Custom Reports

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Overview

Custom reports let you design your own reports, choosing exactly which information is shown, in what order, and how it looks when printed or downloaded. Build them once for the questions your theatre asks again and again, such as how each ticket type is selling for a production, who is sitting where on press night, or which bookers opted for postal tickets, and they will be ready whenever you need them.

Create a custom report

●      Go to Reports & Insights > Custom Reports

●      Click Add Report

●      Name: Enter a name for the report, for example Ticket Type Sales by Performance

●      Description: Enter a short description so your team knows what the report is for, for example Sales for each performance broken down by Adult, Concession and Child

●      Filename: Enter the name the file will be saved as when downloaded

●      Title: Enter the title that appears at the top of the report, for example the show name and season

●      Orientation: Choose landscape or portrait. Landscape suits reports with lots of columns

●      Paper Size: Choose the paper size for printing, for example A4

●      Customize Columns: Choose any columns you want to hide, so the report only shows what matters

●      Order By: Choose the column the report is sorted by, in ascending or descending order, for example Booking Date ascending to list performances in date order, or Seat to follow the seating plan

●      Drag and drop the columns to set the order they display on desktop

●      Drag and drop the columns to set the order they display on mobile, which is useful for front of house staff checking a list on a phone or tablet

●      Click Save

Your new report appears in the table below, ready to run whenever you need it.

Available columns

You can include any of the following columns:

●      ID: The order ID

●      Purchaser: The customer who placed the order

●      Contact: The contact linked to the ticket, which may be different from the purchaser, for example when someone books for a friend

●      Contact Phone, Contact Email and Contact Address: The customer’s contact details

●      Status: The status of the order, for example Complete or Refunded

●      Payment: The payment method used, for example card, cash or comp

●      Transaction Date: The date the order was placed

●      Last Update: The date the order was last changed

●      Item: The show or product bought

●      Booking Date: The date and time of the performance

●      Item Variant: The ticket type, for example Adult, Concession or Child

●      Venue: The location or auditorium, for example the main house or the studio

●      Section: The seating area, for example Stalls, Circle or Balcony

●      Seat: The seat number

●      Package: Any package or subscription the ticket was bought as part of, for example a season ticket

●      Entrance: The entrance or door the ticket is assigned to

●      Shipping: The delivery method, for example e-ticket, post or collect from box office

●      Scanned: Whether the ticket has been scanned at the door

●      Rejected: Whether a scan of the ticket was rejected

●      Inside Charge and Outside Charge: Fees or taxes included in, or added on top of, the ticket price

●      Total Inside Charge and Total Outside Charge: The totals of those fees or taxes

Report ideas for theatres

●      Ticket type sales by performance: Item, Booking Date, Item Variant and Section, sorted by Booking Date, to see the audience mix at each performance and which parts of the house each ticket type fills

●      Sales pace: Item, Transaction Date, Booking Date and Item Variant, sorted by Transaction Date, to see when people bought tickets for a show and how quickly it is selling

●      Payment and fees summary: Item, Booking Date, Payment, Inside Charge and Outside Charge, for production meetings and settlements with visiting companies

●      Front of house list: Purchaser, Section, Seat, Entrance and Scanned, sorted by Seat, so ushers can see who is sitting where and who has arrived

●      Press night list: Purchaser, Contact, Section, Seat and Payment, to check press and guest seats before a press night or gala

●      Attendance check: Item, Booking Date, Purchaser and Scanned, to see who didn’t arrive and spot patterns in no-shows

●      Season ticket holders: Purchaser, Package, Item, Booking Date and Seat, to check which performances season ticket holders have booked

●      Customer contact list: Purchaser, Contact Email, Contact Phone and Item, for show updates, running time changes or cancellations

●      Postal delivery list: Purchaser, Contact Address, Shipping and Item, for posting tickets

Tips

●      Give each report a clear name and description so your whole team can find the right one

●      Hide any columns you don’t need. Shorter reports are easier to read and print

●      Use landscape for wide reports and set a sensible Order By so the report reads in the order you need

●      Set the mobile column order with front of house staff in mind, putting Seat and Purchaser first

●      Treat customer contact lists as confidential, and only share them with the people who need them