Scroll down for the Step-by-Step Guide on how to build a report for attendees
KEY TERMS & TIPS:
How do I see the attendees for my event/performance?
By building an attendee report via the Reporting page.
You can download it for FOH use and duplicate it for multiple events and performances.
What info can I see in this report?
You can include as many Fields and Metrics as you like, including customer, ticket and transaction info.
You can also add event and date filters to only show the data for certain events and performances.
For full instructions, see our Step-by-Step Guide below.
Can I see barcodes in this report?
Yes, you just need to include the Barcodes field. You can also add an Is Redeemed field.
Can I send this report out?
Yes, either by exporting it (in CSV or PDF) and sending directly or creating a Report Schedule.
Is there any other way to see attendees for a performance?
Yes, you can also view the Transaction Items List via the Event Performances page.
This will show all transaction items for a performance, plus when barcodes were generated.
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STEP-BY-STEP GUIDE:
1. Create a Custom Report
a) Go to the Reporting page and select Reports
b) Click New Custom Report
c) On the pop-up, choose Performances as the data source you'd like to run the report with
NOTE - this will run the report by Transaction Items, e.g. tickets, products, fees. Orders will run a report by Payment Items, e.g. payments made with card/voucher. For more info about this, go here
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. For this report, we recommend the following fields:
- Performance Start Time (if you have multiple performances in a day)
- Customer Full Name
- Customer Email Address
- Transaction Reference
- Price Band Name
- Price Variant Name
- Transaction Note
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. For this report, we recommend the following metrics:
- Item Count
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)
NOTE - if you'd like to run attendee reports for specific events, it's best to add an Event Name filter. This will only show the attendees for that event
a) Click Manage Filters:
b) On the pop-up, click Add Filter and select the Fields/Metrics you'd like to filter by, e.g. Event Name = is = Christmas Panto
c) We recommend using the following filters to show specifically attendees with only live tickets (i.e. no returned tickets or products) for a performance:
- Event Name is
- Transaction Item Kind is: Ticket
- Transaction Type is: Sale
- Item Is Void is: False
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. Group your data (optional)
NOTE - if you have multiple performance days/times, it's worth grouping your report by Performance Start Date/Time
a) Click the Group By dropdown in the top right and select from the Fields that you have selected. 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
NOTE - if you'd like to use this regularly for every day of your run, it may be worth setting it to Today and it will automatically show the data for the next performances. If you have multiple performances in a day, you can select the time options to group by in the field next to it.
6. Reporting data for a specific Event? Amend Report title accordingly
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 duplicate this report for a separate event? Click Manage Filters
c) On the pop-up, remove the current event filter
d) Select the new event from the dropdown that you'd like to see attendees for
e) To save as a separate report, click Save As - this will keep the original report as it is and save a new version.
f) On the pop-up, enter the name of the new report you'd like to create and click Submit
NOTE - These will then appear in your Reporting list as two separate reports
g) To download a copy of the report, click Export
h) On the pop-up, select either CSV or PDF and click Export
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