In this article, we'll take a look at the Events Dashboard which shows you what upcoming events you have in an easy-to-read format. The Dashboard is a clear way to see how your events are doing, with sales, reservations, and what's available. This is also where you can view customer and seat lists. Let's go through each section and demonstrate how the Dashboard can be used.
Events Dashboard
Go to Box Office > Events Dashboard
(Right click on any image in this article to enlarge: select 'View image' or 'Open image in new tab')
You will now be on the Events Calendar view in the Events Dashboard.
Events Calendar
The current date is displayed in pink.
Click the Display dropdown menu to change the view and see items by Date, Week, or Month.
Each view displays the Show Name and Time. Past events are greyed out, while future events are highlighted in green. Below you can see a Month view.
Hovering over a show gives you more details, like venue, etc.
Clicking on a Show Name takes you to the Event Overview, for more show specific details.
You will now see several tabs across the top of your screen:
- Event Overview
- Analysis
- Orders
- Reservations
- Amendments
- Carts
- Payments
- Refund (Covid): Was used as part of the Exchange Tool.
In addition you will see the View / Print lists dropdown menu as well as the Email all event customers icon. We will take a look at each area in turn.
Event Overview tab
The Event Overview provides a quick view of how your event is performing and a ticket breakdown including details on:
- Tickets sold
- Reserved tickets
- Available tickets
- Total paid
- Amount due
- Tax amount
- Discounted tickets
- Allocation breakdown
Ticketsolve Tip
You can also access the Events Overview page from the Box Office, by hovering over View Tickets on the Event you need and clicking the calendar icon.
View / Print Lists menu
The View / Print lists dropdown (upper right corner of your screen) has several useful Lists and Reports and is "sticky," so is available in each tab.
Click the View / Print Lists dropdown to see the available Lists and Reports, which can printed and downloaded in CSV or PDF or viewed in the browser by clicking the appropriate icon.
Let's go through the different reports:
Events summary: Provides an in-depth breakdown of Ticket sales, Payment types, Add-ons / Products, Fulfilment options and Booking fees (not included in the Pricing Summary section).
Events summary (External): Gives a shortened Accounts Detail report, which would be available to anyone logging in as an External user.
Customer list: List of customers who have booked tickets and their details, as well as Amended orders.
Customer List (Short): Customer list, including Order number, Name, Comments, Add-ons, and Number of tickets booked / Reserved, as well as Amended orders.
Seat list: List of customers and their seat row / number.
Attendance list: List of actual attendees (available post-Event and based on scanned tickets).
Seat map: (View only) Seat map of Event including booked seats.
Email customers icon
To quickly email all the customers who have booked tickets for the Event, click the Email all event customers icon in the upper right corner of the screen of the Event Overview page.
Our article, How to send an email to customers from Ticketsolve has more information on how this tool works.
Analysis tab
At the top of the screen, next to the Event Overview tab is the Analysis tab, which gives a summary of the Event with 3 breakdowns:
- Tickets summary: Tickets sold
- Payments summary: Payment types
- Purchase behaviour When people booked
Each summary can be downloaded and printed in either CSV or as a chart.
Orders tab
- All: Includes both fully paid orders as well as orders with amounts due.
- Outstanding: Lists only orders with amounts due.
- Date: Specific date or date range.
To download any lists, click the Download CSV icon.
Much of the Events Dashboard relates Orders, so we will briefly overview the View Order functionality. The article, How to Search and View Orders has more detailed information.
View an Order
1. Click on the Order you need.
2. In the pop-up click View order. (For more information on the other pop-up options, check out our guide, How to Search and View Orders).
Along the top of your screen you will now see 4 tabs:
- Order summary
- Customer info
- Order history
- Comments
Order summary tab
This tab has basic information about the Order, such as Customer name, Order number, Items in the order, payment details, etc. You can also Amend, Print, Resend confirmation email, etc. within this tab. For a full run down of actions you can take in this tab, check out, How to Search and View Orders.
Customer info tab
This tab takes you to the full Customer record associated with the Order and includes basic contact information, as well as a summary of how much they have spent with your organisation, Permissions, Memberships, full history of their orders with you, Comments, and their Mailchimp info. You can learn more about searching and managing customers in our guide, Search Customers.
Order history and Comments tab
These tabs give you a history of the original order and any amendments as well as any comments that have been left regarding the Order. In the Comments tab, clicking the eye icon, will show / hide system- generated, automated comments.
Reservations tab
Reserved orders are listed here with details available at a glance, such as the Customer name, Expiry Date, Allocations, who reserved the order, etc
You can search the reservations for the Event and also filter by date or date range. To download any lists, click the Download CSV icon.
To View or Amend an order, click the order line and select View order or Amend order.
- View order: Takes you to the Order details page and has specifics on the order.
- Amend order: Take you to the Box Office and Cart to make your amends or take a payment.
Amendments tab
Carts tab
In this tab you can search for any Open carts and see a listing of all Open carts for the Event. Clicking on a Cart, opens the Cart so you can amendments if necessary. This tab works in a similar way to the Search Carts area of Ticketsolve (Box Office > Search Carts).
Our article on How to manage carts has more details on how to work with Carts.
Payments tab
Ticketsolve Tip
You can hover over any Payment ID and click the green copy icon to copy the Order's Payment ID.
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