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Configuring the Inventory Tracker Dashboard: https://help.pm.leapevent.tech/a/1071656
This handy dashboard shows, at a glance, what percentage of your house you’ve sold day-by-day and how many seats are remaining. It can be run for a single Event Instance or an entire run of a show.
These steps are recommended for Certified PatMan Admins, so put on your Admin hat and get ready to roll!
By the end of these steps, you'll set up a beautiful dashboard like this one:
1. Install the PatronManager Ticketing Add-On Reports package
If you haven't already, head over here to install the PatronManager Ticketing Add-On Reports package. It includes several other nifty reports and dashboards, so make sure to check those out as well!
For this dashboard, the package installs these three items in your PatronManager account:
- "Inventory Tracker" dashboard
- "Percent Sold by Instance" report, which provides data for the dashboard
- "Ticket Allocations w/ or w/out Price Levels and TOIs" report type, which the report above is based on
Immediately after installation, this is what the Inventory Tracker dashboard will look like. Nothing special, yet.
2. Customize the "Percent Sold by Instance" report
Before our Inventory Tracker dashboard can show us anything, we need to set up the source report to, you know, have data in it.
1. Search "percent" in the global search bar and select the "Percent Sold by Instance" report
2. Click the arrow next to the Edit button and select "Save As"
3. Give the report a new name - we recommend "[Event Name] Percent Sold By Instance" - then click "Save"
In the example below, we want to track our run of Spamalot.
4. Click "Edit"
5. Toggle to the Filters tab and click on the "Event Instance: Ticketable Event: Name" tile to edit it
6. Customize the report and edit the "Event Instance: Ticketable Event: Name" filter to point to the Ticketable Event you want to track
Need help customizing a report? Check out this article, or check out this PatronManager Certified Admin lesson on reporting.
7. Optional: re-summarize the report
The report summarizes by "Event Instance: Date", but if you have multiple performances on the same day and want each performance to display uniquely in the dashboard, remove this summary and group by "Event Instance: Name" instead.
8. Click Save!
3. Set your new report as the source for each dashboard element
Alright, the report looks good - now we just need to plug it into the dashboard elements!
1. From the global search bar, search "inventory" and click on the Inventory Tracker Dashboard
2. Click "Edit"
3. You may get a pop-up message - click "Edit"
4. Click on the pencil in the % Sold Dashboard Component
5. Clear out the Report field
6. Choose the report you made and click "Select"
7. Make sure everything is set up correctly
- Display As: Choose how to display your dashboard - in this example, we chose vertical bars
- X-Axis: Event Instance: Date or Event Instance: Name (depending on which you summarized in your report)
- You can also choose to group bars by "Ticket Allocation: Name" if that suits your needs better
- Y-Axis: Allocation Percent Sold
- Click "Update" when you're done
8. Now update the Component Data for the "Seats Remaining" element
Don't forget to select the report you made in the "Report" field.
9. Set the Y-axis to "Sum of Retail Quantity", then set the other parameters the same as you did for the "% Sold" element
10. Click "Update" when you're done
11. Click "Save" and your dashboard's all set!
4. Optional: clone the charts and/or dashboard
These two charts can be replicated for multiple events--either in one dashboard, or you can clone the entire dashboard and create a separate copy for each event. Change the name of the charts and/or title of the dashboard to reflect what data each displays.