Report Builder How-to Guide
Welcome to our new report builder!
This revamped tool expands the flexibility of how you view, export, and engage with your ticketing data from BrightStar. We have added a wealth of customization options that will allow you to build reports, adjust and filter columns, and save reports for future usage.
Please follow the attached guide to learn how to start building your reports.
Before we get started...
Because this feature is a major update of our core reporting tools, we wanted to clarify a couple of the major changes:
- The new Reports Overview. As you’ll see in the guide below, we have replaced the old Reports section page with a tool that guides you to create new reports and access any reports you have saved. If you’d like to see a visualization of recent sales, we recommend using the Timelines tool in this section. Likewise, if you’d like to see a quick snapshot of sales data for an event, you can view this info on any given event’s Event Overview page.
- Maintaining Summary Exports. Our new reporting tool is infinitely more flexible than our old options, and you will be able to get almost everything you need from these new fully customizable reports. However, many of the highly specialized reports found in Summary Exports will still be supported at this time. To visit this section, click the link in the sidebar as always, or click the Summary Exports tab on the Reports Overview.
Now that you’re caught up on what we’ve changed, let’s take a look at what’s brand new!
When you visit the Reports section (https://admin.showclix.com/reports), you will find the Reports Overview page. This page provides several options (known as report presets) organized by report type. The page also lists your queued reports and saved reports.
First, we’ll cover the report types and presets.
The different types of reports exist to guide you in a general direction to find the information you need. For example, if you’re trying to balance your accounts, you’ll probably want to check out the Financial Items reports. Looking for extensive details about all of your recent sales? Try the Orders reports.
We offer eight report types, as well as the Summary Exports section which can be accessed from this page. While many report types share columns, the selected report type will affect the available columns available, as well as the basic layout of the report (e.g., Tickets reports are based on tickets, Financial Items reports are based on the granular items that make up every transaction, etc.).
Click the tabs at the top of the page to browse the different report types:
- Tickets. Reports focused on granular ticket-level information.
- Orders. Reports with extensive details about your orders — basically everything you’d find on an Order Details page.
- Financial Items. Specifically itemized reports of your financial info, including breakdowns of every item in every purchase transaction. Helpful for balancing your accounts!
- Scan Logs. Exhaustive ticket scan and check-in/check-out history for any selected events.
- Customers. Data on all of your customers. Perfect for building a quick marketing list.
- Product Sales. Reports for analyzing sales of your products, merchandise, and non-ticket items.
- Packages. Reports for digging in to your event packages, conveniently itemized at the bundle level.
- Application Forms. Access all submissions of your application forms in a single report.
Note: Some advanced report types are limited to partners with access to those features. Contact firstname.lastname@example.org if you need more information about a missing report type.
Within each of the report types identified above, you’ll find a handful of report presets. These report presets open with a pre-built configuration of columns, filters, and groupings. Some examples include the following:
- Order Detail Report. List of all orders for selected event(s) and date range
- Event Revenue Summary. Summary of Ticket, Donation, and fee revenue by event
- Ticket Counts by Date. Count of Tickets sold by Date
Additionally, each report type has a basic report preset that allows you to build a report from scratch. This basic preset, called the [Report Type] Detail Report], is the first option in each tab on the page.
Move your cursor over a report preset and click the block to begin configuring your report. (Skip to Building a New Report to learn more about report configurations and editing.)
The next section of the Reports Overview page is a table that houses all of your saved reports (as well as queued reports explained below).
Each line lists basic info about each saved report and provides options to interact with them.
- Star/Favorite. Click the star icon to mark a report as a favorite. These starred reports will appear first in your list.
- Name. The title of the report. Also includes your report description, if you created one.
- Author. The user in your account who originally created the report.
- Last Run. The most recent time you or another user in your account ran the report.
- Run Report. Click this button to open the report.
You can also sort these lists for easier browsing.
Click this tab to view any reports you have sent to the queue. In this view, you can check the status of any of these pending reports.
Note: If you’re building massive reports with a great deal of orders, tickets, etc., your report may be temporarily sent to the queue. More details on this can be found in the Large Reports & the Queue section below.
Building a New Report
The new report builder consists of two primary pages: the report configuration, and the report viewer.
After you’ve selected a report preset from the Reports Overview, it’s time to prepare the basic information about your report on the configuration step, displayed as a window on a new page.
In this step, select the event(s) and date range on which you want to build your report.
- The report type, preset title, and description are displayed at the top of the window.
- Click Select Events to determine which events to include in your report.
- If you want to select all of your events, simply skip this step.
- Scroll through your events using the event selection tool, or enter your events into the search field provided.
- Set a date range filter, or filter by all events, upcoming events, or past events.
- Click Select to add an event to your selection.
- Click Select All to add all events on the page.
- For an event series, click Select Events on the event series block to expand a list of all individual events within that series. Alternatively, you can click Select All within the series to add all events within a series at once.
- Select your date range.
- Use the fields provided to select a date/time range for the report.
- Leave the date range blank to run an all-time report.
- Adjust the time zone using the dropdown menu provided. (By default, your local timezone will be selected.)
- The date range options vary based on the report type.
- For example, the date range for a Tickets report includes tickets purchased within the range.
- Meanwhile, the date range for a Customers report includes customers who were initially registered (typically by making their first purchase with BrightStar) within the date range.
- Click Continue to build the report!
Now that you’ve set your configuration, your report is ready!
You’ll find the basic info about your report, including the title and description, in the top portion of the screen. The report itself appears in the middle-right of the page, with any totals available called out at the top of the report. Added report filters and groupings will also appear in colorful rows above your totals.
In the left toolbar, however, we provide a host of features to allow you to further customize the report beyond the initial preset, including filters, groupings, and more. Let’s take a look at those tools now.
Adding and Removing Columns
Whether you built a report from scratch or used a report preset, the report viewer will always display an initial set of columns when you load a new report.
- On the left, you will see a list of column categories. Within each category is a long list of available columns for this report type.
- Columns featured in your current report are highlighted in green with a checkmark.
- Click any column title to add it to the far-right of the report.
- Click a selected (green) column title to remove it from the report.
- Alternatively, you can mouse over a column to display a small tab for the column. Click the X to remove it.
- You can collapse column types for easier browsing, or you can use the column search field to find a specific column.
- On the report viewer itself, click and drag column headers to rearrange them.
In addition to the columns themselves, the left toolbar provides two other major tools organizing your report: filters and groupings.
Filters allow you to limit the information displayed in the report based on parameters you select. In other words, filtering results will only display rows that match your specific criteria.
To add a filter:
- Locate the Filters block in the left toolbar and click Add.
- Click the statement displayed to determine your match settings (i.e. whether you want results to match all of your conditions or any of your conditions).
- Click Add Filter and select a filter type.
- Your available options will be determined by the columns currently featured in your report type. (Available columns in the overall report will vary based on your selected report type.)
- Complete your filter.
- Click the dropdown to adjust your conditional statement.
- For predetermined fields like Payment Method, you will click a dropdown and select from the available options for that column.
- For open-ended fields like Name on Order, you will need to manually enter your filter.
- Click Save Changes.
Your added filters will appear in a block above the report. To remove any current filters, locate the filter in this color block and click the adjacent X.
To edit filters, simply click the Filters block to see current filters, make adjustments, or add new filters.
Note: Alternatively, you can add a filter for a column by moving your cursor over the column header and clicking the filter (?) icon. Filters are not supported for all columns.
Groupings allow you to merge rows that share characteristics into a single row and automatically calculate the total for all numerical values.
For example, if you added a grouping for the Payment Method column in a Tickets report, you would see the total cost and total live tickets for each payment method.
Another example: Let’s say you wanted to know how many tickets sold on a given day. Add the Event Date column and then add a grouping for that same column. With this view, you would be able to see totals for each individual day when there were sales for your selected events.
To add a grouping:
- Locate the Groupings section in the left toolbar and click Add.
- Click the Group rows by dropdown and select your preferred column.
- The list of available groupings is predetermined based on your report type.
- Selecting a grouping column that is not already featured in your report will automatically add it to the report.
- Click Save Changes.
Like filters, your groupings appear in a color block at the top of the report. Remove a grouping by clicking the X adjacent to its title.
You can also click the Groupings block to view or edit existing groupings. Click Clear Groupings in this menu to remove all groupings at once.
Note: Similar to filters, you can add groupings from the columns themselves as well. Move your cursor over a column and click the grouping (?) icon. Groupings are not supported for all columns.
Exporting, Saving & More
Now that you’ve constructed your perfect report, you’ll want to make sure you save or export it for future use.
You can choose to export the report immediately or save this configuration and return to the report later.
Exporting a Report
To export the report:
- Click Export CSV in the top right.
- Your report download will begin immediately.
Titling and Saving a Report
Before you save this report for later, you will want to give the report a name (and possibly a brief description). To edit a report’s basic info:
- Click the pencil icon next to the report’s name.
- Enter a title for the report.
- (Optional:) Enter a description for the report in the field below the report’s name.
To save your report configuration:
- Click Save to Your Reports.
- The report will be saved with this title.
- If you make any additional changes after your initial save, simply click Save Changes to update your saved report with the adjustments.
- You can access this report later on the report manager.
- Any new sales, etc. that have occurred within the date range you selected will be reflected when you access the report in the future.
- If you make any changes to the report configuration, you can click Save New to save your changes as a new report configuration.
Large Reports & The Queue
If you’re running massive reports on huge amounts of customer, ticket, or sales data, you may have encountered the following prompt during the report setup process:
- If you see this prompt, we will pause the submission and ask you to complete your configuration first.
- Before you submit the report, you can add and edit columns, manage filters and groupings, and title your report.
- Then, you can choose to enter your email address, so that you will receive an email notification when the report has completed.
- Click Finish and Submit Report and we’ll let you know when your report is done!
These reports will also appear in the Reports Queue section of the Reports Overview page, where you can check their status.
A little note about the queueing process for our partners …
To maintain our reporting platform’s efficiency, we may send some huge reports through a process of backgrounding. This allows us to generate your report without forcing you to wait through an excruciating load time on the report page.
In other words, you can set up your report and send it off to the queue. Go about your day and continue your business, and when your report is ready in a few minutes, we’ll notify you via email to check it out.
Did you find this article helpful?