A Guide to Standard Reports in Spektrix

Every Spektrix system comes with a wide range of Standard Reports available by default, which allow you to report on all sorts of information about customers, events, sales, fundraising activity, and much more. In this article we’re taking a look at all of these Standard Reports and breaking down the details of each one and what it’s best used for so that you can understand what’s available and quickly find the most suitable report for your needs.

How to use this article

You’re welcome to go through the reports here from top to bottom, but we'd suggest searching the article for specific words in order to see which reports are most appropriate for what you need. For each report we've included a range of information which you can easily search through:

  • Type: which report type each report is based on (see this article for information on different report types)
  • Criteria Set: which criteria set(s) each report can be run using by default
  • Items Reported On: which items (orders, order items, campaigns, etc.) each report looks at 
  • Description: a quick description of what each report does
  • Best Use: which areas of business each report is most useful for
  • Other Keywords: anything else which might be appropriate to search for, against each report

The easiest way of searching for this information is by using the standard search functionality in your browser. Use Ctrl + F (or ⌘ + F on a Mac) to start a search, then enter the word or phrase you’re looking for. Here are a few suggestions:

  • Search by department best use: e.g. box office, marketing, fundraising, finance, etc.
  • Search by keyword: e.g. financial reconciliation, credit card, promo code, capacity, etc.
  • Search by type: e.g. searching for Type: Analysis will highlight the reports with an Analysis report type 

When you search in this way, each example of a word that’s been found will be highlighted in your browser, and you’ll be able to scroll through all of these to see which reports they apply to.


 

Activities Report (detailed)

  • Type: Activities
  • Criteria Set: Due this week; Due this month; By Campaign; Incomplete Activities by Type; By Assignee and Due Date
  • Items Reported On: Activities
  • Description: Activities grouped by month due and complete/incomplete status. Includes information on Opportunities, Campaigns, Campaign stages and Opportunity values. Most useful for keeping track of Activities’ status and due dates.
  • Best Use: fundraising; development

Other Keywords: prospects; donors

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Activities Timeline with User breakdown (run as Excel - Formatted)

  • Type: Activities
  • Criteria Set: Incomplete Activities - Next 6 Months; Incomplete Activities - Next 12 Months; Completed Activities - Last 12 Months; All Activities - This Financial Year; All Activities - By Campaign
  • Items Reported On: Activities
  • Description: a Gantt chart grouped by Activity Type and linked record. Includes a user breakdown in separate sheets. Most useful for seeing a calendar view of all Activities.
  • Best Use: fundraising; development

Other Keywords: prospects; donors

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All Active Reservations

  • Type: Analysis
  • Criteria Set: By Instance Start Date
  • Items Reported On: reservations
  • Description: all reservations ordered by timeout date/time, with expired and due-to-expire orders highlighted
  • Best Use: box office
  • Other Keywords: -

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Average Price Tracker

  • Type: Analysis
  • Criteria Set: By Event; By Event excl comps; By Instance Start Date
  • Items Reported On: Tickets
  • Description: an analysis of ticket prices grouped by Event (for more than 10 Events the report will group the totals for the whole dataset). A visual snapshot, in graph form, of how the average price for a particular show or group of shows changes over time
  • Best Use: box office; marketing

Other Keywords: dynamic pricing

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Booking Behaviour Report

  • Type: Analysis
  • Criteria Set: By Transaction Date
  • Items Reported On: orders
  • Description: allows you to export the number of orders and their value by hour, day of week and sales channel; designed to give you an at-a-glance reference of the busiest times for your box office, both online and on the phone/counter
  • Best Use: box office; marketing
  • Other Keywords: trends; sales; weekday; day of week



Campaign Detail

  • Type: Campaigns
  • Criteria Set: By Campaign
  • Items Reported On: Campaigns
  • Description: details of your Campaigns with donor name, amounts, and transaction dates
  • Best Use: fundraising; development
  • Other Keywords: Opportunities



Campaign Summary

  • Type: Campaigns
  • Criteria Set: By Campaign
  • Items Reported On: Campaigns
  • Description: a breakdown of how your Campaigns are performing over time
  • Best Use: fundraising; development
  • Other Keywords: Opportunities



Cashier Activity Report

  • Type: Accounting
  • Criteria Set: By Date & Cashier
  • Items Reported On: order items
  • Description: this breaks down all activity by cashier over a selected date range, and includes customer, payment and item details in full
  • Best Use: box office; finance
  • Other Keywords: financial reconciliation; user; sales channel; credit card; transactions; web



Current Members

  • Type: Memberships
  • Criteria Set: Current Members
  • Items Reported On: Memberships
  • Description: a breakdown of all customers with current subscriptions to the selected Membership(s), covering their start date, expiry date and price paid
  • Best Use: box office; marketing
  • Other Keywords: expiry date



Customer & Household Analysis

  • Type: Customer
  • Criteria Set: All Active Customers
  • Items Reported On: customers
  • Description: analysis of active customers, covering average spend per order, average spend per ticket, postcode/zip code, time booked in advance, customers who have never booked, customers with only email or only mailing address, and total number of customers in database
  • Best Use: box office; marketing; fundraising; development
  • Other Keywords: postcode; post code; postal code; zip code; average spend; contact preferences; advance sales



Customer Behaviour Analysis

  • Type: Analysis
  • Criteria Set: By Active Flag
  • Items Reported On: tickets
  • Description: analysis of customer behaviour, covering group size, questionnaire answers, Events booked (and their crossover %), time booked in advance, Offers used, Promo Codes used and sales channels
  • Best Use: box office; marketing
  • Other Keywords: sales channel; advance sales; delivery method; groups; discounts; Offers



Customer Demographic Analysis

  • Type: Analysis
  • Criteria Set: By Transaction Date; By Event Instance; By Event; By Instance Start Date
  • Items Reported On: tickets
  • Description: analysis of customer demographics e.g. Ticket Types, post codes, age
  • Best Use: box office; marketing; fundraising; development
  • Other Keywords: zip code; post code; postcode; postal code



Customer Questionnaire Analysis

  • Type: Analysis
  • Criteria Set: By Transaction Date; By Event Instance; By Event; By Instance Start Date
  • Items Reported On: tickets
  • Description: breakdown of the answers given by customers to the questionnaire
  • Best Use: box office; marketing
  • Other Keywords: sales channel; responses; answers


 

Donation Conversion Analysis

  • Type: Analysis
  • Criteria Set: Donation Conversions; Donations Conversions by User; Donations Conversions under $50; Value Donation Conversions as proportion of tickets
  • Items Reported On: donations and tickets
  • Description: an analysis of the percentage of orders containing donations and tickets. Use this to measure your donation goals and benchmark against your peers using the Insights Report data.
  • Best Use: box office; fundraising; development

Other Keywords: average donation amount; funds

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Donations Analysis

  • Type: Analysis
  • Criteria Set: By Transaction Date
  • Items Reported On: order items
  • Description: analysis, by sales channel, of proportion of transactions containing donations. It will also list totals by sales channel, Fund and cashier, your average donation value and provides a breakdown by amount donated
  • Best Use: fundraising; development
  • Other Keywords: Fund; conversion; average donation; sales channel; weekday; day of week; time of day



Donations Report

  • Type: Analysis
  • Criteria Set: By Fund & Transaction Date; By Transaction Date
  • Items Reported On: donations
  • Description: a list of donations, split by Fund, with details of Recognition Names and Tributes
  • Best Use: fundraising; development
  • Other Keywords: recognition; tribute



Event Instances Occupancy Report

  • Type: Sales
  • Criteria Set: By Instance Start Date; By Event Instance
  • Items Reported On: seats
  • Description: seat occupancy report for the specified Instances, giving the price, seat number, seat status and Ticket Type (where sold) of every seat in the venue, with customer details
  • Best Use: box office
  • Other Keywords: seating area

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Event Sales Comparison

  • Type: Analysis
  • Criteria Set: By Event
  • Items Reported On: tickets
  • Description: comparison of sales for a set of Events, showing revenue generated by week, both singular and cumulatively. Can be used to compare multiple Events against each other
  • Best Use: box office; marketing
  • Other Keywords: advance sales; weeks out; opening night



Event Sales Report (Detailed)

  • Type: Sales
  • Criteria Set: By Event
  • Items Reported On: seats
  • Description: a sales report for all Instances, listed with one page per Instance, covering sales (including and excluding reservations), reservations, availability, Locks, gross financial capacity, Ticket Types, Price Bands, Lock Types and sales by sales channel (Web, Counter and Phone)
  • Best Use: box office; marketing
  • Other Keywords: capacity; gross; yield; sales channel; Ticket Type; Price Band; seating area; comps



Event Sales Report (Instances Summary)

  • Type: Sales
  • Criteria Set: By Event
  • Items Reported On: seats
  • Description: sales by Event broken down by Instance, with one page per Event. Covers the number of Instances, gross sales (including and excluding comps), ticket yield, concession/discounted sales, comps, reservations, Locks, and availability
  • Best Use: box office; marketing
  • Other Keywords: value; reservations; reserved; available; locked; Lock Type; tax; offers; comps; net; financial target



Event Sales Report (Movement by Event)

  • Type: Sales
  • Criteria Set: By Event; By Instance; By Instant Date; By First Instance
  • Items Reported On: seats
  • Description: sales made in the past day, 7 days and 30 days, as well as total sales, broken down by Event
  • Best Use: box office; marketing
  • Other Keywords: value; reservations



Event Sales Report (Movement by Instance)

  • Type: Sales
  • Criteria Set: By Event; By Instance; By Instance Date; By First Instance
  • Items Reported On: seats
  • Description: sales made in the past day, 7 days and 30 days, as well as total sales - broken down by Instance
  • Best Use: box office; marketing
  • Other Keywords: -



Event Sales Report (Summary)

  • Type: Sales
  • Criteria Set: By Event; By Instance Start Date; By Event Instance
  • Items Reported On: seats
  • Description: sales summary by Event; as per the Event Sales Report (Instances Summary) but offering one summarised line per Event
  • Best Use: box office; marketing
  • Other Keywords: -

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Individuals & Contacts

  • Type: Customer
  • Criteria Set: By Data Protection; By Tag
  • Items Reported On: individuals
  • Description: all active individuals and their contacts details, outputting their ID, title, name, organisation, email and mailing address
  • Best Use: box office; marketing; fundraising; development
  • Other Keywords: contact preferences; tags

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Membership Activity in Last 30 Days

  • Type: Memberships
  • Criteria Set: All
  • Items Reported On: Memberships
  • Description: new, renewed and lapsed subscriptions in the last 30 days, broken down into new, renewals, lapsed and due-to-lapse members and displayed one line per member
  • Best Use: box Office; marketing
  • Other Keywords: -



Membership Activity in Last 30 Days by Membership

  • Type: Memberships
  • Criteria Set: All
  • Items Reported On: Memberships
  • Description: new, renewed and lapsed subscriptions in the last 30 days, broken down into new, renewals, lapsed and due to lapsed members and displayed one line per member, separated to one page per Membership type
  • Best Use: box office; marketing
  • Other Keywords: -



Monthly Membership Activity

  • Type: Memberships
  • Criteria Set: All
  • Items Reported On: Memberships
  • Description: monthly Membership activity for the last 12 months, displayed one page per month. Covers the Memberships sold and returned, the new, renewed and lapsed members, the total members at the end of each month and the difference to the previous month
  • Best Use: box office; marketing
  • Other Keywords: -



Offer Analysis

  • Type: Analysis
  • Criteria Set: By Transaction Date; By Event Instance; By Event; By Instance Start Date
  • Items Reported On: tickets
  • Description: analysis of sales made using Offers, covering the numbers and percentages of customers, orders and tickets, and the total values discounted. Summarised for the specified range and also broken down by Event
  • Best Use: box office; marketing
  • Other Keywords: discount



Opportunity Funnel

  • Type: Opportunities
  • Criteria Set: All Open Opportunities; By Close Date; By Campaign & Close Date; By Campaign
  • Items Reported On: Opportunities
  • Description: a summary of your Opportunities displayed visually as funnel charts
  • Best Use: fundraising; development
  • Other Keywords: -



Opportunity Pipeline by Month

  • Type: Opportunities
  • Criteria Set: All Open Opportunities; By Close Date; By Campaign & Close Date; By Campaign
  • Items Reported On: Opportunities
  • Description: a pipeline of your Opportunities by the date you have anticipated they will close
  • Best Use: fundraising; development
  • Other Keywords: -

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Payments & Activities Report

  • Type: Accounting
  • Criteria Set: By Date
  • Items Reported On: transaction items
  • Description: shows all payments received over a given period and how these broke down into activities, summarised for the specified time period. This report breaks down all your payment types (including card types, gift vouchers and custom payments) and also shows the gross totals for commissions, Events, merchandise sales, donations and Memberships
  • Best Use: box office; finance
  • Other Keywords: financial reconciliation; mixed payments; credit card; cash; gift vouchers; net



Payments & Activities Report (by User)

  • Type: Accounting
  • Criteria Set: By Date & Cashier
  • Items Reported On: transaction items
  • Description: as the Payments & Activities Report, broken out by individual Spektrix users
  • Best Use: box office; finance
  • Other Keywords: financial reconciliation; mixed payments; credit card; cash; gift vouchers; exchanges; net; totals



Payments & Activities Report (Daily Breakdown)

  • Type: Accounting
  • Criteria Set: By Date
  • Items Reported On: transaction items
  • Description: as the Payments & Activities Report, with additional individual breakdowns for each day which saw payments made
  • Best Use: box office; finance
  • Other Keywords: financial reconciliation; mixed payments; credit card; cash; gift vouchers; exchanges; net; totals



Payments & Activities Report (Detailed)

  • Type: Accounting
  • Criteria Set: By Date
  • Items Reported On: transaction items
  • Description: as the Payments & Activities Report but with extra columns for gross, VAT and net amounts and a payments breakdown (cash, card, custom payments, gift vouchers, account and mixed) for each Event and item
  • Best Use: box office; finance
  • Other Keywords: financial reconciliation; mixed payments; credit card; cash; gift vouchers; exchanges; net; totals



Payments Report

  • Type: Accounting
  • Criteria Set: By Date
  • Items Reported On: transaction items
  • Description: full details of all payments across the specified date range, with one line per payment. Includes transaction codes, order ID and payment details such as registers, card identifiers and Custom Payment Attributes
  • Best Use: box office; finance
  • Other Keywords: financial reconciliation; transactions


Pledge Installments By Campaign

  • Type: Pledges & Legacies
  • Criteria Set: By Event
  • Items Reported On: Seats
  • Description: Pledges and their installment statuses, expected fulfillment dates, campaign totals, and grand totals. Useful for keeping track of your outstanding earned income by tracking Pledge due dates and payment schedules. Helpful for financial forecasting, as you can know when money is due to arrive. Also offers a great snapshot of outstanding and received income.
  • Best Use: fundraising; development
  • Other Keywords: -

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Post Show Analysis Report

  • Type: Sales
  • Criteria Set: By Event
  • Items Reported On: seats
  • Description: a comprehensive report for show-specific analysis, covering number of Instances, performance date range, admin area breakdown, first time visitors, gross totals, sales and seats targets, average yields, advance sales (sold before the first Instance), Ticket Types, comps and Price Bands, broken down to one page per Event
  • Best Use: box office; marketing
  • Other Keywords: -



Promotion Code Analysis

  • Type: Analysis
  • Criteria Set: By Transaction Date; By Event Instance; By Event; By Instance Start Date
  • Items Reported On: tickets
  • Description: analysis of sales made via Promotion Code, per code and Event
  • Best Use: box office; marketing
  • Other Keywords: Promo Code



Reattendance Analysis

  • Type: Analysis
  • Criteria Set: By Transaction Date; By Event Instance; By Event; By Instance Start Date
  • Items Reported On: tickets
  • Description: information about customer reattendance for the specified Events, covering the number of tickets sold and linked/not linked to a customer, with their number of visits and average group size
  • Best Use: box office; marketing
  • Other Keywords: repeat customers 



Register of Attendance

  • Type: Sales
  • Criteria Set: By Event; By Event Attribute & Date
  • Items Reported On: tickets
  • Description: a register of who's booked into each Instance of an Event, including customers’ emergency contact details
  • Best Use: box office
  • Other Keywords: classes; camp; education; summer school; registration

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ROI Report by Mailing

  • Type: Mailing ROI
  • Criteria Set: -
  • Items Reported On: -
  • Description: a page per mailing, looking at overall ROI, and sales by Event resulting from the mailing
  • Best Use: marketing; fundraising; development
  • Other Keywords: -



Sales History for an Event Instance

  • Type: Analysis
  • Criteria Set: Sales Activity over last 24 hours
  • Items Reported On: tickets
  • Description: all the sales, returns, active reservations and timed out reservations for each Instance, covering customer names, Ticket Types, seat numbers, transaction dates, sales channels and sales operators
  • Best Use: box office; marketing
  • Other Keywords: - 



Ticket Sales Analysis

  • Type: Analysis
  • Criteria Set: By Transaction Date; By Event Instance; By Event; By Instance Start Date
  • Items Reported On: tickets
  • Description: a breakdown of ticket sales by sales channel, sales operator, Ticket Type, Price Band and Event, with quick sales analysis (items sold without a customer name)
  • Best Use: box office; marketing
  • Other Keywords: sales channel; delivery method; user; Ticket Type; Price Band; Fixed Series



If you can’t find what you’re looking for with any of these reports, please don’t hesitate to get in touch with the Spektrix Support team to discuss whether the information you need is available elsewhere, or whether it might be appropriate to request a custom report.

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