When you filter for attendee records, sometimes you want to exclude a certain group – for example, if you want to exclude attendees with a particular registration type (for example).
You can do this by applying the filter with the ‘not allowed’ symbol
selected, so it turns red.
This indicates you want that group excluded from the results.
The exclusion option isn't available on all fields.
In some modules, such as Contact, you can also filter based on blank fields, which may be preferable to using an exclusion filter. When filtering based on blank fields, these operate as "AND" rather than "OR" filters.
The example below will exclude anyone with an Early Registration on their contact record. [Provided they have no other registration items on their record - see more information below.]
To apply the same filter (or set of filters) frequently:
Set the filter(s) you want (whether they're inclusion or exclusion filters)
Use the Save button on the bottom left, and give your new filter a name.
Do this before you apply the filter.
Next time you want to run the same filter, you can use the Load button to recreate it.
The bespoke 'filter' you save can actually include multiple filters. These may be from within the same module (for example, registration type AND date; it can also include filters from different modules - for example filters set for Registrations AND Agenda. details.
It's important to understand the difference between saving a filter (which saves a search criteria that's applied to your current data every time it's run) and creating a Data Snapshot (which saves a group of records that met the criteria at the time it was saved).
When using exclusion filters within a module (Registrations, Accommodation, Functions, etc) you can only exclude those specific item (or items) – and only if there are no other items for that module on a contact’s record. This includes canceled items in that module.
For example, if you want to filter out all Exhibitor Registrations, using an exclusion filter, an attendee who ALSO has a Member Registration on their record will not be filtered out.
For some modules (e.g. Registration and Accommodation), it’s likely that an attendee only has one item in that module anyway.
But for modules, such as Functions, attendees may have several items in that module – more than just the ones you want to run the exclusion filter on.
So you’ll need to use a Data Snapshot (and exclude on that instead), using the steps below:
Go to the Reporting panel, and use a filter to select the relevant module item(s).
Don’t use the exclude icon at this point, because you want people who DO have these items on their record.
Once the filter’s applied, even if no specific report is selected, choose the “Selected Records” tab, then “Create Data Snapshot”.
Name your Data Snapshot and specify how long to save it for.
Since a Data Snapshot is just a snapshot of who the filter applied to at that time, do the next step immediately if you expect the data to change. If you need to repeat this process later, you should also save the Filter so you can easily apply it next time to create an updated Data Snapshot.
When you’re ready to EXCLUDE, select “Data Snapshots” and choose the correct Data Snapshot.
Use the “Exclude” icon to filter out anyone who’s in your Data Snapshot.
Because you’re filtering out a group of people, not module items, it no longer matters if there are other items in that module.