To report on Events within Analytics, you must use the Learning Platform data model (LP Platform Analytics).
This guide will explain how to build a report that provides a high-level overview of Event Sessions that may be overbooked or underbooked, using Pivot Tables and Conditional Formatting.
Using Analytics, you can create a Pivot Table that displays session booking data and highlights sessions that exceed or fall below their booking thresholds.
The report can display:
- Event Name
- Schedule Name
- Session Name
- Maximum Bookings
- Minimum Bookings
- Total Session Sign-ups
Conditional formatting is then used to visually identify sessions that are overbooked or underbooked.
Building the Report
1 - Add Event Data
Begin by adding the following fields to your report:
- Event Name
- Schedule Name
- Session Name
Depending on how Events are named within the Learning Platform, you may only need to add Session Name if the Event, Schedule, and Session share the same name.
To enable conditional formatting, ensure the data is displayed in a Pivot Table rather than a standard Table.
2 - Add Booking Limits
To show session capacity limits, add the following fields to the Pivot Table:
- Maximum Bookings
- Minimum Bookings
Including these values allows users reviewing the report to quickly understand the booking thresholds for each session.
3 - Add Session Sign-Up Data
Next, add a metric to the Values section of the Pivot Table. Add:
- Session Sign-ups (Count)
This will calculate the total number of sign-ups for each session.
Now, the Pivot Table should include:
- Event Name
- Schedule Name
- Session Name
- Maximum Bookings
- Minimum Bookings
- Total Session Sign-ups
If the objective is only to display the number of sign-ups per session, the report setup is now complete.
Adding Conditional Formatting
Conditional formatting allows the report to visually highlight sessions that exceed or fall below their booking limits. The formatting will be applied to the Total Session Sign-ups value.
Optionally, you may also add:
- Session Start Time
- Session End Time
These fields can provide additional clarity when identifying specific sessions.
Identifying Overbooked Sessions
Overbooked sessions occur when the number of sign-ups exceeds the maximum booking limit.
Step 1 - Enabling Conditional Formatting
- Locate the Total Session Sign-ups field in the Values section.
- Enable Conditional Formatting for this value.
If multiple conditional rules exist, temporarily remove or disable the second rule to avoid conflicts while creating the first condition.
Step 2 – Configure the Condition
Create a condition with the following settings:
- Condition: Greater than
- Comparison Field: Maximum Bookings
- Formatting: Highlight in Red (or preferred colour)
The Greater than condition is used because a session that equals the maximum booking value is not considered overbooked.
Once applied, any sessions where sign-ups exceed the maximum capacity will be highlighted.
Identifying Underbooked Sessions
Underbooked sessions occur when the number of sign-ups falls below the minimum booking threshold.
If additional sign-ups occur and the session reaches the minimum threshold, the highlight will automatically be removed.
Step 1 – Add a Second Condition
Add another conditional formatting rule alongside the existing rule.
Step 2 – Configure the Rule
Update the second condition with the following settings:
- Condition: Smaller than
- Comparison Field: Minimum Bookings
- Formatting: Highlight with a different colour (for example, Amber or Yellow)
This rule highlights sessions where the total number of sign-ups is below the required minimum.
Important Limitation
Analytics does not display sessions with zero sign-ups, because of this limitation, sessions that currently have no bookings cannot be highlighted using conditional formatting.
Optional: Using Range Formatting
Analytics also provides Range Formatting, which can be used to highlight sign-up levels across a gradient.
This can help identify:
- Sessions that are approaching maximum capacity
- Sessions that are already overbooked
Note: When using Range formatting, sessions with no sign-ups will not appear in the report.