We’re thrilled to introduce Tableau as the new reporting platform for CERC clients. This tool will replace Momentus reporting and provides an easy-to-navigate way to explore your CERCLE program data.

Our Reporting Team has consolidated the most commonly used information into comprehensive and streamlined reports for your viewing. When you sign in with your NetID@wisc.edu and password, you’ll find a few main report types: Events, Rosters, Unpaid Registrations, and Registrant History. Please note that Tableau reports include events and registration data from CERCLE. The Reporting team is actively working to also include data from Momentus in the near future. More updates are coming soon! In the meantime, feel free to use or download any Momentus web reports prior to 12/31/2025 for historical data.

The new reports are easy to navigate. You can filter data, add or remove select columns, save your favorite views for quick access later, and export your data whenever you need it. The data you see will reflect your program area or department.

This page includes step-by-step guidance on how to access Tableau, navigate reports, and make the most of the features available to you - use the jump links below to navigate through different sections of the page!

You can also click on the thumbnail photo below to access a tutorial video, created for you by the CERCLE Reporting team, which offers a robust overview how to use and navigate noncredit reports in Tableau.

The thumbnail photo above includes a hyperlink to the overview video in Kaltura.

• Getting Started with Tableau
• Logging in
• Navigation
  • Event Level Reporting
  • Big Main Roster Level Reporting
  • Small Main Roster Level Reporting
  • Unpaid Registrations
  • Registrant History
• Filter & Sort Data
• Export Data
• Save a Custom View
• Kudos
• Getting Support

Getting Started with Tableau

If you need regular access to noncredit event registration data, you’ll need a Tableau license. Because licenses have a cost, they are provided to program staff who regularly review or analyze event data.

To request access, please contact the CERC Team, who will submit a license request on your behalf. Once your access has been provisioned, you’ll receive a confirmation email from the Reporting Team with next steps and login information.

Logging in

To get started, go to Tableau’s CERCLE Reporting Workbook. You can then sign in with your Username, which is your NetID@wisc.edu. Check the ‘Remember me’ checkbox and click ‘Sign In’. You’ll be redirected to the UW–Madison NetID login page where you can enter your NetID and password as usual. After signing in, you’ll land directly into the CERCLE dashboards where you can begin exploring your available reports. 

TIP: If at any point during login you are asked to enter the site’s URI (Uniform Resource Identifier), enter uwmadisoncercle.

Navigation

Now that you’re logged in, let’s get familiar with Tableau’s layout.

Although the CERCLE Reporting Workbook link should take you straight to your reports, you may land on Tableau’s main navigation page. If that happens, look to the left-hand menu. Click Explore to view all available workbooks. You’ll see one workbook for now called CERCLE Reporting. Click the star icon next to the workbook’s name to mark it as a favorite. This makes it easier to find in the future. Then click Favorites in the left-hand menu. You’ll now see the CERCLE Reporting workbook listed there. Click the workbook to open it. 

Inside the workbook, you’ll find dashboard icons for the following reports: 

• Event Level Reporting

• Big Main Roster Level Reporting

• Small Main Roster Level Reporting

• Unpaid Registrations

• Registrant History

Each dashboard includes its own set of data fields for your program areas, along with built-in filters to help you narrow or customize the information you see. We’ll review each one in detail below.

TIP: Once you click into a given dashboard, you can easily navigate between reports with the tabs at the top. When navigating between dashboards or applying filters, Tableau may take a few moments to load and display your updated data.

TIP: Data is refreshed every hour. You can see when your given report was last updated right above your data table.

Event Level Reporting

The Event Level Reporting dashboard provides a summary of registration information for each event. It includes the event name and program number, the date the event was created in CERCLE, the start and end date, the event location, and its status. 

You can also see key enrollment and financial details such as the total number of registrants, maximum capacity, available spots, number of people on the waitlist, and total revenue generated. 

AVAILABLE DATA FILTERS 

(See Filter & Sort Data for tips on using filtering and sorting your results.)

• Organizer Account: Breaks down events by department. You’ll see only events from your department(s). If you support multiple departments, you can select which accounts you wish to view. 

• Program Name: Narrows results to a specific program or course. 

• Start Date: Shows only courses starting within your selected date range. You can drag the slider bar to adjust the range, or click directly on the date to select your desired range.

TIP: You can also use the Relative Date Option to filter by dates relative to today (for example, only show upcoming courses):

• Hover over the Start Date filter title. Click on the drop-down menu to the right of the title and select Relative Date. Click the Today menu and choose your preferred range. For example, show courses starting in the next 30 days, or the last 60 days.

Big Main Roster Level Reporting

The Big Main Roster Level Reporting dashboard lists every registrant for your events along with their related information collected at registration. Please note that this dashboard includes sensitive, protected learner information and should be accessed or shared with discretion.

Registrants (referred to as "Attendees" in reports) are grouped by event, and each record includes the event’s start date and program number for easy reference. You’ll see all the details such as each attendee’s name, preferred first name, registration status, email address. You can also view any accommodations the attendee requested.

Additional fields on this dashboard include address information, the fiscal year of the event, the order date and order number. The Item Name field indicates the registrant type chosen during registration. Billing contact information, payment status, and any promotional codes used are also displayed. 

If you continue to scroll right, you’ll find financial details such as the total order amount, any discounted amount applied, the adjusted total, the amount paid, and any balance due.

At the far right of the dashboard, you can view attendee’s responses to any event-specific registration form questions. Some events have very simple forms while others collect more detailed information to support event operations.

TIP: Hover your cursor over any text that’s cut off due to column width to see the full content. 

AVAILABLE DATA FILTERS 

(See Filter & Sort Data for tips on using filtering and sorting your results.)

• Organizer Account: Breaks down events by department. You’ll see only events from your department. If you support multiple departments, you can select which (ones) to view. 

• Program Name: Narrows results to a specific program or course. 

• Start Date: Shows only courses starting within your selected date range. 

• Attendee Name: Search for a specific attendee by typing their name and selecting the associated checkbox.

• Registrant Status: View only active, waitlisted, or cancelled registrations.

• Accommodation Request: Display attendees with accommodation requests.

• Include Name on Public Roster: Show only registrants who consented to have their name on a public roster.

• Form Question: Narrows the view to responses for a particular registration question.

  • NOTE: Registrants who did not answer the selected question will not appear in the results.

Small Main Roster Level Reporting

The Small Main Roster Level Reporting dashboard provides the same registrant information as the Big Main Roster Level Reporting dashboard but with less detail. 

If you need a simplified roster for a specific course, this dashboard is the best option.

For details on the included data fields and filters, refer to the Big Main Roster Level Reporting section above.

Unpaid Registrations

The Unpaid Registrations dashboard shows only those registrations with an outstanding balance for your program area(s). It includes key details such as payment status, registrant name and contact information, registration status, and program information. 

You’ll also find financial details like the order total after discount, the amount paid, and the remaining balance due.

Use this dashboard to easily identify unpaid registrations, verify payment activity, and follow up as needed.

AVAILABLE DATA FILTER

(See Filter & Sort Data for tips on using filtering and sorting your results.)

• Payment Status: Filter registrants to show those who are unpaid or past due.

Registrant History

The Registrant History dashboard allows you to search by attendee name to view their full history of all the noncredit coursework within your department area(s). This view is helpful for quickly confirming past participation and verifying course completion.

TIP: Currently, Tableau reports only include events and registration data from CERCLE. The Reporting Team is actively working to also include data from Momentus in the future.

AVAILABLE DATA FILTER 

(See Filter & Sort Data for tips on using filtering and sorting your results.)

• Attendee Full Name: Select or search for a specific individual.

Filter & Sort Data

At the top of each dashboard, you’ll see a light gray filter bar that lets you narrow down the data displayed. Use the checkboxes to select or deselect one or more filter options. For filters with a long list of values, you can start typing in the search box to quickly find what you need. When ready, click Apply to update your results. 

To remove a filter applied to a column and show all results again, hover your cursor over the column name. A funnel icon with red ‘x’ will appear; click it to clear the filter.

If you’d like to return the dashboard to its original default view, click the Reset View button in the blue bar at the top of the page. 

You can also sort your data from ascending to descending order (and vice versa). Hover over a column title until an ‘AZ’ icon appears, then click it to reorder your results.

Export Data

Tableau makes it easy to export data from any of these dashboards so you can view, manage, or share it in other formats.

Before exporting, use the filters and sorting options on the dashboard to display only the information you want to download. When you’re ready, click the Choose a format to download button on the right side of the blue bar, displayed as a rectangle with a downward arrow icon. From the menu, select your preferred file format. The most commonly used formats will be Crosstab (spreadsheet format, CSV and Excel) and PDF. Select the appropriate options and click Download.

Save a Custom View

(For more details, see Tableau’s official guide to custom views). 

Tableau allows you to save your frequently used filters and sorting settings into custom views. This feature makes it easy to return to your preferred data without reapplying filters each time you log in. 

Before saving your custom view, use the filters and sorting options on your dashboard to display only the information you want to see. When you’re ready, click the Save Custom View button in the middle of the blue navigation bar. (This button only appears after you’ve adjusted at least one filter from the default view.)

Enter a name for your custom view. If you’d like this to be the default view that appears each time you open the dashboard, check ‘Make it my default’. Then click Save. 

Once saved, your custom view will appear as a clickable option in the top blue bar. You can create multiple custom views and even share the view’s URL with other Tableau users in your department.

Kudos

A huge KUDOS goes out to the Reporting Team, whose hard work and expertise made the transition to Tableau possible. This team carefully reviewed and re-imagined our existing reports, collaborated with program staff and stakeholders, and turned a massive amount of data into clear, reliable, and user-friendly dashboards. They also developed training resources to ensure everyone feels confident using the new system.

The work continues as they incorporate historical data from Momentus in the coming months. This effort involves close collaboration with our Integration and Migration teams to match old and new data fields for seamless reporting across registration systems. 

The team is led by Sarah Sobek Ozburn (DCS), with her partner-in-innovation Griffin Johnson (DCS). Their technical skills, thoughtfulness, attention to detail, and incredible responsiveness have been instrumental throughout the process. 

Additional thanks to the broader team for their collaboration and insight: Kristy Carlson (CERC), Diana StarDragon (DCS), Karen Ripley (DCS), Emily Reynolds (DoIT), Paul Miller (InterPro).

This effort shows what’s possible when data and program teams team up, creating practical, easy-to-use tools that really work for our noncredit community. 

Getting Support

We know that learning a new reporting system takes time, and we’re here to help you every step of the way. In addition to the video overview and the step-by-step documentation in this KB, our team is available to provide extra support as you get comfortable using Tableau.

If you have questions about accessing Tableau, navigating dashboards, or understanding your reports, please reach out to the CERC team at registration@cerc.wisc.edu. 

Your feedback and questions help us continue improving these tools and resources, so don’t hesitate to connect!