Who can access the reports?
The following admin user types can access reports: Primary, Secondary, Box Office, Graphics, Community Box Office (with restrictions), Read Only
When I click the PDF button nothing happens. What's going on?
Adblock and all related Adblock extensions must be disabled for the PDF to open in your browser.
Some reports take a long time to run while others are very quick. Why?
Run time is affected by a number of factors. How many records are in the report, calculations, groupings, filters impact load time to varying degrees. Other factors, such as internet speed, system usage, the computer used to run the report, etc, affect report performance. We are continuing to optimize our reports to further enhance performance time. Stay tuned for more information as we continue to work on report optimization.
What can I get from new reports that I can’t get from legacy reports?
Quite a bit! You can customize new reports in many different ways. Rather than favoriting a report, you can save a report with your modifiable configuration. You can share reports between colleagues, download or save as PDF (Adblock must be disabled for the PDF feature to work correctly). You can view the data in many different ways, such as filtered, grouped or sorted. You can add and remove columns of data. It makes reports much more interactive, in ways never possible with legacy reports.
What are standard reports? What’s their purpose?
Standard reports are a list of reports with predetermined columns of data. They were created so you can begin using this new feature with minimal set up. Standard reports were designed to provide you with the data we think is essential to the operation of your organization. Standard reports are fully customizable, they just allow you to bypass a few steps in the report creation process.
How many standard reports are there?
There are currently 18 standard reports. Reports are broken down by category for easier access. Not all standard reports may not be accessible by your organization. Some reports will not display if you do not have certain features enabled in your account. For example, Class, volunteer and community box office related reports will not appear in the standard reports list if you do not have those features enabled. If you’d like to enable a particular feature and are unsure how, please contact your client services representative for assistance.
Are all standard reports customizable?
Good question! They are all customizable in one way or another, although a few reports are PDF only, which means the generated report will be in PDF format and cannot be customized beyond setting the time frame parameters.
How do I view the data in a saved report?
Simply click or tap the report you want to view. The report will generate and you can then edit, download or print the report.
How do I save a report?
You must first create the report you wish to save. You can begin with a standard report or create a custom report. Once the report is generated, use the save button on the report toolbar to save it.
What if I make a change to a saved report after I re-run it, can I save the changes?
Yes. If you run a saved report, you can make modifications to the saved report then resave it. Click the save button to save changes to your report. The changes will overwrite the previously saved report.
Whose reports can I view?
You can view your private and public saved reports and public saved reports created by admin users in your organization. To view your reports, click the “Mine” link at the top of the saved reports page. To view all reports available, click the “All” link at the top of the saved reports page. The All reports view shows you all of your reports, both private and public, as well as any public reports shared by other members of your organization.
How do I edit a saved report?
You can only edit reports saved by you. There are two ways to edit saved reports.
- From the saved report screen, hover over or tap the report you want to edit. Then click or tap the circle to open the menu, then choose Edit.
- Run the report you want to edit. Once the report is displayed, you can use the edit menu on the generated report screen to edit certain aspects of the report.
Pro Tip: There is an 85 character limit on saved report names.
Can I make my public saved report private and/or a private report public?
Yes, you can change the visibility of any of your saved reports. Simply open the edit menu from the saved reports screen to change the visibility of the saved report.
If I delete my public saved report, will others still be able to access it?
No. Deleting the report, deletes it for everyone. Deleted reports cannot be restored, you must recreate the report then resave it. You cannot delete other users reports, only your own.
I have a ton of reports, it’s hard to find the one I’m looking for. Are there any sorting options?
Yes! You can sort alphabetically by report name or chronologically by date saved. The saved reports screen also separates private from public reports to help you keep track of all of your reports.
Is there an easy way to determine what might be in the report without running it?
Yes. From the saved report screen, open the menu that appears when you hover over or tap a saved report. Choose Information from the menu. This opens a modal that will provide additional information about the report you selected. While you can’t edit other users reports, you can view their report information.
Is there a limit to how many reports I can save?
What is a “custom” report?
Custom reports are reports created through the “Create report” wizard. They are broken down by type. Itemized, Payments and Releases. Each custom report type offers different options. You will be guided, step by step, through the creation process where you customize as you go. Once the report is generated, you can customize it further using the menu options presented on the generated report page.
Some custom reports can be based on date or performance.We are working on an option to enable users to generate reports based on show, in addition to performance. We will update you when that work is completed.
What does “Includes” mean?
Think of includes as the rows of data you want in your report. If I choose the Itemized report type then include Tickets, Retail, Donations and Enrollments, I will see records that pertain to that type of data. I will not see records related to Passes or Gift Certificates as I did not choose to include those items. Same with fees.
I see “Test transactions” in the “Other” section. What does that mean?
Test transactions performed by admins in your account won’t display on custom reports unless you select it from the Other section. Conversely, test transactions are included by default on standard reports because you do not have the ability to customize that through the standard report path. Test transactions should impact you minimally but since we do offer the ability to test pricing using our test transaction method, we wanted to provide you a way to view those transactions. Test transactions are deleted from your account every night.
What if I made a mistake on step 2 when I was creating my custom report?
Our new reporting feature allows you to easily move back and forth between steps during the report creation process. Additionally, you can click the back arrow next to the report name to return to the setup steps even after you've generated the report. You will need to rerun the report once you make your changes, but we’ve tried to make it as easy as possible for you to move back and forth between steps without losing your work.
Generated report, aka “Grid view”
Can you tell me a little bit about the generated report screen?
Sure! Once your report is generated, you will see the data output on the final page. This is where you can make additional adjustments to the report. We’ve provided a grid toolbar where you can filter, group and sort your data.
You can add or remove columns, generate a PDF version of the report, download the report and/or save it. Disable Adblock and all related Adblock extensions before clicking the PDF button.
You can resize and move columns around as well. To resize a column, simply put your mouse on the right edge of the column header. Your mouse should switch to a double-headed arrow. You can click and drag to resize manually or double click to resize the column to fit the widest entry. To move columns, press and hold down your mouse button on the column header then drag the column and drop it where you want it placed.
When I click the edit menu button in grid view, I see “Pacific time” - what is that?
Our financial reports include an option to run the report in Pacific time. Running a report in Pacific time allows you reconcile your report to your Arts People invoice. Arts People's billing system uses Pacific time in the item counts and fee calculations that appear on your invoice.