Passport Program Reports (Event Organizer)

This article is designed for Event Organizers that are operating a CellarPass-powered passport program. We recommend you read this to better understand reporting and the data captured.

This article covers the different reports you, as an Event Organizer of a Passport Program has access to, which are completely different from what your participating businesses has access to. See Check-In Report- Passports Article

We recommend ALL Passport programs be setup to use the Post Capture data acquisition model. Doing so will provide you a clear difference (and unique information) between a Ticketbuyer, Ticketholder and Attendee.

CELLARPASS TICKETING TERMINOLOGY

TICKET BUYER is the person who buys the passport, but doesn't have to be a Ticket holder or Attendee.

TICKET HOLDER DOESN'T have to be a Ticket buyer (someone "gifts" them a Ticket and DOESN'T necessarily mean they are also an Attendee. This is because a Ticket holder doesn't become an Attendee until they are actually checked into the system using one of our electronic means of marking them as checked in.

ATTENDEE doesn't have to be a Ticket buyer, but DOES need to be a Ticket holder. An Attendee until they are actually checked into the system using one of our electronic means of marking them as checked in. For this report to be accurate your event MUST use either the CellarPass Guest Link Check-in App, or our responsive check-in interface.

AVAILABLE REPORTS

We have made several reports available to you. Some are exportable to be used for marketing or outreach purposes.

1. TICKET BUYERS

If you want to see the Ticket Buyers, the best place to go is:

1. Go to the Event Dashboard- Tix, selecting "Events" from the left-hand navigational menu.

2. Click the "Sales Report" icon (looks like a graph) for the Passport event.

3. The first tab is "Order Summary" which will be pertaint to providing information about the Ticketbuyer such as First Name and Last Name will be displayed here, plus:

• OrderID
• Order Total
• Order Date/Time
• Qty of Tickets (Passport) purchased
• Number of Tickets "Available". These are the number of Uninvited or Unregistered Tickets.
• Number of Tickets "Invited". These are the number of Tickets that have been sent as Invitations to Register.
• Number of Tickets "Registered". These are the number of Registered Tickets.

2. TICKET HOLDERS

If you want to view actual Ticketholders (not Attendees), you'll want to select the "Registered" tab. This will provide the following data:

• OrderID
• Order Date/Time
• Ticket Level
• Ticketholder First Name and Last Name
• Ticketbuyer
• Delivery Method (Will Call Location or Self Print)

3. ATTENDEES (TOTAL NUMBER OF CHECK-INS BY LOCATION)

This report is designed to provide you simple, total number of Check-ins listed by Location (Participating Businesses). Think of this as more of a Ranking report to show the location with the most check-ins listed first, and the least shown at the bottom.

the proper location to find the Ticketholders that were actually checked-In (Attended the Event) is available in a different location in the backoffice.

1. Go to the Event Dashboard- Tix, selecting "Events" from the left-hand navigational menu.

2. Click the "Event Dashboard" icon (looks like a gas guage) for the Passport event.

3. In the Event Dashboard, click the "Checked In tab.

4. Locate the "View Attendees"

This report is not exportable, but you could use your cursor and highlight all the data, copy and paste it into Excel.

4. ATTENDEES (CHECK-IN TIMELINE)

This report is designed to show all the Ticketholder Check-ins for the Event in a timeline format. So you will see all the Check-ins in the order in which they were done. This is an exportable format and is only available the Event Organizer- participating businesses only have access to their own Check-ins.

1. To locate this report, select Export from the left-hand navigational menu.
2. Select the "Export Attendees- Tix" from the dropdown menu.
3. Select the Passport Event from the dropdown menu.
4. Click "Export Attendees" button.
5. This will generate the Export file and download it.
6. You can then open this file in Microsoft Excel.

This Excel file will include the following fields, containing any of the available Ticketholder's information. 

Please note, the less information you require for the Post Capture (registration process), the less information that will be available in the export.

• Email Address
• Last Name
• First Name
• Address 1
• Address 2
• City
• State
•  Zip Code
• Home Phone
• Account Type (if applicable)
• Date Checked In (Date, Time)
• Location (Participating Business Name)
• TicketID

5. TICKET HOLDER POST DATA CAPTURE (WHEN ENABLED)

If you elected to require Ticket Holders to capture, activate or register a Ticket, you can require demographic information to be captured as well as custom questions. This Post Capture data can then be exported into Microsoft Excel. Learn More

6. ATTENDEE LEADERBOARD

This report is designed to showcase the participating businesses based on total check-in activity. You can also re-sort the data to be displayed in alphabetical order based on the property name.

1. To locate this report,select the Reports link in the left-hand main menu.
2. Select the Passport Events from the submenu.
3. Then select the Attendee Leaderboard link.
4. Lastly, select the Passport event from the dropdown menu and click Run Report.