This article covers:
Individual attendance and allowance reporting
We’ve created a Google Sheets workbook to help you explore insights from your attendance export for individual attendees. With just a few steps, you can analyse key metrics including total attendance, broken down by month, ticket, and event. You can also check allowances for selected timeframes, such as for memberships.
💡 To note: The workbook is designed for membership allowance reporting for individual customers. Please refer to our attendance reporting article for more general attendance insights covering multiple customers.
Setting up your data
Open the Google Sheet reporting document and select Make a copy.
Select Bookings from the left-hand menu on your Bookwhen account.
Enter the customer's email address in the Search field.
Add the timeframe for reporting using the Start date and End date fields.
The dates you add refer to the event date, not the booking date. For best results, select a timeframe of up to one year. If the start date is within one year of "today", you can leave the end date blank.
Select the Search button to generate the search.
Select the Options drop-down menu, then Export attendances (CSV) to export the report into a spreadsheet:
Open the downloaded CSV file (in Excel, Google Sheets, etc.), and select and copy the entire content.
💡 Keyboard shortcuts to copy:
Windows: Ctrl+A and Ctrl+C
Mac: Cmd+A and Cmd+C
Paste the copied content from your exported file to the previously opened workbook (step 1) on the first tab titled ATTENDANCE IMPORT - paste details from export here:
💡 Keyboard shortcuts to paste:
Windows: Ctrl+V
Mac: Cmd+V
Understanding the reporting workbook template
To help you get the most from the workbook and improve your reporting, we’ve included an overview of the key metrics in each tab below:
Tab 1: Attendance Import - Paste details from the export here
Add the details from your downloaded report in this tab. This data powers the rest of the workbook.
Tab 2: Attendances in numbers
This tab shows attendance stats such as total number and value of attendances, including the Top 10 and breakdowns by schedule, event, ticket, location, and leader.
For example:
You can use this tab to review:
The total number of attendances, including those where the booker and attendee email addresses match, as well as admin bookings. Drop-downs let you select customer and admin email addresses. You’ll also find links to the customer profile, their passes, membership, and voucher overview.
Only on the Standard plan or above.
The total number of attendances within a selected timeframe.
Please select the start and end date using the calendar drop-downs (green fields).
Overviews of attendances by calendar month, ticket, and event.
Current maximum reporting limits: 100 tickets and 100 events.
Tab 3: Attendance breakdown
This tab shows attendee-related stats based on email addresses, including a breakdown of individual attendances.
Use this to review individual attendance. Once you’ve imported data on Tab 1, the following colour formatting will apply automatically:
Green: Highlights all event dates (column F) within the selected timeframe from the Attendances in numbers tab.
Yellow: Marks the price (column K) if a pass was used in the booking. It also highlights if the booker email (column T) and attendee email (column V) match the customer email selected in the Attendances in numbers tab.
Current maximum reporting limit: 1,000 attendances.
Important note
While we have tested these methods across various scenarios, we cannot guarantee the accuracy of the results in every spreadsheet. Limitations may arise depending on specific setups and settings.
If you experience issues, please share feedback with our support team. We’re committed to keeping these documents updated and fixing errors, but we cannot fulfil requests for custom versions at this time.
We are actively working on implementing built-in reporting features and functionality for the future. 💚
💬 Any questions or feedback? There are two ways to get in touch:
For a quicker response, please contact us via live chat on our homepage or your account.
Or send us an email
Thank you! 🕺