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Tracking event attendance rates in your program

Event tracker provides a place to monitor pair participation at events and in individual meetings over time. It can be useful to review a pair’s meeting history and determine which event curriculum a pair needs to make up through individual meetings.

Getting started with Event Tracker

  1. Go to Reporting → Event Tracker
  2. Select the Partner Site you want to look at from the drop-down Menu
  3. Filter for the Date Range that you are interested in. The default date range is from Jan 1st-Today, or from the first event until today if there are only a few events.


 You can use the filter buttons below to quickly filter for a set number of events:

  1. Filter by date range to only view events within a specific time frame
  2. Open the match status filters up to include now-Closed matches that were actively Matched when the event took place

Definitions

Partner Site Obligation – The number of times that your program has decided a pair should meet in a given period of time. 

% Obligation – The amount of times a pair has met divided by the Partner Site obligation. It is represented as a percentage across the iMentor Platform. This number includes meetings at events and additional meetings. Example:  A pair that has met 1 time during the defined date-range with a Partner Site Obligation of 2 will have a 50% Obligation.

Event Tracker Dashboard

Dashboards are the top-line information on any page of the iMentor Platform. The dashboard for Event Tracker is affected by the date-range filters, so make sure to filter for the appropriate date range before reviewing dashboard numbers.

The five dashboard numbers for Event Tracker are:

  1. Total Events – This represents the number of Events that have occurred within the date-range filters. This number does not include additional meetings - it only includes scheduled events.
  2. Avg Pair Meetings at Events – This represents the average number of pairs that meet per event. In the dashboard above, 2 pairs met at the only event for this date-range. If the date-range was set to include multiple events, it would be the average number of pairs that met at those events. Example: If there were 2 events, and the first event had 10 pairs and the second event had 20 pairs, the Avg Pair Meetings at Events would be 15. This can help you estimate how many pairs from each class regularly attend your events. This number does not take into account individual meetings - it only includes events.
  3. Avg Pair Obligation % - This represents the average number of pair meetings divided by the Partner Site Obligation. This number includes individual meetings and events.
  4. Avg Attendance Per Event – This represents the average attendance across all the events you have filtered for. If you had an event with 25% attendance, and an event with 75% attendance, the average event attendance would be 50%.
  5. Pairs Missing the last 2 Events – This number will show you the number of pairs who missed the last 2 events of your filtered date-range. This number does not include individual meetings. Therefore, if the pair had an additional meeting they will still show up in this number. 
    • This number is useful to understand who is missing the curriculum based events, or who is having trouble attending scheduled events.
    • This number is clickable and will generate the list of pairs who missed the last two events, with the ability to email those pairs as you want.

Looking at data on Event Tracker

Event Tracker shows data by partner site. The first set of data, next to the pair names is the aggregate data for the date range that has been set. For example, here is the aggregate data for the last month:



The first columns, Attendance and Obligation, show the aggregate participation for the date range that has been set:

  • Attendance – the # of times the pair has attended an event or additional meeting during that date range
  • Obligation – the # of times a pair has met, versus the Pair Obligation #. Represented as a percent.

The next column is the Additional Meetings column. This column represents all the additional meetings that have occurred during the date range you have filtered for. In the example above, you can see that Tani Agrawal and Alison Indart as well as Lauren Luberg and Heidi Kohli have had an additional meeting during this date range.

 The following columns will represent each event that this partner site was invited to. In the example above, the event is titled “ALHS ’14 Event 1 Finding” and happened on 6/27/2013. Here is an example of multiple events:



 The check marks represent whether the person attended the event. As you can see in the example above, some mentees attended without their mentors and some mentors attended without their mentees.

 The “Analysis” section shows the % of mentees that attended the event, % of mentors that attended the event and % of pairs that attended the event.
 You can also click on the name of the event to take you directly to that Event Details Page.

Providing pair support through Event Tracker

  • PMs can use event tracker to review participation history for each pair. PMs can easily identify which event pairs missed and check to see if they have any additional meetings within the date-range, to know if the pairs made up that event.
  • PMs can click the dashboard number "Pairs Missing Last 2 Events" to see a full list of the pairs missing the last two events. They can then easily email those pairs from the list to suggest that the pairs attend a future event or schedule a make up meeting. 
  • You can get a better picture of pair health by understanding which pairs are having additional meetings, which pairs are attending curriculum based events and which pairs are doing both.
  • The % Obligation can help you understand how each pair is doing in comparison to the goal you have set for pairs meeting.