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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 today

This article covers:


How to search

To find all bookings where customers have reached the checkout stage, select the Bookings tab from the left-hand menu.

Arrow pointing at the 'Bookings' tab on the admin menu


Search field

You can use the Search field box to search for all attendee and booking form data. For example, add the customer's name, email, address or phone number:

Bookings tab with arrow pointing at the 'Entries' field

💡 Tip: For faster searches, enter booking references in uppercase, for example "KWJYJ". When you use uppercase, the system ignores other filters, such as Start date, Attendance status, and Entries. If no booking matches the reference, the search proceeds as usual.


Entries field

You can use the Entries box to filter bookings by specific entries, allowing you to review the bookings made for any dates/times within the entry.

Bookings tab with arrow pointing at the 'Entries' field

To do this, click into the field, then select the entry/entries, then select Search to generate the results:

Bookings tab with the 'Entries' field highlighted, and an arrow pointing at the 'Search' button


Tags field

You can use the Tags box to select created tags to display all entries using that tag.

Bookings tab with arrow pointing at the 'Leaders' field

To do this, click into the field, then select the tag(s), then select Search to generate the results:

Bookings tab with the 'Tags' field highlighted, and an arrow pointing at the 'Search' button


Leaders field

You can use the Leaders box to filter bookings by an assigned leader(s).

Bookings tab with arrow pointing at the 'Leaders' field

Once selected, select Search to generate the results.


Start and end date fields

Start date

You can use the Start date/time fields to select a date range for your search. This field defaults to "today’s" date, so remember to adjust it if you’re looking for events in the past.

Bookings tab with arrow pointing at the 'Start date' field

Once added, select Search to generate the results.

End date

You can use the End date/time fields to select a date range for your search. This field sets the end date of the search.

Bookings tab with arrow pointing at the 'End date' field

💡 Please note: When you filter by start and end date, the system shows the events within that range, along with any bookings linked to those events. It won’t count the total number of bookings made during the range, only the bookings for events that are scheduled within it.


Attendance status filters

Attendance status field showing the 'Complete' checkbox ticked

By default, the Bookings page shows only Completed bookings. You can tick or untick the relevant boxes to display other booking statuses, such as Cancelled and Checkout.


Options

You can use the Options drop-down box to:

  • Reset search criteria: Search your start again.

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


Reporting/exports

To export bookings and attendance reports, select the Options drop-down box, then:

  • Export attendances: This downloads a .csv file containing all attendance details based on your selected search criteria. You can open it in your preferred spreadsheet software, such as Microsoft Excel, Google Sheets, or similar.

  • Export bookings: This downloads a .csv file with all booking details according to your chosen search criteria. You can open it in your preferred spreadsheet software, such as Microsoft Excel, Google Sheets, or similar.

Discrepancies in Schedule Pages 💡

Occasionally, you might notice an entry showing under the wrong schedule page in the report. This happens because baskets can be shared across multiple schedule pages within the same account.

Exported Schedule Page 💡

The exported schedule page reflects where the booking checkout began. If customers select tickets from different schedule pages before completing checkout, the data will show accordingly.

Currency Export 💡

Currency values are exported as whole numbers. For example, £10 is exported as 1000 to ensure accuracy.

Booking Data Retention 💡

Even if schedule pages are deleted, the system keeps booking data for an accurate audit trail, ensuring all bookings are preserved.

✨ For pass reporting, please use the export option within the Customers tab.


Free tickets and pass redemptions

If you offer free tickets or a pass/membership that allows customers to redeem their uses over time, the 'paid' status will be left blank:

Booking tab with arrow pointing at the blank space where payment information usually displays

This indicates that no payment was required due to the free pricing or pass/membership redemption.

Missing invoice number on the report

If you notice a missing invoice number on your report, here's what might have happened:

  • When 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, both the booking and its invoice number are deleted after 5 days.

  • During those 5 days, any new bookings with completed payments will reuse the last invoice number, incrementing it by 1.

For example:

  1. A checkout booking generates invoice 00567.

  2. If the customer doesn’t complete payment, the booking and its invoice number are deleted after 5 days.

  3. During this time, two new bookings are made, resulting in invoices 00568 and 00569.

  4. As a result, invoice 00567 is missing because it was deleted due to the incomplete booking.


Voucher reporting

To download your purchased voucher report:

  1. Select Packages & Discounts from the left-hand menu, then Vouchers.

  2. Select Options, then Download purchased vouchers:

    Vouchers screen with arrow pointing at the 'Download purchased vouchers' option

This will download a .csv file that you can open in your preferred application (e.g., Excel or Numbers). The report includes the following details:

  • Voucher name

  • Value

  • Booking reference

  • URL

  • Purchase date

  • Expiry date

  • Customer name and email.


💬 Any questions or feedback? There are two ways to get in touch:

Thank you! 🕺


Tags: reports, reporting

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