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How to Add and Run Reports in the Sales Interface

Jessica Abejar
Jessica Abejar
  • Updated

Reports are typically run in the Insights and Mailings Interface; however, you can run certain Reports directly in the Sales Interface. There are certain Standard Reports available on reporting Events and Instance, but you can also add copies of other Standard Reports and Custom Reports in the Sales Interface. 

In this article, we’ll cover how to add and run Reports in the Sales Interface. This lets Users run Reports in the Sales Interface without needing access to the Insights & Mailings Interface.

 

Running Standard Reports in the Sales Interface

Certain Standard Reports for Events and Instances can already be run in the Sales Interface. You don’t need to define a Criteria Set as the Report will only include information about the Events or Instances you are viewing.

TIP: To run Reports in the Sales Interface, you’ll need the Sales User or Sales Administrator Role. If you don’t have these Roles, ask the Settings Administrator in your organization to add these Roles to your User Account.

To run these Reports, go to the Sales Interface > Events.

In Event Search, you’ll see all Events visible in the Sales Interface. In the bottom-left corner of the screen, you’ll see a Reports dropdown button:

The Reports button on the Event Search screen.

Here you can select the following Reports:

  • Event Sales Report (Summary): A high-level summary of sales for all Events visible in the Sales Interface. This Report is different than the Event Sales Report on the Event and the Instances screens.
     
  • Sales Conflict Report: A Report for identifying seats that have previously been sold after a new layout overlay has been applied. These sold seats may have now been masked and so will need to be refunded or exchanged. The Report will output a page for each Instance which has a conflict. This Report is the same in Event and the Instances screens.
     

Additional Reports are available for each individual Event.

Select an Event, and in the bottom-left corner of the screen, you’ll see a Reports dropdown button.

The Reports button on an Event screen.

Here you can select the following Reports:

  • Event Sales Report (Instances Summary): A high-level summary of sales for the Event listing all Instances. This Report is different than the Event Sales Report on the Event Search and the Instances screens.
     
  • Sales Conflict Report: A Report for identifying seats that have previously been sold after a new layout overlay has been applied. These sold seats may have now been masked and so will need to be refunded or exchanged. The Report will output a page for each Instance which has a conflict. This Report is the same in the Event Search and Instances screens.

Additional Reports are available for each individual Instance.

Click on an Instance, and in the bottom-left corner of the screen, you’ll see a Reports dropdown button. 

The Reports Button in an Instance screen.

Here you can select the following Reports:

  • Event Sales Report (Detailed): A Report viewing detailed ticket sales breakdowns for the Instance. This Report is different than the Event Sales Report on the Event Search and the Event screens.
     
  • Sales Conflict Report: A Report for identifying seats that have previously been sold after a new layout overlay has been applied. These sold seats may have now been masked and so will need to be refunded or exchanged. This will only output a Report if the Instance has a conflict. This Report is the same in the Event Search and Event screens.
     
  • Event Instances Occupancy Report: A seat occupancy Report for the Instance.
     
  • Sales History for an Event Instance: All the sales, returns, and reservations for the Instance.

After selecting your Report, the Report will run, and then you can download the Report to your computer. For more information about running Reports, take a look at the How to Run a Report article.


Adding Other Reports to the Sales Interface

You can add additional Reports including copies of other Standard Reports and Custom Reports.

TIP: In order to initially add the Reports to the Sales Interface, you’ll need the Insights & Mailings User or Insights & Mailings Administrator Role. If you don’t have these Roles, ask the Settings Administrator in your organization to add these Roles to your User Account. Once the Reports have been added to the Sales Interface, you’ll only need the Sales User or Sales Administrator Role to run the Reports from there.

Go to the Insights and Mailings Interface > Report Explorer.

First, you’ll need to identify if the Report you want to add is a Standard or Custom Report.

Standard Reports, indicated with the blue toolbox icon, must be copied before they can be added to the Sales Interface.

 

A copied Standard Report.

Adding the Report to the Sales Interface

  1. Find the Report you want to add to the Sales Interface. This should be a Custom Report or a Standard Report that you have copied. The Report should appear with a paper icon.
     
  2. Expand the Report by clicking the green plus icon.
     
  3. Click the Edit Report button.
     

  4. On the Edit report - Info screen, check the box marked Make available in the sales interface?

    Editing your Report to add it to the Sales Interface.
  5. Click Save to make the Report available in the Sales Interface. Click Cancel to discard any changes.

 

Locking the Report to Sales Administrators

You can lock the Report to only be run by only Users with the Sales Administrator Role. Click the box below for instructions for locking Reports in the Sales Interface. You can skip this step if you’d like to keep the Report available for all Sales Users.

  • To lock Reports so that only users with the Sales Administrator Role can run the Report, follow these instructions.

    1. After checking the Make available in sales interface? Box, click the padlock Only available to sales administrators in sales interface?

      Locking your Report in the Sales Interface.

       

    2. When the padlock appears closed, this locks the Report to only be used by Sales Administrators.
       
    3. Click the padlock again to open. When the padlock is open, the Report can be run by anyone in the Sales Interface.
       
    4. Click Save to make the Report available in the Sales Interface. Click Cancel to discard any changes.

 

Run Other Reports in the Sales Interface

Once the Report is available in the Sales Interface, follow the instructions below to find and run it.

TIP: To run Reports in the Sales Interface, you’ll need the Sales User or Sales Administrator Role. If you don’t have these Roles, ask the Settings Administrator in your organization to add these Roles to your User Account.

Go to the Sales Interface > Other > Reports. Reports which you have made available in the Sales Interface will appear here:

Added Reports in the Sales Interface.
  1. Click the Run button to show the available Criteria Sets.
     

  2. Choose the Criteria Set by which you want to run the Report:
     

    Select your Criteria Set.

    TIP: This list will stay up to date with any new Criteria Sets which are created against this Report in the Insights & Mailings Interface.

  3. If a non-Sales Administrator tries to run a locked Report, they will be prompted to enter the Sales Administrator username and password. Click Authorize to continue running the Report or Cancel to end the running the Report:
     

    The Sales Administrator required screen.

     

  4. If needed, set the values for the Criteria Set. For example, if the Criteria Set is By Instance Start Date, you’ll be prompted to enter the date range.
     

  5. Click Run as PDF, or if you prefer a different format, select the drop down next to the Run as PDF button to select your preferred file type:
     

    Choosing an output file for your Report.

     

After selecting your Report output, the Report will run, and then you can download the Report to your computer. For more information about running Reports, take a look at the How to Run a Report article.

 

Key Takeaways and Further Reading

  • Certain Standard Reports are available in the Sales Interface including several Event Sales Reports. These Reports are run on the Events and Instance pages.
     
  • The Reports run from the Events and Instances screens don’t need to set any Criteria Sets as they are filtered to the Events and Instances the User is viewing.
     
  • Copies of other Standard Reports and Custom Reports can be added to the Sales Interface.
     
  • A Sales User or Sales Administrator can run Standard and Custom Reports in the Sales Interface.
     
  • To add the Reports to the Sales Interface, you’ll need to edit the Reports in the Insights & Mailings Interface. Any Standard Reports will need to be copied to be added to the Sales Interface.
     
  • Reports can be locked to only be ran by Sales Administrators.

You can find more articles on running and configuring Reports in the Reporting section of the Support Centre.