Notes about Reports
Reports are individual aggregates of data that can be displayed as a table or chart. They are made up of Fields and Metrics which categorize the information you're looking for, such as Events, Payments, Products, Opt Ins, Customer Forms, and much more.
You can report on all transaction items in a basket. To see how a basket is made up on Line-Up, see our Guide.
One key aspect that may assist you is that you'll be working through the Reports in a subtractive manner, rather than additive.
Meaning Reports are built by narrowing down the information you’re given. So after adding your Fields and Metrics, you’ll get given all the data at first. You can then narrow this down by adding Filters.
Functions of Reports
Fields
non-aggregated data (i.e. data that can't be added up), and displays on the left side of the table with a grey background.
Typically, information created in/through Line-Up will display here, e.g. Event Name, Performance Date, Customer Email Address, etc.
Metrics
aggregated data that will make up your counts of the corresponding Fields, e.g. amount of tickets sold, average ticket price, transaction item count, etc. Displayed on the right side of the table with a white background.
Filters
A way to specify your reports to only show certain data.
You'll want to control your Fields through Filters so you can limit what Line-Up data is showing.
For example, add an Event Name is Filter and choose an Event - that will only show Fields and Metrics for that Event in your Report.
Dates
This function will limit the dates for Performance Start Date/Time, when the Transaction Completed/Expired and when the Item was Voided.
You can also control the Time Zone of this specific Report if the data needs to reflect that.
For example, Secure My Booking Reports should follow UTC as per their parameters.
Group By/Sort
You can sort the columns of the Report by clicking on the Field Header of the column.
If you have a particular Field that you want to organize your Report by, you can do so via the Grouping drop down. This will then collate the respective data under expandable blue bars. By default, 'No Grouping' is selected.
Export
Download a PDF or CSV to your computer. If a Grouping is selected, for PDFs all the grouped rows will be expanded. For CSVs, it will export without a group.
Types of Reports
Performances
This will run the report by transaction items linked to a Performance, e.g. Tickets, Products
Data is linked to anything with a specific date and time
This type of report will assign revenue to event
Useful for FOH/Box Office teams and producers
Orders
This report type contains all transaction items in a basket
Unlike Performances, it will report on payment items
This type of report will inform how you got paid for your revenue and will show you what kind of payments have been made, e.g. Visa, Voucher, etc
Availabilities
This will run a Performance report for your Availability Statuses, i.e. your Allocations and Locks
Where you can check the capacity total and remaining of your Allocations or Locks
Vouchers
This will run a report for transaction items with your Vouchers
Where you can check the debit, credit and net of Voucher codes
Helpful for seeing the movement in Gift Voucher balance
Opt Ins
This will run a report for your marketing Opt Ins
Where you can check the Customers' responses to your Opt Ins, including contact details for Customers
Inventory
This will give you a high-level glance of how many tickets have been sold/are available for your Events/Performances
It is reporting off capacities from your Venue Plans
This will show you data for even Performances where there have been 0 sales
It can provide Band and Seat information so is also useful for checking set-up for your Event
FAQs
Why can't I see the data I expected?
Why can't I see the data I expected?
It may be that you haven't clicked Run Report. Click this button to see all current data.
If it's still not looking correct, make sure you've applied the correct Fields, Metrics and Filters.
If you want to exit the report, make sure you click Save so that any changes aren't lost.
Why won't my Report run?
Why won't my Report run?
This might be because of the amount of data you are trying to run.
You are allowed a maximum of 10,000 rows of data for a report, otherwise it won't run.
Please contact us here if you are having issues running your report.
Is there a way to see only tickets in my Report?
Is there a way to see only tickets in my Report?
Yes, by adding the Filter Transaction Item Kind is: Ticket.
We also recommend adding the following filters to ensure the Report only contains active and sold tickets:
Item is Void is: False
Transaction Status is: Complete
Transaction Type is: Sale
I've exported my Report to CSV but it's not matching.
I've exported my Report to CSV but it's not matching.
This could be because the report hasn’t been sorted. The way reports currently work is that it needs to be sorted by transaction items in order for exports to match, i.e. if you click the ‘Transaction Reference’ column like in the below report, the CSV will match what appears in the Line-Up report.
If there’s no sort on the export, there will be no ordering in the data. If you order/sort a column, then it will always order by that:
Why are the totals not appearing on my CSV export?
Why are the totals not appearing on my CSV export?
This is to do with how Excel exports data - CSV exports don’t automatically include a total line, despite there being one on Line-Up.
A CSV file is designed to store plain, structured data (rows and columns), it’s not intended to perform calculations or include formulas. So if you'd like a total on a CSV export, then you just need to add a a SUM() row after exporting the report. There's instructions on this Microsoft help article if needed.
I need the most granularity in my Report.
I need the most granularity in my Report.
You can use the Field Transaction ID as this will separate every single aspect of an Order and show its identification number.
When should I use 'Item is Void' and 'Transaction Type is Sale' Filters?
When should I use 'Item is Void' and 'Transaction Type is Sale' Filters?
When you want to exclude refunded/returned items from your Report. This is commonly used when you only want to see active tickets - e.g. for an Attendees Report.
You shouldn't use these filters for standard finance reports, as returns contribute to your Revenue. If you'd like more training on this, please contact Support.