Query for events with registrants to compare registration totals, attendance, no-shows, waitlist activity, and cancellations. This can help you review event performance, find events that need follow-up, and compare engagement across event types or assigned staff members.
Try a Slate example 💼
Copy this Suitcase ID and paste it in Database → Suitcase Import to import a pre-made example query:
185c1cca-8edd-4335-9758-606e0004fc6f:slate-admissions-showcase💡 Tip
Find this query and other importable examples in the Admissions Showcase environment.
Reviewing event registration counts
Event registration counts are most useful when they appear beside the event details that help you interpret them. Include the event date, title, type, folder, assigned staff member, and registration status totals so you can compare activity across upcoming or past events.
The example query returns one row for each event that has at least one registration response. It includes separate count columns for registered, waitlisted, attended, no-show, and cancelled or declined responses.
Building the query
Use a Form-based query so each row represents an event form. The filters limit the results to forms that are events and have at least one registration response.
Go to Queries / Reports.
Select New Query.
Configure the following settings:
Name: Event registration counts
Folder: Select the folder where the query should be saved.
Type: Configurable Joins
Base: Form
Select Save.
Creating the staff join
Create a join to the staff user assigned to the event so the query can include the assigned staff member as an export.
Select Join.
Create a join to User.
Save the join.
Adding direct exports
Add exports similar to these to identify each event in the results. Export names and available fields can vary by database, so choose the equivalent local fields when needed.
Start Date/Time: Event start date and time
Title: Event title
Staff Assigned: User name from the User join
Type: Form type
Folder: Form folder
Adding subquery count exports
Use subquery exports to count registration responses connected to each event. Each count uses the same registration response relationship, then filters by one or more registration statuses.
Total Count
This count gives you the full registration activity total for the event, including active registrations, pending registrations, attendance outcomes, waitlist responses, and cancellations or declines.
Select Subquery Export.
Configure the following settings:
Name: Total Count
Output: Count
Create a join to the event registration responses.
Select Filter.
Configure the following settings:
Registration Status: Attend, Cancel, Decline, No Show, Pending, Register, and Waitlist
Save the subquery export.
Registered
This count shows the number of people currently registered for the event.
Select Subquery Export.
Configure the following settings:
Name: Registered
Output: Count
Create a join to the event registration responses.
Add a filter for Registration Status equal to Register.
Save the subquery export.
Waitlist
This count shows the number of people on the event waitlist.
Select Subquery Export.
Configure the following settings:
Name: Waitlist
Output: Count
Create a join to the event registration responses.
Add a filter for Registration Status equal to Waitlist.
Save the subquery export.
Attended
This count shows the number of registrants marked as attended.
Select Subquery Export.
Configure the following settings:
Name: Attended
Output: Count
Create a join to the event registration responses.
Add a filter for Registration Status equal to Attend.
Save the subquery export.
No Show
This count shows the number of registrants marked as no-shows.
Select Subquery Export.
Configure the following settings:
Name: No Show
Output: Count
Create a join to the event registration responses.
Add a filter for Registration Status equal to No Show.
Save the subquery export.
Cancelled/Declined
This count combines registrants who canceled and invitees who declined so the query can surface lost attendance in one column.
Select Subquery Export.
Configure the following settings:
Name: Cancelled/Declined
Output: Count
Create a join to the event registration responses.
Add a filter for Registration Status equal to Cancel or Decline.
Save the subquery export.
Adding filters
Has registrants
This subquery filter limits the results to events that have at least one registration response.
Select Subquery Filter.
Configure the following settings:
Name: has registrants
Output: Exists
Create a join to the event registration responses.
Save the subquery filter.
Type
Add a standard filter for Type equal to Event. This keeps the Form-based query focused on event forms.
💡 Tip
Add or activate filters for event start date, assigned staff member, event type, folder, or status when you want to focus on a smaller event set.
Sorting results
Add a sort for Start Date/Time in ascending order so events appear chronologically.
Using the results
Use the count columns to compare registration volume with attendance outcomes. For example, a high registered count with a high no-show count can point to events that need reminder communications, while a high waitlist count can help identify events that need more capacity or additional sessions.