Using the previous Dashboard? See Organizer guide: Custom Reports.
Reports turn your sales, attendance, membership and payout data into files you can share, reconcile and keep. Each report is a saved configuration: you choose a report type, set its scope and columns, decide how it is delivered, and save it. Generate it whenever you need the data, or let it recur on a schedule so the file arrives by email.
Before you start
- Reports needs the Manage Reports permission (Organization > Permissions). The default All Access and Owners roles have it.
- Many reports include customer names, email addresses, phone numbers and consent answers. Send them only to people who need them, and check the Email recipients list before you save a recurring report.
- Financial terms in reports (Gross Sales, Net Revenue, Settlement Amount and others) are defined under Financial terms below and on the Financial Glossary page.
Where to find reports
In the Dashboard sidebar, open Insights and choose Reports. The page lists your saved reports with their Format, Updated time and Delivery method. Search saved reports or filter by Report type on the right.
Direct path: /manage/reports/ on your dashboard domain.
Which report do I need
Start from the job you are doing:
- Reconciling a payout: Settlement Report for the transactions inside a payout, or Itemized Sales Report for every financial detail of each sale.
- Checking how an event is selling: Event Summary, Event Financial Summary, or Ticket Type Summary for ticket type performance.
- Settling with a promoter or artist: Event Audit, which leaves out your fee and tax breakdown.
- Running the door or settling a door dispute: Will Call as an attendee list and backup check-in list, and Ticket Scan History Report for when each ticket was scanned and how its status changed.
- Planning staff for the next event: Ticket Sales History, Employee Sales History and Employee Scan History Report, run on 24-hour ranges.
- Closing out box office sellers: Seller Cash Out Report for end-of-day totals per employee, Seller Stats for sales by seller over time.
The tables below give one line per report type, grouped by area, with the formats each type offers and the scope fields in the Create report form.
Money and payouts
| Report | What it answers | Format | Scope |
|---|---|---|---|
| Transactions | Every transaction in one place with totals and payment method, without event or ticket type detail | CSV | Date range, events, products |
| Itemized Sales Report | Each sale in full: customer, payment method, ticket type, refunds, discounts, fees, taxes and scan counts; the main file for reconciling payouts | CSV or PDF | Date range, all invoices or events, ticket types, purchase source platforms (CSV), products (PDF), membership groups and levels |
| Settlement Report | What made up a payout: the CSV lists each transaction in the deposit, the PDF summarizes gross sales, net revenue, credits, refunds and adjustments | CSV or PDF | Date range, all invoices or chosen payout invoices |
| Advance Report | The advances on your account, chosen by advance invoice | CSV or PDF | Date range, all invoices or chosen advance invoices |
| Event Settlement Report | A settlement view for chosen events | Events, no date range | |
| Event Financial Summary | Revenue and deductions per event (sales, refunds, discounts, fees, taxes) with a grand total | Date range, events | |
| Ticket Type Financial Summary | The same financial breakdown per ticket type within each event | Date range, events | |
| Base Ticket Revenue Report | Ticket revenue for chosen events | Date range, events | |
| Payment Type Breakdown | Tickets, revenue and fees by payment method (debit, credit, cash, other) and purchase platform, with a grand total for matching processor reports | Date range, events, products, membership groups and levels | |
| Seller Cash Out Report | End-of-day totals per employee: items sold, revenue, fees and taxes | Date range, employees |
Events and tickets
| Report | What it answers | Format | Scope |
|---|---|---|---|
| Event Summary | How an event is doing overall: sales, revenue, refunds and fees. The PDF mirrors the event's Stats and Info summary, then adds an inventory page and a ticket type page | CSV or PDF | Date range, events (PDF: one event) |
| Event Audit | A four-sheet overview (summary, ticket types, purchase platforms, platforms by ticket type) to share with promoters who should not see fee and tax detail | XLSX | Events, no date range |
| Ticket Type Summary | Each ticket type's sales and inventory, including packages, sub-tickets and complimentary, free, credit and cash sales | CSV | Events, ticket types, no date range |
| Ticket Sales History | When tickets sold, by ticket type, as gross revenue and quantity graphs | Date range, events, ticket types, purchase source platforms | |
| Password Used Summary | Which password was used for each purchase on password-protected events and ticket types, with quantities and totals | CSV | Events, no date range |
| Financial Scan Summary | The share of issued tickets (sold and complimentary) that were scanned, against net sales | Date range, events | |
| Waitlist Subscribers Report | Customers on an event's waitlist and their status | CSV | Events, ticket types, no date range |
Customers, door and staff
| Report | What it answers | Format | Scope |
|---|---|---|---|
| Customers and Employees | Customer and employee contact details, purchases, reservation numbers and marketing consent, for lifetime value and repeat buyers | CSV | Date range, events, ticket types |
| Will Call | Attendee list with event, ticket type, seat, ticket status, password used and custom question answers; works as a backup check-in list | CSV | Date range, events, ticket types, ticket statuses, products |
| Ticket Scan History Report | Every scan with time, ticket holder, barcode, ticket type and employee (CSV), or scans over time by ticket type (PDF) | CSV or PDF | Date range, events, ticket types, products |
| Employee Scan History Report | Scans per employee over time, to see which entrances are busiest | Date range, events, ticket types, employees | |
| Employee Sales History | Tickets sold and revenue per employee over time | Date range, events, ticket types, purchase source platforms | |
| Seller Stats | Box office sales by employee, split by credit, cash, complimentary and other | CSV | Date range, events, products, membership groups and levels |
| Custom Consent Items | Customers' answers to your custom consent items | CSV | Date range, events |
Discounts, holds and credits
| Report | What it answers | Format | Scope |
|---|---|---|---|
| Discount Creation Report | Which discount codes were created, when, by which employee and with which settings | CSV | Date range |
| Discount Usage Stats | How often each code was used and what it earned, without customer details | CSV | Date range |
| Holds Stats | Tickets on hold in the box office: who holds them, how many, and their potential value | CSV | Date range, events, ticket types, products, membership groups and levels |
| Ticket Credit Usage Report | Ticket credit redemptions for chosen events | CSV | Date range, events |
| Gift Card Recipient Report | Gift card recipients by gift card and denomination | CSV | Date range, gift cards, denominations |
| Donations History | Donations made to your organization | CSV | Date range |
Products and shipping
| Report | What it answers | Format | Scope |
|---|---|---|---|
| Product Summary | An Event Summary style breakdown for chosen products | CSV or PDF | Date range, products |
| Event/Product Inventory Report | Products bought in the same cart as each event | CSV | Events, products, no date range |
| Shipping Fulfillment Stats | Products and tickets to ship, buyer and recipient details, and whether each order is fulfilled | CSV | Date range, events, products, membership groups |
Memberships
| Report | What it answers | Format | Scope |
|---|---|---|---|
| Member Report | Members with their saved customer details, memberships and benefits used | CSV | Date range, membership groups and levels |
| Member History Report | Each member's membership, level and benefits, with when and at which event each benefit was used | CSV | Date range, membership groups and levels |
| Member Benefit Usage Report | How often each benefit is redeemed (total scans and discounts used), without customer details | CSV | Date range, membership groups and levels |
| Member Seating Report | Seating for members of chosen membership groups | CSV | Date range, membership groups |
Marketing
| Report | What it answers | Format | Scope |
|---|---|---|---|
| Marketing Campaign Summary | Results for each UTM campaign that sent traffic to your event pages: page views, add to cart, checkouts started and purchases | CSV | Date range, events, UTM campaigns |
| Marketing Campaign Detail | The same campaign data in more detail, including products and memberships | CSV or PDF | Date range, events, UTM campaigns, products, membership groups |
Each report's columns are described on its own page in this section.
Creating a report
- Click Create report.
- Report details: give the report a name, choose the Report type, and choose the Format. The formats offered depend on the type (see the tables above).
- Report scope: the fields change with the report type and sometimes with the format. Most types take a Date range (Today, Yesterday, This Week, Last Week, This Month, Last Month, This Quarter, Last Quarter, Year to Date, Last Year, or Custom with Start and End dates) and an event selection: tick Select all events, or search recurring events and single events, ticking Past events to include events that have ended. Choosing a recurring event includes its occurrences. Some types add ticket types, products, membership groups, employees, payout invoices or UTM campaigns.
- Columns: on CSV reports (and the Event Summary PDF once an event is chosen), click Customize columns to tick or untick what the file includes, grouped by area (for example Customer, Financial, Tickets, Inventory Data). Select all restores every column.
- Delivery: add Email recipients and set the Frequency (One Time, Recur Monthly, Recur Weekly, Recur Daily, Recur Hourly, Recur Every Ten Minutes) and an Email delivery time, which opens a date picker.
- Click Save to keep the configuration, or Save and generate to queue a run as well. The report is generated in the background and emailed to the recipients when it is ready; if the list is empty, your own address is added. Large reports are generated the same way and arrive by email. The Delivery column on the Reports page then reads Email.
Working with a saved report
Open the actions menu at the end of a row to Download the latest file (Send email when the report's delivery is Email), Edit the configuration, Clone it as the starting point for a new report, or Delete it.
Three examples of report-specific scope
Event/Product Inventory Report has no date range. Search recurring events, single events and products; choosing a recurring event includes its child events, and leaving products blank includes every product. Format is CSV.
Shipping Fulfillment Stats takes a date range plus events, products and membership groups.
Settlement Report is scoped by payout rather than by event. Tick Select all invoices, or search Payout invoices and pick the payouts you want to reconcile; the CSV then lists every transaction in those payouts.
Package revenue in reports
Ticket package revenue can be reported in two ways, set for the whole organization by Showpass support.
- Parent-based (the default): all package revenue is reported on the parent ticket type, such as the season pass.
- Child-based: package revenue is split across the child tickets, so each event in the package shows its share. Uniform distribution splits the revenue evenly across the child tickets; proportional distribution splits it by each child ticket's price, which suits packages where some events are worth more.
To use child-based reporting, ask Showpass support before the packages go on sale. Set child ticket prices before selling, and do not price a child ticket at 0, or it receives no revenue. The method can only change on packages that have not sold, and switching back to parent-based is not recommended. Child-based reporting works with standard ticket packages, not custom or multi-level packages. Items added to a package after it has sales receive no revenue share. If an event in the package is cancelled, its share is redistributed across the remaining events. To keep the total exact, rounding differences are applied to the last child ticket in the package.
Financial terms
| Term | Meaning |
|---|---|
| Gross Sales | Total sales value before discounts, refunds and service fees are removed |
| Net Sales | Gross Sales minus refunds and discounts; what the customer paid |
| Service Fees | The Showpass, processing and discovery fees taken from an order |
| Gross Revenue | The total after service fees, account credits and exchanges are accounted for |
| Taxes | Total custom taxes you charged customers |
| Organizer Fees | Total custom fees you charged customers |
| Net Revenue | Gross Revenue minus Taxes and Organizer Fees |
| Adjustments | Cash and other payment type sales, advances and external gateways, which can make a balance positive or negative |
| Settlement Amount | The amount Showpass paid out to you |
| Item Quantity | Valid items in the transaction; changes with refunds and voids |
| Scanned Quantity | Tickets scanned in |
The Financial Glossary page lists every term.
Limitations
- Event Summary: the PDF covers one event at a time; the form shows "This report only supports one event." when you add a second. The CSV covers up to 60 events.
- Most other PDF reports also take one event or product at a time, including Product Summary, Base Ticket Revenue Report and Event Settlement Report. The financial and history PDFs (Itemized Sales Report, Settlement Report, Advance Report, Payment Type Breakdown, Financial Scan Summary, Event Financial Summary, Ticket Type Financial Summary, Ticket Sales History, Employee Sales History, Ticket Scan History Report, Employee Scan History Report, Gift Card Recipient Report and the marketing campaign reports) take several.
- Most CSV reports cap how many events, products or other items you can select. Adding Email recipients lifts the cap, and the form says "Add email recipients to select more events." when you reach it. Event Summary, Event Audit and Seller Cash Out Report keep their limits even when emailed.
- Customers and Employees selects up to 50 events per download; email the report to include more.
- Ticket Sales History, Employee Sales History and Employee Scan History Report work best on 24-hour ranges.
- Seller Stats combines several events into one running total, without a breakdown by event or ticket type. Run it per event to compare events.
- Payment Type Breakdown with Select all events needs a date range of one year or less.
- Shipping Fulfillment Stats takes up to five events, 20 products and five membership groups at once.
- Event/Product Inventory Report takes up to 500 events and 500 products. A product bought in a cart with several events appears under each of those events, and the report cannot show at which event a product will be redeemed.
- Financial Scan Summary percentages divide scanned tickets by net sales and can show small rounding differences.
- Discount Usage Stats includes every discount type, including ticket credits and exchange credits, and cannot filter them out.
- Will Call has no financial information. Itemized Sales Report has no custom question answers; use Will Call for those.
- Ticket Sales History shows financial information only, with no scan data.
- Event Audit, Event Settlement Report, Ticket Type Summary, Password Used Summary, Event/Product Inventory Report and Waitlist Subscribers Report have no date range.
- Transactions has no Select all events option and takes one event or product per download; add Email recipients to select more.
- Seller Cash Out Report covers one employee per report.
- The Ticket Scan History Report PDF does not include products; the products field shows "Selection limit reached." Use the CSV for product scans.
- Event Audit downloads as .xlsx and keeps its formatting best in Excel.
Troubleshooting
- The report has not arrived: reports generate in the background and are emailed when ready. Open Edit on the report to check Email recipients, or use Download in the actions menu once it has generated.
- The Event Summary PDF will not take a second event: the PDF supports one event. Switch Format to CSV for several events.
- The form shows "Selection limit reached." or "Add email recipients to select more events.": you have reached the selection limit for that report type and format. Add Email recipients to select more, switch to CSV, or split the report.
- There is no date range in the form: the chosen report type does not use one (see Limitations).
- Custom question answers are missing from the Itemized Sales Report: run Will Call for the same events.
- Discount Usage Stats shows codes you did not create: ticket credits and exchange credits are counted as discounts in this report.
- A product appears twice in the Event/Product Inventory Report: it was bought in a cart with more than one of the selected events.
- Seller Stats totals do not split by event: the report combines selected events. Run one report per event.
- Fee totals differ between sales of the same ticket type: fees were changed after sales started. See Custom fees and taxes.
Related pages
- Financial Glossary: every financial term used in reports.
- Custom fees and taxes: how custom fees and taxes appear in reports.
- Payouts: where the payout invoices for the Settlement Report come from.
- Check-in: the scanning that feeds Ticket Scan History Report and Will Call.