✨ Please note: Passes are available on the Standard plan or above, and the pass reporting feature is currently available to Account owners.
This article covers:
Passes reporting
We’ve created a Google Sheets workbook to help you explore insights from your passes export. With just a few steps, you can analyse key metrics, the total number and value of passes, most active pass holders, passes by offer, and annual or monthly trends.
Setting up your data
Open this reporting document and select Make a copy.
Select Passes from the left-hand dashboard on your account.
Select the Options drop-down menu, then Download purchased passes report:
Open the downloaded CSV file using your preferred spreadsheet software (such as Excel, Google Sheets, etc.). Then, 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 PASSES IMPORT - paste details from export here:
💡 Keyboard shortcuts to paste:
Windows: Ctrl+V
Mac: Cmd+V
Understanding the reporting workbook template
To help you maximise the value of the workbook and improve your reporting, we’ve included an overview of the key metrics found in each tab below:
Tab 1: Passes Import - Paste details from export here
This tab is where you add the data from your downloaded report, which powers the remaining tabs in the workbook.
Tab 2: Passes in numbers
This tab contains pass-related stats such as the total number of passes sold and the value of pass-related bookings, including Top-10 and breakdown by pass offers.
You can use this to review the total number of:
Passes sold (by allowance limit or without usage).
Bookings with passes involved by payment status (completed or outstanding) and
A breakdown detailing the number, total and usage by pass offer.
Current reporting maximum for the number of pass offers: 100
Tab 3: Passes Insights
This tab includes pass-related stats, including a breakdown by email address.
Use this table to view passes by name alongside booking details, such as:
Purchase date.
Booking reference.
Booker’s name and email address.
Total booking amount.
Paid amount and
Any outstanding balance.
You can use the searchable drop-down to select an email address to view the passes linked to that booker. You can check booking and payment details for each pass, along with usage and expiry information.
Data Sorting: The left table is sorted by purchase date. The order of email addresses in the drop-down list may seem random, as it reflects the order in the imported data.
Automatic Colour Formatting (Tab 1):
Green (Paid Total, Column Q): Indicates no outstanding payments.
Red Colour Scale (Owes Total, Column R): Shades vary based on the amount owed.
Paid (Column AC) and Owes (Column AE): Follow the same red colour scale.
Red (Used Count, Column AF, and Usage Limit, Column AG): Highlights passes with limited uses that have been fully redeemed.
💡 How the Colour Scale Works: The colour scale uses the range’s minimum and maximum values to apply the lightest and darkest shades, with intermediate shades for values in between.
Current reporting maximum for the number of passes: 1,000
Tab 4: Date Insights
This tab provides date-related insight, including breakdowns by years and months plus month vs month comparison.
Use this table to:
Track the number of pass purchases and the total value of bookings containing passes, broken down by month and year.
Review the monthly annual breakdown to help identify trends compared to the previous year.
Compare any two selected months, such as the same calendar month across different years.
Data Sorting: Years and months are arranged from the earliest to the most recent date.
Automatic Colour Formatting (Tab 1):
Yellow: Marks the maximum values for Number of pass purchases (Column C) and Booking total (Column D).
Green, Red, and Yellow Indicators:
Green: Shows an increase in the breakdowns and comparisons.
Red: Indicates a decrease.
Yellow: Represents no change.
Current reporting maximum for the number of pass purchase dates: 10,000
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! 🕺