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Search, view and export booking or attendance information
Search, view and export booking or attendance information

Access booking information and export booking and attendance reporting

Anni avatar
Written by Anni
Updated over a week ago

This article covers:

You can find all bookings where your customers have reached at least the checkout stage in the Bookings tab in the left-hand menu:

How to search

The Search field box is where you can search all attendee and booking form data, e.g. name, email, address, and phone number:

You can use uppercase for all booking references in the box to perform a faster search. When searching in uppercase, such as "KWJYJ," the system ignores other search parameters such as Start date, Complete/Checkout/Cancelled/Owed, Entries filter, etc. If no booking exists for, e.g. "KWJYJ", then the search happens as usual.

The Entries box allows you to select specific entries to see bookings made for the events they contain.

The Tags box allows you to select created tags to display all entries with that tag.

The Leaders box allows you to filter bookings by an assigned leader(s).

The Start date/time box defaults to today's date, so be sure to adjust if you are looking for an event in the past).

The End date/time box determines the end date of the search.

Attendance status filters

By default, the Bookings page displays 'completed' bookings only. You can tick/untick boxes to display Cancelled and Checkout bookings simultaneously or independently.

✨ You can learn more about booking statuses here.


Using the Options drop-down box:

You can:

  • Reset search criteria - Search your start again

  • View email list - View a list of customer and attendee email addresses matching your current selection criteria

  • Export attendances/bookings (CSV) - Learn more below πŸ‘‡


You can export bookings and attendance reports using the Options drop-down box:

  • Export attendances - Produce a .csv file (opened with Microsoft Excel, Google Sheets, or similar) containing all attendances relating to your selected search criteria.

  • Export bookings - Produce a .csv file containing all bookings related to your selected search criteria.

✨ You can also use the export option from the Customers tab for pass reporting as described here.

πŸ’‘ To note: There may be occasions where there's a discrepancy in an entry showing against the wrong schedule page in the report. This happens because baskets per account can be shared across multiple schedule pages.

The exported schedule page is where the booking checkout began. Customers selected tickets from different schedule pages before proceeding to checkout.

Even if you delete schedule pages, the system retains booking data for an accurate audit trail, ensuring that the bookings are preserved.

Free tickets and pass redemptions

If you list any free tickets or have a pass/membership offer where customers can redeem their uses over a time period, the area where the 'paid' status shows will be empty to reflect the free price or redemption.

For example:

If you notice a discrepancy in the invoice number on your report:

If a checkout booking reaches the payment step, we create an invoice. However, if the customer doesn't complete the payment and the reservation period ends, we automatically delete the bookings along with their invoice numbers 5 days later. During those 5 days, new bookings with completed payments may use the last invoice number, incrementing it by 1.

For example:

  • Checkout booking invoice reference number: 00567

  • The system deletes this reference number due to incomplete payment/booking

  • Within the 5-day period, you take two more bookings, generating invoice numbers: 00568 and 00569

  • You may find a missing number in your list (00567), which is the deleted checkout booking.

Voucher reporting

You can download your purchased voucher report by selecting Packages & Discounts from the left-hand menu, then Vouchers.

From here, select Options, then Download purchased vouchers:

This will download a .csv file that you can open via your preferred method, i.e. Excel, Numbers etc. The report contains the following information: voucher name, value, booking reference and URL, purchase date and expiry, as well as the customer name and email.

πŸ’¬ Any questions or feedback? There are two ways to get in touch:

Thank you! πŸ•Ί

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Tags: reports, reporting

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