. Save.

What happens next:

  • Any session change after these dates will automatically flag the original session in Session History as no-show or rescheduled. A student can have both across different events.

B) Store Static Counts (one-time snapshot)

  1. On the event, click Store Static Counts.

  2. Confirm the action to save Student and Guest counts as of now.

  3. These stored counts will never change and can be compared to dynamic counts later.

Tip: Use this at the start of your closing/reporting process to preserve the baseline you share with partners (dining, admissions, etc.).

C) Run reports

  • Reservation Counts (summary): shows Reserved, Attended, Stored totals, plus No-Show and Reschedule counts.

  • No-Show Report (detail): who was counted as a no-show.

  • Reschedule Report (detail): who rescheduled, including original session, new session, and change date.

Check your work / Validation

  • Make a post-cutoff session change → confirm the rescheduled flag appears on the original session’s history.

  • Click Store Static Counts → verify Stored Student/Guest/Total appear in reports and never change even if reservations change later.

  • Run No-Show / Reschedule reports → confirm the expected students appear with correct session details.

Common pitfalls & tips

  • One-time snapshot: Static counts cannot be undone; take them when you’re ready to lock your baseline.

  • Cutoffs are policy-driven: Choose dates that match your operational definition (e.g., after close date vs. morning-of).

  • Search filter wording: In searches, use Not Attended Only (label updated to avoid confusion with the tracked “No-Show” metric).