Events and Reporting

This guide covers everything in the Events tab. How to run reports on events, export data and send bulk emails.

Click the Events tab in the Festival Management Console.

The Search Results default to the full list of events in your festival / season. Under Search Results are three tick boxes; Applications, In Progress and Finalised – you can filter results based on these criteria. Just tick or untick as appropriate.

Search Options

Event Search Criteria

Click on the plus icon in the Event Search Criteria bar. A pop-up Search Criteria box will appear, with an Add a field dropdown. All the fields in your Info Collection appear in this dropdown. Select which field you want to search by. Depending on the nature of that question field, you will then see a further option.

For example, if you have asked for Number of performers in Info Collection, this will appear as a Search Criteria, once selected you will see three options: Equals, Greater than and Less than – select the option you want and then put the number of performers you are looking for in the text box, click Add.

You can continue to add further search criteria relevant to your report. Once you have added all the search criteria, click Close.

Your search criteria will appear in blue tabs under Event Search Criteria – you can delete any you don’t want using the trashcan icons.

Event Fields To Include

Once you have specified your Event Search Criteria, you can chose which fields you want to include in your report. Click the plus icon in the Event Fields to Include bar. A pop-up will appear with all the fields in your Info Collection. Tick the fields you want to see in your report and then click Close at the bottom of the pop-up window.

Venue Search Criteria

Click on the plus icon in the Venue Search Criteria bar. A pop-up Search Criteria box will appear, with an Add a field dropdown. All the venue fields appear in this dropdown. Select which field you want to search by. Depending on the nature of that field, you will then see a further option.

For example, if you want to search on venues in a specific Town / City, select Town/City from the search criteria dropdown and then two boxes will appear – Equals and Includes, choose which you want and type the Town/City name in the text box. Click Add.

You can continue to add further search criteria relevant to your report. Once you have added all the search criteria, click Close.

Your search criteria will appear in blue tabs under Venue Search Criteria – you can delete any you don’t want using the trashcan icons.

Venue Fields To Include

Once you have specified your Venue Search Criteria, you can chose which fields you want to include in your report. Click the plus icon in the Venue Fields to Include bar. A pop-up will appear with all the venue fields. Tick the fields you want to see in your report and then click Close at the bottom of the pop-up window.

Performances

Use this section if you want to see Performance dates and times in you report. Tick Show individual performances in results to see each performance date and time of every show in your report.

Tick Select all dates – this will highlight the total run of your festival/season, you can then click on individual dates in the calendar to deselect those you do not want to include in your report.

Start Time – To allows you to filter results based on event start time

Running Time – allows you to filter results based on the running time of events. Select +, < or > and input a running time

Price – allows you to filter results based on price. Select +, < or > and input a price

Once you have set all the criteria and fields to include in your report click GO

Depending on the amount of data you are searching this could take a few seconds.

You will then see your results.

You can save the report by clicking Save (next to GO) and giving your report a name. It will appear in a dropdown under Saved Reports.

You can look at the details of any event in your report by clicking the blue ID number, this allows you to scroll through the Info Collection for individual events using the arrowed buttons at the bottom of the pop-up. The arrows at the top right of the pop-up allow you to scroll to the next event in the report. To exit the pop-up, just click outside of it on the reports page.

Results toolbar

 

Eye icon – allows you to collapse and expand the table cells so it’s easier to view report results

Export to Box Office – Select all events you want to export using the tickboxes next to ID (tick the top tick box to select all)

Spreadsheet icon – exports to CSV

Printer icon – creates a print ready version of your report which can be saved as a pdf

Envelope icon – send an email to all the events in your report

Reject – If you are filtering your results with Applications ticked you will see this button which allows you to reject events that have applied to your festival/season

Unaccept – If you are filtering your results with In Progress ticked you will see this button which allows you to unaccept events that have applied to be part of your festival/season

Accept – If you are filtering your results with Applications ticked you will see this button which allows you to accept events that have applied to your festival/season

Unfinalise – If you are filtering your results with Finalise ticked you will see this button which allows you to unfinalise events that have completed the application process

Finalise – If you are filtering your results with In Progress ticked you will see this button which allows you to finalise events that have completed the application process

[Lottery Tools – For CAFF (Canadian Association of Fringe Festivals) members.]

Copy to… – Allows you to copy events to a new festival/season (for use when a festival is postponed)

[Audience – for Super Simple Box Office users only – gives an exportable list of all ticket holders for the events selected]

 

More helpful guides…

Working with Red61

Red61 is a very powerful and versatile box office system that is particularly suited to large festivals. It is a popular choice of box office provider with several Eventotron users. This guide covers set-up, exporting data and syncing.