In this article, we will walk you through Ticketsolve’s Your Reports feature. Your Reports allows you to create customised reports based on ticket sales, product sales, and customer data. An alternative to the ready-made Sales Reports, this feature lets you slice and dice your data as you see fit. Whether you are interested in your yield, attendance, or concession breakdown, you can use Your Reports to interrogate your data however you like quickly and simply.
Types of Your Reports
There are 3 different types of reports to choose from. Which one you choose depends on what information you need.
Line Item Facts (Tickets)
- Lists all ticket (line item) information.
Customer Facts
- Allows you to retrieve customer information regardless of whether they have made a purchase or not.
Product Facts
- Similar to the Line Item Facts this type of query filters to only orders where a Product has been purchased.
Creating a new Your Report folder and report
Go to Reports > Your Reports
1. Click + Add new on the right of the screen.
2. Choose Folder
3. Enter a name for the Folder.
4. Click Save.
To now create a Report:
1. Click + Add new again but this time select Report. An Edit Report tab will appear.
2. Type the Name of your new report. It can be useful to also put in a description so you know what the report is for when looking at it in the future.
3. Select what type of report it's going to be. Please note the report type cannot be changed once the report is created:
- Line Item Facts View
- Customer Facts View
- Product Facts View
4. Click Save.
Adding filters
Now that your report exists, you can edit it and decide what fields you want your report to look at. The process is the same for the three types of reports (Customer, Line Item, and Product).
First, we're going to click on the name of your report on the left. This will open your report.
You now have 2 tabs to choose from:
-
Edit Filters
- This is where you can add criteria to get the data you want!
-
Report Info
- Where you retrieve the name of the report, which folder the report resides in and the description of the report
Let's concentrate on the Edit Filters tab. We'll use an example here of targeting former frequent customers who have not been to the venue recently.
1. Go to the Add New button and from the filter list, choose Customer last purchase on.
2. To create this filter, first choose the 'operator' (in this case, the way we determine what dates to look at).
In this example, we are selecting 'is before or on' as we want to identify customers whose last purchase was on or before a certain date. Lapsed attendees are a common understanding of this.
Choose the required date from the calendar and press Save.
We can now see that the filter has been added to the report.
Now, let's add another criteria to identify the high-frequency customers.
1. Click the Add new button again but this time choose the filter called 'Customer number of shows'.
2. Again let's choose an Operator, in this case 'that is greater than or equal to'.
Enter '5' into the Filter Value box. This means that we want to look at customers who have purchased tickets for 5 or more shows across their account lifetime.
Press Save.
So now we have 2 filtering criteria in our report:
All or Any match criteria
It is important to take note of the line 'Match Criteria where [all] of these conditions are met'.
This can be set as 'all' or 'any'. In the example above, the records must meet ALL of the criteria in order to be extracted, so this wants to stay as 'all'. Alternatively, the drop down box in the line can be changed to 'any'. This represents what's called an OR statement, and will return results if ANY of the criteria are met.
By default this field is set to ALL meaning every criteria has to met in order for any results to be generated.
Changing this field to ANY means that either condition has to be met.
Example of using the ALL setting:
“I want to see all customers who have purchased tickets on or after August 2020, who live in a certain postcode area, and in the lifetime of their account with us have also spent over £200 and who have purchased for 4 or more shows".
Example of using the ANY setting:
"I want to see all customers who have purchased tickets for 'Cats the Musical', OR they have purchased for our Dance event category."
Example of combining the ALL and ANY setting together:
You can even combine these options together in one 'subquery'. In this example, hover your mouse over the three circle icon, you will notice a '+' sign will appear.
Click this and add the required criteria to create the subquery.
“I want to see all customers who have purchased a ticket on or after August 2020, or they have purchased a ticket for a specific event and that purchase was made online.”
Exploring the data
Ok, so now we have set our criteria, we can explore the data.
There are several ready-made Reporting Views available within Your Reports, which we'll go through next. Alternatively, you can download the report data directly as a CSV.
Reporting views
Within Your Reports, there are several pre-written reports based on the criteria you enter which you can explore. These are called Reporting Views.
The Reporting Views available to you will vary depending on the type of report you have created. We've put together a short explanation of all the possible Reporting Views you may have available to you...
| Reporting view | What it displays |
|---|---|
| Summaries | This setting gives you an overview of various totals (such as total revenue, products, unique orders or number of customers) based on the settings that you selected on the 'Edit Report' menu. |
| Revenue | This allows you to view revenue for your selected fields organised by a number of categories - by program, show, event, or by venue layouts, event category, order type, user and location. |
| Sources | This displays the different Box Office sources ('how you heard about this event') as recorded as part of the sales process, if you use this feature. |
| Booking charges | A breakdown of all charges applied for orders. This can be broken down by program, show, event or by day an order type. |
| Fulfilment | A breakdown of all delivery methods used. This can be broken down by values and counts by program, show, and event. |
| Payments | A breakdown of all payments and their total values. This can be broken down by program, show and event. |
| Comp | This view allows you to explore sales of Complimentary tickets (determined when the 'Comp' option is selected as the Price type on the ticket setup). |
| Discount | A breakdown of what discounts have been applied to tickets. This can be broken down by shows, events, venue layout, event category, order type, created by and location. |
| Date | There are two main functions within date. One of them shows you - in a countdown format - how many people are buying tickets each day/hour before your event. The other, meanwhile, shows you which days, or hours, were most popular overall. This helps you decide how best to allocate your staff throughout the day/week. You can also view ticket sales by week, month, or date, to evaluate marketing campaigns. |
| Capacity | This can show you a capacity breakdown by event, show or run. It shows what % of seats were reserved, what % were bought, how much both were in € terms and - importantly - what your potential max € from each event/show/run was, for the sake of easy comparison. |
| Visit count | This is a straightforward tool. 'Visit Count' shows, in a visual format, how many events (in the report criteria) that customers purchased for. E.g. A visit count of 1 with an occurrence of 11 means 11 customers purchased a ticket for 1 unique event. Meanwhile 'Visit Count By Customer' shows a list of how many times each customer visited. |
| Tickets count | The number of tickets gives a breakdown of how many times the frequency of ticket numbers have been purchased, e.g. there were 5 occurrences of customers buying 12 tickets for the events in the report criteria. |
| Pricing | There are multiple options available here to view sales data by ticket price, ticket allocation, or a breakdown by event and ticket price(s). |
| Geography | You can organise your customer data by country, by region, by postcode and by postcode district. |
| Data quality | An overview of how clean your customer database is. For example, it gives a breakdown of how many records have a name, address line one and a postcode. Great for keeping your database clean! |
| Products | A breakdown of how many products have been sold by program, show and event in orders that contain tickets for the report criteria. |
Downloading the data as a CSV
To download the report as a CSV, in the top right of the screen, you will see 3 circles. Click on the circles and select 'Download'.
A new window will now appear, which will allow you to select which data you want to download.
There are 2 tabs at the top of the window: 'Line Item facts' and 'Customer facts'.
-
Line Item facts
- This will give you the number of rows the report will download for you and will include any refunded tickets.
- The CSV details the 'history' of tickets meaning if a ticket has been refunded, the report will generate a row for both the original sale and also a row for the refund.
-
Customer facts
- This will filter the results down to only the customer contact details.
Which tab you choose really depends on what details you want to download and interrogate further. Depending on the tab you select, you will the left portion of this window gives us the fields available in the system that we want to export. You can scroll through the list and put a tick in the box next to the field.
- Now let's look at the pink button in the corner. The number in brackets tells us how many rows the report will generate. The screenshot above shows that 7800 records will be exported. As this is a 'Line Item' report, this will be 7800 rows (1 row per ticket sold or refunded), so 7800 lines of data.
- However, the number of customers who purchased those tickets will be considerably lower. So if we instead select the 'Customer facts' tab in this download window, only one line of data per customer will be downloaded, so much less than 7800 lines. BUT, the number in the pink box will stay the same, regardless of which tab you choose.
- By default, the option is set to Send via Email. If the number in brackets is under 5000 you have the option to download the results directly - to do this simply click the 3 circles and choose 'Download' instead.
There are several ways to manipulate the data with tools like MS Excel once the data is downloaded from the system.
We understand that using a new reporting tool can be a little daunting, however, once you get the hang of Your Reports you'll be generating some really sophisticated powerful reports in no time.
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