TicketstotheCity - Support Blog

When we were working with various groups on improvements and additions to our original system, the one that eventually became TicketstotheCity, one of the comments we heard over and over again was the need for more detailed reports.

We had requests for many varying types of reports; small reports, big reports, reports that ride on bikes… you get the idea, that we decided to write our first featured article on the subject.

TicketstotheCity currently has the ability to generate the following types of reports (all downloadable in Microsoft Excel format - because the accountants love it):

• All sales by date range
• All ticket sales by date range
• Event sales
• Event sales by date
• Overall ticket package sales
• Specific ticket package sales
• Overall donations
• Donations by campaign, and
• Mailing list

Additionally the system includes a reporting dashboard that allows a quick view of the following sales information:

• Sales bar chart by month
• Pie chart detailing the top ten selling events
• Breakdown of sales numbers (profit and ticket numbers) showing sales numbers from today, this week, this month and year-to-date
• A sortable grid that displays all of your sales by customer including a double-click feature to bring up each customer’s individual invoice

We’ll be going through how to use and read some of these reports/charts.

The Dashboard

When you first click on Reports from the control panel menu you’ll be taken to your reporting dashboard.  As mentioned above this includes various information and snap-shots of your overall sales.  At first most people’s attention moves to our sales chart:

As you can see the chart shows the previous 12 months of sales.  This will include all ticket sales, ticket package and donations.

Quick Tip: If you use your mouse and rollover a month’s bar in the chart the total sales number popup.

Below the sales chart is our event sales pie chart, listing the top ten productions by sales numbers:

This is a live snap-shot of your ten best productions via ticket sales.  Using this information can help your group identify any issues with your marketing plan.

The Sales Overview Grid

Only of the more versatile modules available on TicketstotheCity are the grid components.  These allow you to quickly sort and find information just as you would if you were using a spreadsheet program like Microsoft Excel.  The sales overview grid resides at the bottom of the dashboard and is initially sorted by purchase date (only fifty sales are shown at one time). If you want a more detailed view of the sale invoice simply double-click on the buyer’s name and their purchase information will open in a new tab. At that time, if needed, you can request a refund (note: sensitive customer data was removed from the screenshot below).

Excel Reports

At the beginning of this article we mentioned the various types of Excel-based reports you can run on TicketstotheCity.  Below is a more in-depth description of each of those reports.

All sales by date range report is run by using the calendar widget (shown below) select a start and end date for your report to show all sales (tickets, packages and donations).  All customer data is available: name, address, phone, email, purchase date, profitability and accounting breakdown.

The calendar widget:

All ticket sales by date range is similar to all sales by date range only this reports excludes ticket packages and donations.

Event sales & event sales by date use the same form, but allow for two different kinds of reports.  First, by highlighting an event from the list and clicking Event Sales Report an Excel document is downloaded containing all sales for the selected event.  By clicking on Sales Report by Event Date a popup box will appear allowing you to choose the date of the performance you want to run a report for.  This Excel document will only includes sales data for the date chosen and is a great way to double check sales with the box office.

Overall ticket package sales & specific ticket package sales use the same form and allows you to run a specific report by selecting a ticket package and clicking Sales Report by Package or by clicking on Report of All Package Sales generate a report of all ticket package sales.

Overall donations & donations by campaign works the same as overall ticket package sales & specific ticket package sales noted above, but the reporting only includes data on donations.

Mailing list is a single report of customer data from all sales by your online box office and other group’s customers that have opted-in to the mailing list.  Please note that you must agree to the terms listed in the form before being allowed to download a mailing list.  This list can be used as a single opt-in list for services like Constant Contact or Campaign Monitor.

In Closing

That does it for our reporting feature.  If you would like to see a report added to TicketstotheCity or additional data offered to our group please let us know.

Footnotes

To view a list of all of our system updates or articles please visit our archives.