Creating and sending Automated Reports

Ticketsolve gives you nearly 50 ready-made Sales Reports that quickly and easily put the data you need in your hands, including ticket sales, product sales, reservations, payment reconciliation, donation reports and membership sales. With Ticketsolve Automated Reporting tool, any of these Sales Reports can be saved and scheduled to send automatically to selected recipients at a time and frequency that you choose. 

There are three things required for an Auto Report to be set up:

1. Saved Sales Report - a Sales Report saved with the require parameters.

2. User Profile - one User Profile with the email address to send to.

3. Subscription Schedule - a subscription to tell the system who and when to send the auto report. This is where you can also add additional recipients email addresses' to be Bcc'd. 

Setting up an Automated Report

1. Create a User Profile

One User Profile is required for each Auto Report Subscription to send to. We'd recommend using a profile with a Box Office or organisation email address so that you can keep an eye on all the automated reports being sent out. Remember, this email address will be visible to all recipients.

1. To create a user profile go to Users > Manager Users and click Add New.

2. 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 (the same email address can be used on multiple User Profiles).
• Username and Password - this needs to be filled in, but there is no requirement for the user to ever log in to receive the auto report, so you don't need to share this with the recipient.
• User Role(s) - ensure that the User Role(s) is set to any level from Sales to Super but that it is *not* External if you are using one User Profile as the main recipient for all auto reports.
  There is no requirement for the User to ever log into Ticketsolve to receive automated reports, but External User roles still require a Filter Tag to work properly for security purposes in case they are used for logging in.
• Tags - this can be left blank.
• Active User? - the user can be active or inactive - the auto report will send either way.

Once you have created one User Profile, this can be used as the default User Profile for all Auto Reports you want to send. When building the individual auto report subscriptions at the next stage, you can then add the email addresses of recipients like promoters, producers and artists into the Other Recipients field so they are Bcc'd in.

 Important

As of 28th May 2024, Events Revenue or Sales Summary by Ticket Price Auto Report no longer require a Filter Tag to be added to the User Profile.

This means that they can be set up in exactly the same way as all other Auto Reports - and that one User Profile can be used for all Auto Reports, and the recipients like promoters can just be added to the Subscription in the Other Recipients field using just their email address.

Follow our guide for a full step-by-step on Automating the Events Revenue report to send to promoters and producers.

2. Build the Sales Report

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

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

2. In the Generate tab of the Sales Report, add the parameters needed to generate the report. Depending on the report you have chosen, this can include filtering by Program/ Show/ Event, sales or event date range, or filtering by tags. 

If selecting a From / To date range, you can use the Custom Date Picker if available on your selected Sales Report. 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.
• 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). 

3. When you have added all the desired parameters, you'll need to check the data in the report is correct. 

4. Select the report output type from HTML / CSV / PDF (we'd recommend selecting HTML to open in a new browser window).

5. Click on 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'.

6. Return to the report page on Ticketsolve and keeping the same parameters, click the Save As button to save it (rather than generate it).

7. 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.

8. Give your new Saved Report a Name. It's important to name it something specific, so it is easy to identify later on. When complete click Save.

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.

3. Build the Subscription schedule

1. Click into the Subscriptions tab.

2. Click the Add New Subscription button to open the subscription pop up.

3. 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 earlier 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 email going to the User.
• Report - this will be populated automatically based on the Sales Report you are currently in.
• Saved Report - this is where you select the report that you built earlier.
• 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.
• Schedules - here is where you add the time 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 acceptable schedule phrases to use in our guide to auto report scheduling. 

 Ticketsolve Tip

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.

4. When you have completed the pop-up box, click Save. Your Auto Report set up is now complete! 

 Important

If an external Promoter/Producer wants to log into Ticketsolve... It is not necessary for Promoters or Producers to log into your Ticketsolve account to receive any auto reports. If you do want to give them access to log in, then you should:

• Set the User Role as External.
• Add a Filter Tag to the User Profile so they only see data related to their events. This must follow the format ' filter:showtag ' where 'showtag' is the Tag you have added to the Show. In this example, we would add ' filter:tslive ' Tag onto the User Profile.
• Add an additional Tag of ' security:external_minimal ' to restrict what the user sees when they login. 

Managing Automated Report Subscriptions

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

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. 

Want to know more?

• Example phrasing for automated report scheduling
• Automating the Events Revenue report to send to promoters and producers
• What Sales Reports are best for external promoters and production companies?
• Sales Reports Examples
• Top 5 Sales Reports