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Track a session

Pour :Administrateur

The detailed sheet of a session is your dashboard to track everything that happens during and after the event. This page describes the four tabs and explains how to read the key indicators.

Open a session sheet​

Three possible paths:

  • From /app/pe/list?groupe=[group-id], click the eye icon in the Actions column.
  • From the Budget module, click on the session's accounting Booklet.
  • Directly by URL: /app/pe/fiche?id=[session-id].

The sheet URL is stable, you can bookmark it for active sessions.

Overview of the sheet​

The sheet is organized in four tabs:

TabContentWhen to consult
GeneralSession identity, real-time statistics, accounting Booklet, detailed informationDaily: see progress
FormsList of attached forms with access to received submissionsCheck registrations, export the list of registrants
FundsList of attached funds with access to received donationsTrack monetary contributions, see donors
CommunicationHistory of messages sent in connection with the sessionSee what has already been sent, prepare a new campaign

Each tab displays in parentheses the number of attached elements (e.g.: Forms (3), Funds (1)).

General tab: the heart of the sheet​

This is the session's welcome screen. It groups together all the essential information at a glance.

Header: session identity​

  • Title (large format) — the session label
  • Edit info — button to modify title, label, and description (multilingual)
  • Event link — button to copy the public URL or display the QR code (only in standalone mode)

"Collected amount" card​

Green card highlighting:

  • Gross collected amount (large figure) — total of received payments before deduction of bank fees
  • Net (below gross) — amount that will actually arrive on the bank account after deduction of gateway fees (Stripe, PayGreen, etc.)

💡 The gross/net difference depends on the gateway used. To understand: Understanding bank fees.

"Number of payments" card​

Blue card displaying the total number of payments received on the session (all funds and paid forms combined).

Session's accounting Booklet​

Below the two cards, the dedicated accounting Booklet of the session is displayed in full width. It presents:

  • The complete budget (revenue, expenses, margin)
  • The accounting operations attached
  • The detail by category of revenue (funds, forms, etc.)

Click on the Booklet to open its detail in the Budget module.

Detailed information about the event​

Collapsible form allowing to consult and modify:

  • Start and end dates
  • Public display period
  • Poster image
  • SEO metadata (title, description, keywords for search engines)
  • Enriched content (formatted text, images)
  • Complete address
  • Additional links (program, map, etc.)

All modifications are saved by clicking Validate at the bottom of the form.

Forms tab​

List of all forms attached to the session.

What you can do here​

  • Create a new form attached to the session
  • Modify the structure of an existing form (add/remove fields, change options)
  • Enable / disable a form to open or close registrations
  • Consult the received submissions: who registered, with which choices, on what date
  • Export the list of registrants (Excel, CSV)

See the complete documentation: Forms module.

Funds tab​

List of all funds attached to the session.

What you can do here​

  • Create a new fund attached to the session
  • Modify the cash account lines (add Aliyah, Petiha, Hagbaha, change suggested amounts)
  • Enable / disable a fund
  • Consult the received donations: who gave, how much, on which line
  • Export the list of contributions

See the complete documentation: Funds module.

Communication tab​

Displays the history of messages (email, SMS) sent in connection with the session: invitations, reminders, post-event thanks.

You can consult each send (date, recipients, opening rate if available) and prepare new campaigns for the participants.

Read statistics in practice​

Case: prepare a progress update​

For an upcoming gala:

  1. Open the sheet
  2. Look at the collected amount card: how much has been committed so far
  3. Look at the number of payments: how many people have already contributed
  4. Go to the Forms tab to see the detail of reservations (number of seats sold, per day)
  5. Go to the Funds tab to see the most purchased honors

Case: post-event reporting​

After the event:

  1. Note the final gross and net from the General tab
  2. Open the accounting Booklet to see the complete margin (revenue - expenses if you have entered expenses in the Booklet)
  3. Export the list of registrants from the Forms tab (for targeted thanks)
  4. Export the list of donors from the Funds tab (for tax receipts)

The accounting Booklet is central​

Throughout the tracking, the session's accounting Booklet is your financial source of truth:

  • It is automatically fed by all related payments
  • It allows you to compare with previous editions (via the group's Booklet)
  • It gives you access to detailed operations for accounting

For the details of Booklets and budgets: Budget module.

Best practices​

TopicRecommendation
Daily trackingBookmark the sheet for active sessions, consult in the morning to see new registrations from the previous day
Gross vs netAlways communicate in net for the internal report (this is what arrives on the account)
ExportDo the export just before the event (to have the list of registrants) and just after (for thanks and receipts)
ArchivingOnce the session has passed, disable it (switch to Off) — you keep the history but it disappears from the public

Going further​