What is Track?

Track is where you monitor what is happening in your Program. It is the reporting and operations surface for organizers.

Track answers questions like:

Who has registered?
Who is attending which Activities?
Who is on the Waitlist?
Who has paid?
Who has responded to required Questions?
Who has been checked in?

Overall Event vs. Activities

Everything in Track is scoped to either the whole Event or one Activity, and you choose which from the selector on the left of the page.

Scope	What it covers	Use it to
Overall Event	Event-level operations, plus event-wide rollups	Watch the health of the Event as a whole — attendance, required-question progress, payments, and email delivery across everyone
An Activity	One selected Activity only	Run a single session — its attendance, its required Questions, its payments, and its Section assignments

The Overall Event entry sits at the top of the selector and is always available. Below it is the list of Activities — searchable and sortable — so you can jump straight to the session you want. Selecting Overall Event or an Activity re-scopes the cards and tables to match.

This is the mental model to keep in mind:

Summary is the executive dashboard — the overall health of the Event at a glance. See What is the Summary Dashboard?.
Track → Overall Event is where you do event-level operational tracking.
Track → an Activity is where you do activity-level operational tracking.

TODO (screenshot): The Track left selector showing the permanent Overall Event entry above a searchable, sortable Activities list, with Overall Event selected. Replace after the bobcat_web Summary/Track redesign PR is merged.

Why do some numbers differ between Summary and Track?

The Summary dashboard presents executive roll-ups across the entire Event, while Track focuses on operational detail — either the whole Event or a single Activity. Because they answer different questions, some metrics, such as Required Questions and Payment Status, can show different values depending on the page you're viewing. For example, Summary's Required Questions counts everyone who has responded event-wide, while Track's Overall Event card measures completion of the Event's own required Questions. This is expected, not a discrepancy: match the number to the question the page is asking.

Track Overview vs. Track Participants

Within either scope, Track gives you two ways to look at the same data:

View	Purpose	What you see
Track Overview	Summary across people	Status cards with a bar chart and color-coded legend for each metric
Track Participants	Per-person detail	A table with one row per person and configurable columns

Use Overview when you want totals and trends. Use Participants when you need to see (or change) one person's status or response. Both views share the same Overall Event / Activity selector on the left.

The Overall Event page

With Overall Event selected, the Overview presents event-level operational cards. Each card has a bar chart and a color-coded legend, and you can click any legend label to open a side panel listing the people it represents.

Overall Attendance — Attending, Waitlisted, Not Attending, Undecided across the whole Event (with a Hide Undecided toggle)
Required Questions — how many participants have finished all the required Questions that apply to them, event-wide
Payment Status — Paid, Pending, Unpaid for event-level payment obligations (when your Program collects payments)
Activity Payments — the same Paid / Pending / Unpaid read rolled up across the payments attached to individual Activities
Emails Sent — how many participants have been sent their invitation email vs. not
Email Tracking — delivery and engagement for those emails (Opened, Bounced, Unsubscribed, and more)

Assignments are not shown on the Overall Event page. Section assignments belong to a specific Activity, so you review them on that Activity's page (below) rather than at the Event level.

TODO (screenshot): The Overall Event page with its six cards — Overall Attendance, Required Questions, Payment Status, Activity Payments, Emails Sent, and Email Tracking. Replace after the bobcat_web Summary/Track redesign PR is merged.

Activity pages

Selecting an Activity focuses everything on that one session. The cards drop the Event-wide and email views and show only what is meaningful for a single Activity:

Attendance — Attending, Waitlisted, Not Attending, Undecided for this Activity
Required Questions — required-question completion for this Activity's participants
Payment Status — Paid, Pending, Unpaid for this Activity, when the Activity collects payments
Assignments — Assigned vs. Unassigned, when the Activity has Sections

Cards that don't apply to the selected Activity simply don't appear, so each Activity page shows only its relevant work.

Emails Sent and Email Tracking are not shown on Activity pages. Email delivery is an Event-wide concern, so it lives only on the Overall Event page.

Below the cards, the Responses Summary shows a chart for every Question in scope, so you can read how people answered at a glance.

When a metric has not started yet — no emails sent, no payments recorded, no one assigned — its card shows a neutral placeholder bar instead of a misleading 0% or 100%, so an empty state is easy to tell apart from a real distribution.

Navigating Track

The left selector is how you move around Track:

A permanent Overall Event entry. Overall Event always sits at the top of the selector, so the Event-level view is one click away from anywhere. It replaces the old Overall Event / Activities toggle — there are no longer separate tabs to switch between.
Persistent Activity search. A search box above the Activities list filters it as you type, so you can find one session in a long list without scrolling. Your search term persists as you work.
Activity sorting. A sort control reorders the Activities list (for example, by their order in the Event), and remembers your choice.
Single selection. Overall Event and the Activities behave as one list with a single active selection — picking one re-scopes the page immediately.

The older View: and Source: selectors have been removed; the Overall Event / Activity selection now sets the context that those controls used to.

Tracking Fields

Track Participants lets you add columns from four field families:

Basic Details — First Name, Last Name, Email, Full Name
Custom Fields — anything you defined on the Group
Question Fields — responses to Survey Questions
Tracking Fields — status data captured by the system

Common Tracking Fields:

Field	What it shows
Sent	Date the invitation email was sent (or "No")
Opened	Date the email was first opened
Responded	Date the person set their attendance
Survey Completed	Date all required Questions were answered
Attendance	Attending, Waitlisted, Not Attending, or Undecided
Waitlist Position	Position on the Waitlist (if applicable)
Checked In / Checked Out	Date/time of check-in or check-out
Total Price / Total Paid	Payment status for the selected Activity

Saved configurations

To avoid re-customizing reports every time you open Track:

Filter Sets can be named and shared across Activities and across users
Column Sets can be named and shared across Activities and across users

This is especially useful for Programs with many similar Activities (e.g., a series of classes).

Common Track workflows

Reminders — find who has not yet responded and send a targeted email
Check-in — review and update attendance during the Event
Reporting — export filtered data to CSV for spreadsheet analysis
Bulk attendance changes — multi-select people and change attendance in a single action