Scheduled Reports

Navigate to: Menu > Reports & Insights > Scheduled Reports

Overview

Scheduled reports send your reports straight to your inbox, and to anyone else who needs them, on a regular schedule. Instead of logging in to run the same report every week, your box office manager, general manager, finance team, marketing team or a visiting company’s producer can receive the figures automatically.

Examples of reports a theatre might schedule:

●      A daily sales summary to the box office manager and general manager each morning during a run

●      A weekly sales report by performance to the marketing team, so they can see which performances need a push

●      A weekly report to a visiting company or producer showing how their show is selling

●      A monthly payment and fees report to your finance team for month-end reconciliation

●      A quarterly or yearly report for board meetings and funder updates

Report types

You can schedule two types of report:

●      Booking Summary Report: A standard summary of your bookings, ideal for a quick daily or weekly overview of sales

●      Custom Report: Any custom report you have built, with the exact columns and order you chose, for example a Ticket Type Sales by Performance report

If you haven’t built a custom report yet, see the Custom Reports article in Reports & Insights.

Schedule a report

●      Go to Reports & Insights > Scheduled Reports

●      In the Scheduled Report window, enter a Name, for example Weekly Panto Sales, and a Description so your team knows what the report is for

●      Choose the report type: Booking Summary Report or Custom Report

●      If you choose Custom Report, click Select Report and choose the custom report you want to send

●      Under Frequency, choose how often the report should be sent: Daily, Weekly, Monthly, Quarterly or Yearly

●      If you choose Weekly, pick the First day of week, Sunday or Monday, to match how your theatre plans its week

●      Enter the email addresses of everyone who should receive the report. Separate multiple addresses with a comma, for example boxoffice@yourtheatre.com, marketing@yourtheatre.com

●      Click Add to save the recipients and complete the setup

Your scheduled report now appears in the list below and will be sent automatically on the schedule you chose.

Choosing a frequency

●      Daily: Best during a run or an on-sale period, when you want to track sales every morning

●      Weekly: Good for marketing and sales meetings, and for keeping visiting companies and producers updated

●      Monthly: Suits finance, month-end reconciliation and management reports

●      Quarterly and Yearly: Useful for board reports, funder updates and reviewing a whole season

Tips

●      Give each scheduled report a clear name that includes the show or purpose and how often it is sent, for example Daily Box Office Summary

●      Build a custom report first if you want the recipient to see only certain information, for example ticket type sales for one production without customer details

●      Only send reports that include customer names, emails or addresses to people who need them, and never to external recipients unless you are sure they should see them

●      Check your list of scheduled reports at the end of each run or season and update or remove any that are no longer needed, for example once a visiting company’s run has finished