Dashboards

Navigate to: Menu > Reports & Insights > Dashboards

Overview

The dashboard gives you a snapshot of what is happening across your theatre in one place: ticket sales and refunds, how audiences are booking, email activity, live scanning on the night, and now your contacts, pipelines, staff and activities too. Because Backstage Manager connects your ticketing, box office sales, email and access control, you can see how they affect each other, for example whether an email campaign led to a jump in bookings.

Choose what the dashboard shows

Click Filters in the top right to open the filter panel.

●      Transaction Date: Only include sales made in a date range. Choose a preset from Select Date, for example This Week, or enter a Start Date and End Date

●      Booking Time: Only include sales for performances taking place in a date range, for example every performance in the Christmas season. Choose a preset from Select Date, or enter a Start Date and End Date

●      Booking: Choose one or more specific performances, for example the opening week of your spring musical. Click Show Inactive to include past or inactive performances

●      Tick the boxes for the charts you want to see, and untick any you don’t need

●      Click Update to refresh the dashboard

Your choices are saved. When you come back to the dashboard or reload the page, it shows the same filters and charts you last selected, so you don’t have to set it up each time.

The chart options are:

●      Access Control

●      Tickets / Products Sales

●      Emails Sent

●      Order details

●      Total Revenue by Type

●      Sales by time of day

●      Kpis

●      Lead time

●      Sales Report

●      Contacts by Tag

●      Card by stage

●      Users by Employment Type

●      Activities by State

Each chart is described below. Where there is nothing to show for your filters, a chart displays No Data Available.

Chart controls

●      Download: The download icon on a chart saves it, so you can share it in a board report or a production meeting

●      Refresh: The refresh icon on a chart reloads its data

●      Move charts: Drag and drop charts, cards and data blocks to arrange the dashboard however you like, so the figures that matter most to you are always at the top

Live scanning

Shown when Access Control is ticked. This table shows live data for each performance on the day, so your front of house team can see how the house is filling up as doors open. For each performance it shows:

●      Sold: Tickets sold

●      Scanned: Tickets scanned at the door

●      Rejected: Scans that were rejected, for example a ticket for a different performance or one already used

●      Remaining: Ticket holders still to arrive

●      % Scanned: The share of the audience already in

●      Time of last scan: When the last ticket was scanned

●      Flow this min: How many people have been scanned in the last minute, useful for spotting queues at the doors

Click Show live Data to see total scans today, accepted and rejected scans per minute and failed scans. A performance appears in live scanning automatically once it reaches the Scan Start time set in the event settings. See the Events article under Calendar & Scheduling.

Items Sold

Shown when Tickets / Products Sales is ticked. This chart tracks tickets and products sold and refunded over time, with Sold in green and Refunded in red. Use it to spot peaks and dips in sales, for example the rush when a new season goes on sale or a slow patch mid-run.

Emails Sent

Shown when Emails Sent is ticked. This chart shows how many emails you have sent each day, including campaigns and automated emails. See the Campaigns article under Email & Promotions for more.

Items by Type

This chart shows how many tickets and products you have sold by type, for example Adult, Concession, Child, Friends Member or programmes. Use it to see which ticket types are most popular, and combine it with email campaigns to target the right audiences.

Orders by Source

This chart splits your orders between Online and Back Office, which is bookings taken by your box office team in person or over the phone. It shows how many of your bookings are coming in online. The more customers book online, the more time your box office team has for customers who need help. The chart refreshes in real time.

Total Revenue by Type

Shown when Total Revenue by Type is ticked. This chart breaks down your revenue by type, for example Card, Cash and Other. Use it to check how customers are paying and to support your end of night box office reconciliation.

Kpis

Shown when Kpis is ticked. These cards give a quick snapshot of your audience:

●      Average Customer Spend: Your total sales revenue to date divided by your total number of customers

●      Average Order Spend: The average amount spent each time a customer places an order

●      Number of customers: The total number of customers who have bought from you

Sales by Time of Day

Shown when Sales by time of day is ticked. This chart shows the times of day when customers book most. Use it to time your emails, social posts and advertising for when your audiences are most likely to book, and to plan box office staffing for busy periods.

Lead time

Shown when Lead time is ticked. This chart shows how many weeks before a performance people buy their tickets. It helps you plan when to start marketing a show and when to push late sales, for example if most people book in the final two weeks.

Contacts by Tag

Shown when Contacts by Tag is ticked. This chart shows how many contacts have each tag, for example Friends Member, Patron, Schools, Panto Booker or Front of House Staff. Use it to see how your membership and audience groups are growing. See the Contacts article under Contacts & Relationships for more on tags.

Cards by Stage

Shown when Card by stage is ticked. This chart shows how many cards are in each stage of your main pipeline, for example how many shows are at Enquiry, Contracting or On Sale. It uses the pipeline you have set as your main pipeline in Admin > Settings. See the Pipelines article under Acts & Performers.

Users by Employment Type

Shown when Users by Employment Type is ticked. This chart shows how many of your team are set up as Administrator and how many as Employee. Hover over the chart to see the number and percentage for each. The employment type is set on each staff member’s profile in Staff & Payroll > HR.

Activities by State

Shown when Activities by State is ticked. This chart groups your activities by their state, for example how many are Overdue. Use it to keep on top of your team’s to-do list in the busy run up to opening night. See the Activities article under Contacts & Relationships.

Combining charts

Tick the charts you need side by side to compare them. For example, show Items Sold and Emails Sent together to see whether a campaign led to a rise in bookings, or show Sales by Time of Day and Lead time together to plan when to send a last chance to book email.

Tips

●      Set up the dashboard once with the charts you check most, since your filters and chart choices are saved

●      Put Live scanning at the top on performance days so your front of house team can watch arrivals

●      Filter by Booking Time to review a whole season or run, and by Transaction Date to review a sales period such as an on-sale week

●      Keep your main pipeline set correctly in Admin > Settings so Cards by Stage shows the right pipeline

●      Download charts to include in board reports and funder updates