Workspace dashboard and analytics

The workspace dashboard is the first screen that you will see when you open a workspace on Backstage. It's a great place to track how your event is being adopted and used by your audience in real-time.

The information available in the dashboard will adapt to whether you are viewing the dashboard before the event, during the live event, or after the event, based on the event start and end date.

From the dashboard you can:

• Get fast access to important content thanks to quick links.
• See any pending registrations for your event (if manual approval is enabled).
• See detailed graphs with data for attendee adoption and activity in the event.
• Get detailed analytics reports on specific topics or modules.

Read on below to learn exactly what you can use the workspace dashboard for.

Dashboard quick links

The dashboard contains a Quick links section, containing direct links to specific sections in the workspace. You can use these quick links to easily access workspace content or perform actions such as approve pending registrations:

The quick links available will vary depending on whether the event has already started, is live, or has ended:

Pending registrations

The Pending registrations section will display any number of pending attendee registrations (done via the public event registration) and that require manual approval via Backstage. This is only visible if manual approval is set-up on the public event registration page:

Clicking on Go to approval page will take you straight to the interface in the workspace where you can manually approve registrations. Remember to refresh the page here to display any new registrations that are coming in in real-time.

Attendee adoption and activity

Use the dashboard to toggle between seeing graphs and data for the Activations, Active users, and Activity rate for your event.

The availability of data in these graphs will depend on whether you are accessing the dashboard before the events starts, during the event is live, or the after the event is finished (based on the event start and end dates):

The data is displayed per day, week, or month, so you can see when were the busiest moments in the app, with a maximum of 2 years. This is dependent on the duration of the event:

In the sections below we'll take a closer look at each of these graphs and the data they contain, for  Activations, Active users, and Activity rate.

For more details on how the data is aggregated in these reports, please refer to the Explanation on how the data for reports is aggregated section below.

Note: For each of these graphs, you can click on the MORE ABOUT ANALYTICS expand button to see clear definitions of the metrics and data terms used. You can also hover the cursor over any specific time/date in the graph to display the relevant data.

Activations

The Activations graph allows you to see the dates when your audience has registered, activated the app, or performed at least one action on the app. It also includes the dates when email campaigns were sent out.

The graph shows in detail:

• The evolution of the total number of users in the event user list and the total number of users who registered via the registration page.
• The breakdown of activated users and active users per day/week/month, throughout the event.
  
  In the top left corner of the graph, you also have the option of displaying the data for the full duration of the event (by clicking All) or just the previous week (by clicking Last week).

Note: Emails campaigns shown in this graph only include emails sent to the full audience, to a predefined user group in Backstage, or using the custom targeting. Emails sent to individuals or those automatically sent out by the event registration page are not shown in the graph.

Active users

Select Active users to see the event's current active users, with a breakdown of:

• The number of total users in the workspace. This includes users with an "active", "pending" or "hidden status in the Users list. Cancelled users are not included.
• The number of activated users, i.e. users who have at least accessed the app at least once, and who may or may not have performed an action in the app.
• the number of Active users during that day, and separately over the last hour. These are users who have performed an action in the app, i.e anything that would appear as a user action in the analytics reports (including any content or session views) available on the dashboard or viewed a live stream. 
  

Activity rate

The Activity rate tab allows you to see how busy the app users were in the app throughout the event, and at specific times.

It displays the number of the activated users in the app (those who have logged-in to the app) compared to the number of active users (those who have actually performed an action or viewed a live session in the app):

The activity rate data and graph is available when the event is live (between start and end date) and when the event is finished (after end date). 

Explanation on how the data for reports is aggregated

Below, we will provide further details on how the data for these reports (Activations, Active users, Activity rate) is aggregated.

First, as explained above, a time interval is determined based on the start and end dates for the report period. This interval determines the time separating two points on the chart. For example, if the difference between 2 points is 1 week, then the interval is weekly:

1. If the report period is 6 weeks or less, the interval will be daily.
2. If the report period is 6 months or less (and greater than 6 weeks), the interval will be weekly.
3. If the report period is greater than 6 months, the interval will be monthly.
4. If the report period is greater than 2 years, it will be truncated to 2 years. Essentially, 2 years is the maximum report period. After truncation, the rules described in points 1 to 3 are applied to the period.

Once the interval is determined, the data is grouped and aggregated within the interval. This means that a daily interval should not be expected to have the same report values as a weekly interval, and so on.

The date displayed on the report is the end date of the interval. So using the example of the Activations example below:

• The last interval goes from 04-May to 05-May. Please note here that this is a partial interval, since 05-May is the last day of the event, so nothing is showing after that
• The penultimate interval goes from 27-Apr to 04-May. So this is showing a weekly interval.

To note, if you have a weekly interval and a daily interval (as is the case here), the sum of the daily interval points, that fit within the weekly interval, should add up to the weekly value, as explained in the example below:

• The final point is showing 05-Jun and Active users: 1.
  It’s not visible in the screenshot below, but the previous point is 01-Jun. This is consistent with a weekly interval:
  
• The final point is also showing 05-Jun and Active users: 0. It’s not visible in the screenshot, but the previous point is 04-Jun. This is consistent with a daily interval:
  

Therefore, to summarize, the first screenshot is reporting Active users: 1, for the period from 01-Jun to 05-Jun. The second screenshot is reporting Active users: 0, for the period from 04-Jun to 05-Jun.
If you add up all the active users, in each point starting from 01-Jun to 05-Jun, you will get a total of 1 user. This is the same amount reported in the first screenshot for the same time period.

Note: It is worth keeping in mind that the Activations report starts from the point the workspace is created. However, the Activity rate report starts from the point the workspace is live. This may explain some differences in the data when comparing the reports.

Getting analytics reports from the dashboard

The dashboard provides easy access to a variety of custom analytics reports.

Each report will contain a summary of all topic-related items in the event, as well as individual reports per item containing user information.
 

How to download an analytics report?

1. Choose a topic/module in the list by clicking on the section, for example Live sessions:
   
    
2. Tailor the report to your needs, by selecting the following:
   
   - A date range (Start date / End date) for the report data. 
   If you select a date range that is less than 6 weeks, the report data will be broken down into daily intervals. If you select a date range between 6 weeks and 6 months, the report data will be broken down into weekly intervals. If you select a date range that is more than 6 months, the report data will be broken down into monthly intervals. The longest date range you can select for a report is 2 years.
   
   - The attendee platform data to be included for the report data (Web app, iOS, Android).
   Here you can choose whether to include data for users based on the platform they use (web app on mobile or on desktop), the mobile iOS app, or the mobile Android app. This option is not available when generating the Feeds analytics report.
   
   - Select what user information (user profile fields or metadata) to include in the report data.
   This user information is included in the detailed "per-item" reports, and not in the summary report.
   Mandatory fields (First name, Last name, Email address) are selected by default and cannot be unselected, they are therefore not displayed here. Clicking on Show more will display any custom user metadata that can also be selected to be included in the report.
   
   
3. Click on Download XLS to generate the report folder based on your selections.
   The report folder is a .zip archive that typically contains:
   - a single .xslx file for the summary of all topic-related items in the event, and
   - additional .xlsx individual reports per item, containing user information.
   For example, in a workspace with 5 live sessions, the report folder will contain a summary file (for all live sessions) and 5 separate report files (one per live session).

What data does each analytics report contain?

Management & engagement

Attendance report
A summary of attendance data for the event as a whole, as well as broken down per day. This also includes attendance data for the event, shown as an overview of all session attendance. More information. 

Event check-in and badge printing
Breakdown of all users that checked into the event and badges printed

Feeds
Summary of data for all feeds: names, creation dates, number of posts, posts with images/videos, number of comments and number of likes. Individual reports per feed, with the same data but including user information. Separate sheet that includes all feed posts and associated responses/comments.

Interactivity
Download a single report that contains individual sheets for each of the following: Number of business card exchanges, notes created, bookmarks created, number of chat conversations, and number of chat messages that took place in the workspace, for a determined period of time.

Live sessions
Summary of data for all live sessions, with the type (hybrid/remote/in-person), start date, total viewers, total VOD viewers, claps, number of Q&A entries (all entries: "incoming" and "approved", etc.), number of polls (polls that were run). 
Individual reports per live session, with individual user information and interaction details (including Q&A, polls, claps), as well as each connection period per user (with a timestamp for the start and end of the connection). Timestamps are included for when a poll was launched, when a poll was opened (per user), when an answer was submitted (per user), and how long it took each user to answer.
The individual live stream reports generated here are identical to the reports you can obtain for individual live sessions via the live session analytics button in Studio.
Note: For the live sessions included in the report, the creation dates of the live sessions are used. Therefore, if the "starts at" date is modified, the creation date of the live session is still used to include the live session in the report's timeframe.

Meetings
Insights into all meetings, including meeting room usage. More information

Registrations and activations
Summary of the activity of the users on the platform: breakdown of created, activated, and active users. User is considered "active" if an action was performed in the app. Breakdown of all registrations for the workspace and per attendee if a registration page is enabled. More information.

Time spent in the app
See precisely the time that each app user has spent actively in the app. More information

Content

Content pages
Summary of data for all content pages: titles, creation dates, total number of views and views over time. Individual reports per page, with the same data but including user information. Summary per user of the number of views per page.

Documents
Summary of data for all documents: names, creation dates, total number of document views, views over time, as well as the number of document downloads. Individual reports per document, with the same data but including user information, such as the number of views or downloads per user and per document (downloads are only counted when done via the web app).
Additional information is available in the Documents report if you are using Public annotations on your documents (find out more).

Forms
Summary of data for all forms: titles, creation dates, number of responses per form. Individual reports per form, with the same data but including user information.

Leads
Breakdown of leads captured overall and per sponsor with lead capturer, and all lead form details.

Sessions
Summary of data for all agenda sessions (name, ID, start/end date, total views, capacity, registrations). Individual reports per agenda session, with the same data but including user information. Listed users include those who registered and those who viewed the session page (does not include targeted users). Also includes the attendance data for the event broken down per session. More information

Speakers
Summary of data for all speakers: all speaker information, with total views as well as weekly/monthly views. Individual reports per speaker, with number of views and viewer user information. Summary per user of the number of views per speaker.

Sponsors
Summary of data for all sponsors: names and information, total number of views as well as views over time. Individual reports per sponsor, with the same data but including user information. Summary per user of the number of views per sponsor.

Videos
Summary of data for all videos in the video library: titles, creation dates, total number of views over time, and average watch times. Individual reports per video with the same data but including user information.