Creating and sending Automated Reports

Accessing reports within Ticketsolve is straightforward and the simplest way to run them is from the reports section within the system. However, logging into the system every time you want to run a report may not be practical; you may want to give access to external agents or the CEO wants weekly sales updates.

With this in mind, you can now automate reports by creating saved reports and scheduling them to be sent to users at any interval required using the Automated Reports feature within Ticketsolve.

Watch the video below to find out more, or scroll down for written instructions. 

How Automated Reports work

There are three stages that are required for you to set up an Automated Report: 

1. User - this allows you to create the user profile with the email address you want the report to send to. You can set up a subscription to send to additional recipients, as well as one User. 

2. Saved Reports - this allows you to create all the filters you require on your chosen report and save it.

3. Subscriptions - this allows you send the saved report to users per a set schedule you chose, i.e., every Monday at 9am. 

Setting up an Automated Report

1. Create a User

You will first need to create a user profile with the email address that you would like the auto report to send to. This is exactly the same process as creating a user for a staff member at your venue, but there is no need to share the login details or for the user to login into Ticketsolve in order to receive the auto report.

 Important

One Automated Report subscription can send to multiple recipients, but one User profile is still required for each Subscription to send to, in addition to the extra email recipients. We'd recommend setting this a public organisational address, like a boxoffice@ email address, so you have visibility on all of the auto reports that are being sent out. Note that all recipients will be able to see the email address on the User profile when receiving reports.

To create a user profile go to Users > Manager Users and click Add New. Fill in the following details:

  • Name - this is the name of the user.
  • Email - this is the email address you want the auto report to be sent to.
  • Username - this is the username used to log into Ticketsolve (this needs to be filled in, but doesn't need to be used).
  • Password - this is the password used to log into Ticketsolve (this needs to be filled in, but doesn't need to be used).
  • User role(s) - this is the level of access the user has. If the auto report is for a third-party e.g. promoter, you will want to select External as the role.
  • Tags - this can be left blank unless you are creating an Events Revenue or Sales Summary by Ticket Price auto report, in which case a "filter:showtag" tag is needed. 

auto_report_user.png

Events Revenue and Sales Summary by Ticket Price user setup

Important: Events Revenue or Sales Summary by Ticket Price auto reports require a tag to be added to the user profile and the show in order to send the correct data.

1. Tag the show you are building the report for with a tag e.g., 'showabc'.

2. Tag the user profile with a 'filter:' prefix, followed by the show tag e.g., 'filter:showabc'.

Note: You can tag multiple shows with the same tag, but not have multiple filter tags on one user. So if you have a user that you want to receive reports on multiple shows, tag all the shows you want the promoter to receive sales reports on with the one same tag. Then they'll receive the sales reports for all the tagged shows broken down by each different show.

Once you have added the show tag and filter user tag, the rest of the process for creating your automated report is the same as for any other report. 

2. Build the Sales Report

Auto Reports are built and scheduled within the Sales Reports area of Ticketsolve. 

Go to Reports > Sales Reports > Select the Sales Report that you require.

In this example, we'll be using the Sales Details report. 

When the report interface loads, you will see three tabs at the top of the page: Generate, Saved Reports, and Subscriptions

To create our Automated Report, we need to work through each of these tabs.

Generate__sales_reports_and_subscriptions.png

Generate the Report

The Generate tab is the report builder. It allows you to pick the dates and add any other filters that you need to add to the report, such as a show or event tag, or selecting the Program / Show / Run / Event to populate the report. 

When selecting the date range, you can use the Custom Date Picker if available on your selected Sales Report.

custom_date_picker.png

The Custom Date field allows you to type in a specific date range, or select one of the pre-populated options. You can pick date ranges such as:

  • Today
  • Yesterday
  • 1 week ago
  • 4 weeks ago
  • 1 month ago
  • 3 months ago
  • 1 month from now

For example, if we want to build a Sales Details report to contain data for the last 4 weeks:

In the From date picker, type '4 weeks ago' in the custom date box. 

In the To date picker, select 'Today' from the suggested options.

custom_date_picker_2.png

When this report is later scheduled to send automatically, every time it sends it will contain sales data for the last 4 weeks up until the time it sends that day (today). 

Once you add in your date ranges, you can add all the other filters you require like show or event tag, or selecting the Program / Show / Run / Event.

In this example, we are setting up the Sales Details report to send to a third party running workshops, so we are going to add a Show tag filter to the report, so that only data for shows tagged with 'workshop' are included in the report. 

sales_details_show_tag.png

If you are creating an Events Revenue report, it is important to remember to filter the report by the show tag that you created earlier when setting up the user and filter tag.

Check your Report

Before continuing and saving your report, we recommend generating your report first to check the date range of the report and filters used are as desired. To do so, add your date range and any other filters, select HTML and press Generate Report. Your report will then load in a new tab in your browser.

In this Sales Details example, we can see that the date range is the last 4 weeks, and the report is being filtered by the show tag 'workshop'.

Sales_Details_example.png

Save your Report

Once you have set up the report as needed, click the Save As button to save it (rather than generate it).

You will then be shown a summary of the report that you have built in a pop-up box, including the From Date, To Date, any any filters/tags or options selected.

If you are happy, give your New Saved Report a Name. We recommend making this something specific, so it is easy to identify later on. 

Saving_report_name.png

Add your name and click Save.

Find your Saved Sales Report

Once you save a report it will automatically be added to the Saved Reports tab, which will list all the Saved Reports that have been created for this particular Sales Report. The example below shows all the reports that have been saved under the Sales Details report.

Saved_reports_list.png

In this example, we can see the Sales Details report that we have just built, including the name of the saved report, the user who created it, and when it was last updated.

From this view, you are able to click on the Additional Options icon (3 dots) to Load Report (to return to the Generate tab if you need to edit any parameters), View Details (the pop-up box summary of the report) or Delete the saved report.

Create your automated report subscription

The final stage of the process is to head to the Subscriptions tab where you will be able to select your saved report and schedule it to be sent out automatically to a user on a schedule of your choosing. 

When you first load the Subscriptions tab, you will see a blank page as you have not created any subscriptions for this sales report yet.

To create the automated subscription, click the Add New Subscription button to open the subscription pop up.

Subscriptions_blank.png

You will now see a pop-up box where you can create the subscription to the report to send automatically. In here you will need to fill in:

  • User - select the user profile from step 1 that you want to send the report to.
  • Other Recipients - This is where you can add in the email addresses of those who should receive the auto report (in addition to the main User profile). These email addresses will all be Bcc'd into the subscription going to the User profile.

 Ticketsolve Tip

You can add as many email (other) recipients to the Automated Report subscription as you want, meaning you can send one report to finance, marketing, and external promoters, all from the one subscription. 

  • Report - this will be greyed out and populated automatically based on the Sales Report you are currently in.
  • Saved Report - this is where you select the report that you built in step 2.
  • End Date - this is where you set the date you want the auto report subscription to stop. The furthest ahead this can be is 365 days from the day you create the report.
  • Active Subscription - make sure this box is ticked (if it's not, the subscription you're creating won't be active and so the report won't send out).
  • Schedules - here is where you add the time, day and frequency that you want the report to send out automatically. You can be specific here, for example 'Every Monday at 9am' or the 'End of the month at 5pm'. You can find example phrases and learn more about the scheduling functionality in our guide to auto report scheduling

Subscription modal updated Mar 24.png

 Important

Multiple schedules for the same report should be created in the one subscription. For example, if you want the report to be sent every Monday at 9am, every Wednesday at 9am, and every Friday at 9am, you would add this within the same subscription:

  • Add your first schedule of 'Every Monday at 9am' and click Add.
  • Add your second schedule of 'Every Wednesday at 9am' and click Add, and so on.
  • All the schedules you create for the subscription will be listed.

When you have completed the pop-up box, click Save

Once you save the report, it will appear within the list on the Subscriptions tab.

The Subscriptions tab will show all Automated Report Subscriptions that you have set up for that particular Sales Report, and will display who the user is that is receiving the report, the report name, the schedule and if that subscription is active or has expired.

The example below shows all the automated subscriptions that have been created under the Sales Details report.

Subscriptions_list.png

You can click on the Additional options icon (3 dots) to Make Inactive (stop the report sending), Edit Subscription (return to the pop-up box to edit the subscription details) or Delete the subscription totally. 

Managing Automated Report Subscriptions

Instead of having to go into each individual report to view your subscriptions, we have added a new section to the Reports area of Ticketsolve.

Go go to Reports > Subscriptions.

This Report Subscriptions view lists all Automated Reports Subscriptions, from all Sales Reports, in one view. In this view you can filter by Sales Report type, Saved Report, User, whether the subscription is Active or Inactive, and whether the subscription has Expired

Subscriptions_area.png

Each subscription is listed, including the user is that is receiving the report, the report name, the schedule and if that subscription is active or has expired. You can also click on the Additional options icon to change the subscription. In this area you can also create a new subscription using any saved Sales Report by clicking Add New Subscription.

If you haven't already, check out our Academy session walking you through the automated reports feature.

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  • I was going to ask if it's possible to do an auto report for the previous calendar month as that's really useful for finance but not clear from the examples given. But then I just tried typing words and surprisingly this appears to work...

    MAGIC!! 

     

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