Build a Report

Scroll down for the Step-by-Step Guide on how to build a report

KEY TERMS & TIPS:

How does reporting work on Line-Up?
There are four parts to reporting - Reports, Dashboards, Folders and Report Schedules.

Reports are individual aggregates of data that can be displayed as a table or chart.
Dashboards are groups of reports arranged in a customisable grid.
Folders are where you can store your Reports and Dashboards.
Schedules is where you can schedule a report to periodically be sent via email.

For the full guide on reporting terms, including a full glossary, go here.

How do I run a report?
Via the Reports page, adding a new report and then choosing the fields, metrics and filters you'd like to run data for.
For full instructions, see our Step-by-Step Guide below.

Why can't I see the data I expected?
It may be that you haven't clicked Run Report. Click this button to see all current data.
If it's still not looking correct, make sure you've applied the correct fields, metrics and filters.
If you want to exit the report, make sure you click Save so that any changes aren't lost.

Why won't my report run?
This might be because of the amount of data you are trying to run.
You are allowed a maximum of 10,000 rows of data for a report, otherwise it won't run.
Please contact us here if you are having issues running your report.

Is there a way to see only tickets in my report?
Yes, by adding the filter Transaction Item Kind is = Ticket.
We also recommend adding the following filters to ensure the report only contains active, sold tickets:

• Item Is Void = false
• Transaction Status is = Complete
• Transaction Type is = Sale

This will exclude any items that are returned or still in the basket from your report.

---

STEP-BY-STEP GUIDE:

1. Create a Report

a) Go to the Reports page and click Add

b) Click Folder if you'd like a place to store your Report and enter a name for your Folder

c) Or click Report without placing it in a Folder (you can always move it into a Folder later - see step 9)

b) On the pop-up, choose which Data Source you'd like to run the report with:

• Performances - this will run the report by Transaction Items, e.g. tickets, products, fees. If you'd like to report on performances and include even performances where you haven't sold on anything, choose this option
• Orders - this will run the report by Payment Items, e.g. payments made with card/voucher. This will only pull data where there is a transaction - unlike Performances, Orders will only show you performances where you have sold an item. 
• Availabilities - this will run a report for your Availability Statuses, where you can check the capacity total and remaining of your Allocations or Locks
• Vouchers - this will run a report for transaction items with your Vouchers
• Opt Ins - this will run a report for your marketing Opt Ins

d) In the top-left box, enter the name of the report. NOTE - changes are not automatically saved on Reports. When leaving the page, make sure to click Save in the top-right to make sure any changes are not lost

2. Add Fields

NOTE - to create a report, you need to add at least one Field and one Metric

a) Click Manage Fields

b) On the pop-up, click on the Fields you'd like to report on and click Done

NOTE - You will have different options appear for Fields depending on the type of report you are running. See here for the different options to select for all different types of report

3. Add Metrics

a) Click Manage Metrics

b) On the pop-up, click on the Metrics you'd like to report on and click Done

NOTE - You will have different options appear for Metrics depending on the type of report you are running. See here for the different options to select for all different types of report

NOTE - You can order your Fields and Metrics how you like by moving them up and down in the Selected section on the right of the pop-up. Those at the top of this list will be the furthest to the left of your column headers.

4. Add Filters (optional)

a) Click Manage Filters:

b) On the pop-up, click Add Filter and select the Fields/Metrics you'd like to filter by

NOTE - to remove any filters, click the bin icon to remove the specific field/metric and then the red circle icon to remove the filter completely

5. Run Report to see data

6. Group your data (optional):

a) Click the Group By dropdown in the top right and select from the Fields that you have selected, e.g. Event Name. Once selected, these will form your rows:

b) Choose the Performance Start Date options to group by, e.g. Today, Tomorrow, Last 7 Days or choose your own custom options:

c) Choose the Performance Start Time options to group by, e.g. Hour, Day, Week, etc.

d) Choose the Transaction Completed at and Expires at options to group by, e.g. Today, Last Week, This Year and then when to Group By, e.g. Day, Week, Month

7. Save and Export

a) Click Save to save your changes. NOTE - changes are not automatically saved on Reports. When leaving the page, make sure to click Save in the top-right to make sure any changes are not lost

b) Want to save any changes but to a new, separate report? Click Save As

And then in the pop-up, enter the name of the new report you'd like to create and click Submit

These will then appear in your Reporting list as two separate reports

c) To download a copy of the report, click Export

d) On the pop-up, select either CSV or PDF and click Export

8. Want to delete your Report?

a) Click Delete on the Report page

b) Or on the Folders tab on your Reports page, click on the 3 dots to the right of the Report and click Delete

c) You can also click Copy if you'd like to duplicate the Report

9. Want to place your Report into a Folder?

a) a) On the Folders tab on your Reports page, click Add and then Folder

b) On the pop-up, enter a name for your Folder and click Confirm

c) Click and drag your Report into your new Folder

d) Want to remove Report from Folder? Click into Folder

e) Inside the Folder, click and drag the Report to your Organisation name

f) Click on the Organisation name to be taken back to the main Folders page

g) Want to rename or delete a Folder? Click on the 3 dots to the right

NOTE, if you delete a Folder, this will also delete any Reports/Dashboards that are within this Folder. If you'd like to keep these reports, move them back into the main Folders page (see step 9d).

NEXT STEP: Schedule a report to be sent out to recipients of your choice