This guide is here to help you get the most out of our key reports, offering detailed insights into your financial and customer data. Each report is designed to help you analyze specific areas, from reconciliation totals to customer preferences, so you have the tools to make informed decisions. Whether you’re reconciling sales with bank totals, understanding customer demographics, or assessing the success of marketing campaigns, these reports will be valuable resources for your team.
How to Generate a Report:
From the menu bar, go to Reports > Select your desired report. You can then choose the sales date range for which you want to generate the data, e.g., from June 1st to June 30th. After that, select your other desired filters, such as event name, whether you want to show orders only, or if you also want to include reservations during the period. Finally, click Save & Generate.
Primary Reconciliation
This report provides reconciliation totals for your events, activities, and products. It allows you to filter financial data by extra charges, method of payment fees, delivery fees, or sales channel fees. The report also breaks down individual session or performance totals and provides subtotals for your events. Financial snapshots by method of payment, sales channel, and ticket types are included, making this report a favorite for finance departments. It’s particularly useful for reconciling daily sales with bank totals.
Important Notes: Your Order Amount and Paid Total Amounts may differ due to refunds or reservations that have only been partially paid.
The Reservation Order Amount column will display the total order value for reservations still under reservation status within the report’s generation parameters, whether partially paid or not paid at all.
The Order Total and Paid Total will never match if a reservation was partially paid on a different date and time, and the report only covers some of the payments for that transaction.
Transaction Report
This report helps define reconciliation down to the transaction level. It allows you to filter data by module, time, or sales date range to analyze specific transactions. The report includes details like sales channel, revenue, price levels, and transaction times, along with summaries of payment methods, sales channels, extra charges, and ticket totals.
Event Daily Sales
This report provides daily details of your event sales, including orders, tickets, revenue, and more. You can generate data for specific events or date ranges. Capacity and revenue targets can be entered during event setup, allowing you to analyze performance against these targets.
Event/Module Analysis
This report provides a detailed breakdown of event performance metrics and audience analytics. Key sections of the report include:
- Event Overview:
- Performance Date Range: The event’s scheduled dates.
- Number of Performances: Total performances included in the report.
- Report Generated: The date and time the report was created.
- Audience and Revenue Metrics:
- Total Customers: Number of unique customers attending.
- Total Net Revenue: The total revenue generated from ticket sales.
- Total Number of Tickets: The total tickets sold across all channels.
- Total Capacity: The total available seating capacity for the event.
- Percentage Sold: The percentage of total capacity sold.
- Average Group Size: The average number of attendees per booking.
- Average Yields:
- Per Customer: The average revenue generated per customer.
- Per Ticket: The average revenue generated per ticket sold.
- Sales Channel Analysis:
- Details customer distribution, tickets sold, and revenue across different sales channels (e.g., internet vs. walk-up).
- Provides percentage contributions of each channel to total revenue.
- Ticket Type Breakdown:
- Summarizes ticket sales and revenue by ticket type (e.g., Adult tickets), helping identify the performance of different ticket categories.
This report is a powerful tool for understanding event performance, customer purchasing behavior, and revenue distribution, which can guide future programming and marketing strategies.
Sales Channel Ticket Type (Performance Statement)
This report classifies ticket type revenues across your sales channels (e.g., internet, phone). All net values exclude extra charges or fees and can be filtered by modules or date ranges. It’s ideal for sharing with third parties, such as promoters or event organizers, as inside charges can be deducted from net totals.
Doorlist/Questionnaire Report
This report helps you compile your door list (who’s attending), questionnaire responses (e.g., dietary requirements), and ticket holder information for any event or activity. You can generate a simple door list to clearly identify customer or patron transaction details, including the time of transaction, sales channel, ticket types, revenue, and delivery method. Any questionnaire answers tied to a specific event or activity will show up at the transaction, ticket, or ticket type level. This report is especially useful for sharing questionnaire data or providing your front-of-house staff with customer information.
It’s ideal if you’re looking to capture a list of all customers or patrons for a specific event or performance.
The report includes helpful filters like ‘Show Ticket Holder Information,’ which displays all collected ticket holder details, even when someone purchases tickets for multiple people. The ‘Show Upsell Name’ and ‘Show Upsell Date and Time’ filters are great for identifying which customers purchased upsells with their event tickets.
Zip/Postal Code Report
This report helps correlate zip/postal codes with the highest revenue and ticket/item amounts. You can filter by modules to identify key postcodes and analyze revenue from specific areas.
Customer Evaluation Report
This report helps you analyze and understand your customers’ transactional preferences, including their total spend, events or activities they’ve participated in, product purchases, memberships, donations, and gift vouchers. It’s a great tool for easily identifying your top spenders or filtering customers based on specific criteria like events, products, memberships, or gift vouchers.
You can search using tags or categories.
Tip: Since categories are tied to events, select the category filter on its own (without any other modules or filters) to get a list of all customers based on that category.
This report is also excellent for identifying first-time attendees—just use the ‘First Time Attendees’ filter under the Marketing Filters tab. Additionally, the ‘Total Spend’ filter is handy for finding your big spenders, which can be useful for promotions or giveaways. This option is available under the ‘Sort By’ tab..
Primary Marketing Report
This report helps you build key customer or patron lists for EDM (Electronic Direct Mail) or other marketing efforts. You can filter customer data by various criteria like communication preferences, modules, categories, tags, and more, making it a great tool for creating targeted engagement strategies.
The report offers a wide range of filters, including options for opt-ins, tags, categories, interests, spend amounts, first-time attendees, and more. You can also add custom filters, like the ‘Date Created’ filter, to see when each customer’s account was created or joined your organization. Additionally, you can capture details like age, gender, postcode, and date of birth.
Tip: If you plan to export the data to Excel and sort the columns, make sure to select the default fields—First Name, Last Name, Email, and Mobile. This will prevent merged cells from being introduced, which can interfere with sorting.
Pre & Post Email/SMS Statistics
This report identifies the success of your pre and post Email/SMS campaigns, listing each event, the assigned template, scheduled send times, and the number of customers who received the communication.
Subscriptions & Packages Report
This report details your sold subscriptions and packages, such as 2022 Sub packages and sub types.
Promo Code Report
Analyze your one-off promo codes entered in the finalize order screen. Track whether they are redeemed or not, and review the associated financial data. This report can display all promo codes, both redeemed and not redeemed. You can also filter the report to include or exclude refunded orders/reservations, exchanged orders, and canceled reservations.
Card Payment Failure
Did you know? This report provides details on any failed credit card payments or transactions, along with the reason for the failure—such as an incorrect credit card number or insufficient funds.
Gift Voucher Report
This report is designed to help you identify outstanding and redeemed gift vouchers, providing valuable insights for box office and finance staff when reconciling outstanding balances. You can filter by sales date range or specific gift voucher types to view redeemed amounts, including time stamps and remaining balances. This is an excellent tool for tracking gift voucher purchases and any amounts still owed.
You can filter expired vouchers by selecting either the “Show Expired Vouchers” or “Only Show Expired Vouchers” options. Additionally, there’s a filter to display only vouchers with a remaining balance. You can also filter results by Gift Voucher Code and Redeemed Date Range.
Fundraising Report
This report helps you track fundraising results for specific campaigns and analyze your customers’ or patrons’ donation frequency and average donation amount. You can quickly view campaign totals, the percentage of goals achieved over specific sales date ranges, or overall campaign totals to date. It’s a valuable tool to help you maintain and grow philanthropy levels for your organization.
Fundraising/Donations-Detail Report
The Fundraising/Donations – Detail Report provides a clear breakdown of donations, helping to track individual contributions, campaign performance, and overall trends.
Donation Details
This section lists individual donations:
- Donor Information: Names, donation amounts, and whether the donation was anonymous or acknowledged.
- Campaigns: Links each donation to specific campaigns (e.g., Mental Health Matters or New Campaign).
- Donor Levels: Recognizes donors with levels (e.g., Bronze, Silver) based on their contributions and shows the expiry of these levels.
Campaign Summaries
Summarizes donation totals for each campaign:
- Breaks down contributions by donation type (e.g., suggested values or donor levels).
- Displays total amounts and the number of donations for each campaign.
Donation Types Summary
Aggregates data across all campaigns:
- Shows total amounts and the number of donations by type (e.g., donor level vs. suggested values).
Overall Purpose
This report helps you understand:
- Who is donating and how much.
- Which campaigns are most successful.
- Which donation types (e.g., suggested values or donor levels) are working best.
It’s a useful tool for tracking fundraising efforts, identifying trends, and planning future campaigns.
Event/Module Analysis
This report offers a detailed overview of any module within the system, such as events or activities. It provides insights to support future programming and marketing efforts. The report covers key data points like net revenues, sold vs. capacity percentages, average yield, sales channel breakdowns, ticket type breakdowns, group sizes, postcode analysis, and first-time attendee stats. It’s an ideal resource for AGMs and helps guide future resource planning.
Operator End Of Shift Report
This report makes it easy for operators to reconcile their till at the end of a shift. By using the report filters, you can set the shift time and quickly generate the report. It shows payment totals across all sales channels, making it simple to track and reconcile each shift.
Sold Out Status Report
This report provides a snapshot of any module, such as an event or activity, without revealing financial details. It is ideal for promoters or third parties to track sales progression while maintaining confidentiality.
Key Features:
- Percentage Sold: Tracks sales as a percentage of total capacity.
- Available Count: Shows the remaining inventory available for sale.
Invoice Reservation Report
This report provides an overview of customer or patron reservations, including details like payments made, outstanding balances, expiration dates, and pay later options.
Please note that if a reservation is made in one month but paid in another, the payment will appear in the report for the month the payment was made. For example, a reservation created in June but paid in July will show up in the July report. The reservation report organizes data based on the date the reservation was placed.
Scanning Report
This report helps you track the total scan numbers for any barcodes. You can filter it to view individual user data or overall totals across different modules, including price levels and scan-in/scan-out counts. It’s a useful snapshot to get an accurate count of customers or patrons in your venue.
Promoter Optin
This report identifies customers or patrons who have opted into specific marketing or communication preferences, making it ideal for promoters or third parties. It includes:
- Opt-In Details: Lists customers who selected specific campaigns or communication types.
- Marketing Codes: Tracks codes used during transactions to evaluate campaign success.
- Customer Information: Provides details of opted-in patrons for targeted communication.
Purpose: This report helps promoters access a compliant, targeted customer list, analyze opt-in campaign effectiveness, and tailor future marketing efforts based on customer preferences.
Promoter Access Basic
This report provides an overview of any module, such as an event or activity, focusing on sales performance without revealing financial details. It is particularly useful for promoters or third parties who need to monitor sales progression without access to sensitive financial data.
Key features include:
- Percentage Sold: Tracks sales progress against total capacity.
- Holds and Comps: Details reserved seats and complimentary tickets.
Purpose: This report offers a clear picture of sales trends and event performance while maintaining financial confidentiality.
Promoter Access Detail
This report gives promoters or third parties detailed insights into event sales, including ticket numbers, percentage of capacity sold, and net revenues (excluding additional charges).
Key Features:
- Ticket Sales: Shows the number of tickets sold and capacity percentages.
- Net Revenue: Provides monetary insights without including extra fees.
How to use the Email Now/ Schedule Report Function:
Using the Email Now Function:
- Enter a report name (e.g., Primary Reconciliation, Event Name).
- Enter the email addresses where you want to receive the report, separated by semicolons (e.g., email1@example.com; email2@example.com). Note: Do not add a semicolon after the final email address.
- Select the report type (Excel, PDF, or CSV).
- Click Email Now. You should receive the report within 10 to 20 minutes.
Using the Schedule Report Function:
- Enter a report name.
- Provide the email address(es) to receive the report.
- Select the report type.
- Choose the frequency at which you want to receive the report (Daily, Weekly, Specific days, e.g., Mondays and Fridays only).
- Set the time you want to receive the report. Tip: Schedule it an hour earlier than the intended time (e.g., schedule for 7 am if you want to receive it at 8 am).
- Optionally, select a start and end date or use Relative Sales Date:
- Relative Sales Date: Shows sales relative to the schedule frequency. Enter a value in days (e.g., -5 for the last 5 days, generally excluding the current day unless you select ‘Include current day’s data’). If you enter -5, the report will cover a rolling 5-day period. For instance, if today is December 30, 2020, the report will show data from December 25 to December 29. On December 31, 2020, it will show data from December 26 to December 30.
- Fixed Sales Date Range: Use the sales parameters at the start of each report (where relevant).
- Optionally, include your Bank Reconciliation time.
- Click Schedule Now.
Important Tips
- If the report doesn’t load due to large date ranges or historical data, consider using the Email Now or Schedule function. Scheduling reports an hour earlier than intended can ensure timely receipt.
- When scheduling reports, the execution begins exactly at the set time. For instance, if a report is scheduled for 10 am, it will start sending at 10 am sharp. To ensure timely delivery, we recommend scheduling the report an hour earlier than your intended receipt time. For example, if you need the report by 10 am, schedule it for 9 am. This precaution is especially useful when multiple reports are scheduled by other clients around the same time.
FAQs:
- Is there a way to generate a report that shows how many online tickets we’ve sold over the previous month and how many box office sales?
We recommend using the Sales Channel Ticket Type (Performance Statement) report. This report provides a breakdown of tickets sold through each sales channel, including Internet, Telephone, and Walk-Up.
- How can I generate a report that gives me the first and last names of those who purchased tickets for any given show?
The best report for this is the Doorlist/Questionnaire Report. You can generate this report for each event, and it includes a range of information, such as the names of those who purchased tickets, their seat numbers, and more.