The built-in reports and exports cover the most common questions about your sales, customers and check-ins. If you need something they don't show, the Cooltix team can put together a custom report for you. This guide explains when it is worth asking for one and how to request it.
Before you request a custom report
Check first whether the data you need is already available in the admin:
Reports – ready-made reports for your whole organization on the dashboard, and for a single event in the event's menu, see Reports
Financial report – income and quantity sold per ticket and sales channel, see Financial reports.
Exports – the full list of orders and attendees that you can filter and process in a spreadsheet, see Content of export.
[SCREENSHOT: the Reports page on the dashboard with the list of available reports – Figma: n/a, take it from the live admin]
A custom report is useful when you need the same view regularly and building it from an export every time would take too long. For example, when you want to see several events together, or a breakdown that the built-in reports don't have.
How to request a custom report
Send your request by email to [email protected]. The more precisely you describe what you need, the sooner we can prepare it. Include the following:
The name of your organization and the event or events the report should cover. A link to the event in the admin is the easiest.
The question the report should answer, for example "How many visitors checked in each day?" or "How much did each sales user sell per month?".
The figures you want to see, such as tickets sold, income, check-ins or discount code usage.
The breakdown you need, for example by event, date, ticket, sales channel or sales user.
The period the report should cover, and whether you need filters, such as a date range you can change yourself.
Who will use the report and how you would like to receive it – see the options below.
If you already have a spreadsheet or a sketch that shows the layout you have in mind, attach it to your email. An example is often the fastest way to explain what you need.
How you receive the report
We review your request and get back to you by email if anything needs clarifying. How you receive the report depends on whether you need it once or regularly.
One-time report
If you only need the data once, for example for a settlement or a single event summary, we send it to you by email as a spreadsheet.
Ongoing report
If you want to follow the data continuously, you can get the report in one of two ways. We agree with you on which one suits you better:
In the admin – the report appears among your other reports in the Reports menu, so everyone who has access to your organization or event can open it there.
As a link – you get a link to the report that opens in your browser. This is practical if you want to share it with someone who has no Cooltix account.
An ongoing report shows your current data every time you open it, so you don't need to request it again after new sales.
Good to know
Custom reports are built and maintained by the Cooltix team. You can't edit them yourself in the admin.
If you want to change an existing custom report, for example add a new column or filter, write to [email protected] and tell us which report it is and what should change.
A report can only show data that is stored in Cooltix, such as orders, tickets, customers' answers to your questions and check-ins.
Anyone who has the link can open a report shared as a link, so only pass it on to people who should see the data.