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How to Use the Who's Sitting in What Seat Report: https://help.pm.leapevent.tech/a/1179058
The Who's Sitting in What Seat report shows you every single available seat and where your patrons will sit for a Reserved Seating Event Instance. In this article, we'll show you how to use the report, customize it, and troubleshoot scenarios where the report isn't working as expected.
Specifically, we'll cover:
- How to run the Who's Sitting in What Seat report
- How to customize the Who's Sitting in What Seat report
- What to do if the report isn't working as expected
How to run the Who's Sitting in What Seat report
When you want to use the Who's Sitting in What Seat report, you'll run it via a link on the Event Instance. Expand the section below to walk through this process.
1. Head to the PatronTicket Hub and go to Event Inventory
2. Click the Ticketable Event you want to report on
Use the filters to find your Ticketable Event quickly. After all, few of us truly love to scroll through long lists.
3. Click on the Event Instance you'll run the report for
4. Click on the "Who's Sitting in What Seat report for this Instance" link
5. Here's the report!
- Groupings: The report is grouped at the top level but the Event Instance Name, then the Section, and then the Row
- Columns: The columns show the seat number, the first and last name of the patron sitting in that seat, and a link to the Ticket Order
How do I customize the Who's Sitting in What Seat report?
Though the Who's Sitting in What Seat report provides a wealth of information as-is, you may want to pull more Contact fields into the report - for instance, whether the patron is a VIP, a Board Member, or a major donor.
We can't customize the packaged report, but don't worry - we can build a new report with these fields and replace the packaged report with the new one. Let's learn how!
1. Click on the gear and go to Setup
2. Search for and click on Report Types
3. Click on the letter S to narrow your results, then click the Seat Instance and Event Information report type
4. Click "Clone"
5. Fill in the following information:
- Report Type Label: Seat Instances and Event Information CUSTOM
- Report Type Name: Seat_Instances_and_Event_Information_CUSTOM (auto-populates based on the Report Name Label)
- Description: More available fields than the standard "Seat Instances" report type, with custom fields
- Report Type Category: Other Reports
- Deployment Status: Deployed
- Click "Save"
6. Click "Edit Layout" in the Fields Available for Reports section
7. Click the "Add fields related via lookup" link
8. Click on the Ticket Order Item link
9. Click the "view related fields..." link next to Contact
10. Click "Select All" to check all the Contact fields, then click "OK"
11. Click "Save"
Now that we've added custom fields to our custom report type, we'll build a new report and replace the old one with it.
12. Click on the App Launcher and head to the Reports tab
13. Go to the All Report tab in the left panel - search for and click on the Who's Sitting In What Seat, w/EI ID report
14. Expand the arrow next to "Edit" and click "Delete"
15. Click "Confirm"
Not to worry! We'll rebuild this report with our custom report type in the next series of steps.
16. Click "New Report"
17. Search for and select the Seat Instance and Event Information CUSTOM report type, and click "Continue"
18. Time to rebuild the report! Add "Event Instance:Name" as your first grouping
19. Add "Section Object: Name" as the second grouping
20. Finally, add "Row Object:Name" as your third grouping
21. In the main report panel, click the following:
- Show All Seat instances
- Set the Created date filter to All Time
22. In the "Outline" tab, add your custom field(s) to the report as columns
23. Now, toggle to the filters tab
24. Search for and select Event Instance ID in the filters search bar
25. Set the criteria for your new filter:
- Operator: equals
- Value: leave this blank
- Click "Apply"
26. Search for and select Ticket Order Item: Status in the filters search bar
27. Set the criteria for your filter
- Operator: not equal to
- Value: Deleted
- Locked: Checked
- Click "Apply"
28. Click "Save"
29. Fill in the information exactly as pictured:
- Report Name: Who's Sitting In What Seat, w/EI ID
- Report Unique Name: Who_s_Sitting_In_What_Seat_w_EI_ID
- Report Description: Used for running the seating report from any given Event Instance page - with custom fields.
- Folder: PatronTicket Reports 3.0
- Click "Save"
*This is super important! If the unique name isn't
Who_s_Sitting_In_What_Seat_w_EI_IDexactly as shown, the report link on the Event Instance won't work!
30. Go back to the Event Instance you want to report on and click on the "Ticket Buyer Report" link
31. The report now includes the custom fields you added!
Like the pretty badge in the screenshot above? Learn how to make badges.
What do I do if the link isn't working as expected?
We've outlined a couple scenarios and how to resolve them below.
No report link on the Event Instance
When the Ticket-buyer report link on the Event Instance disappears, it likely means the template report was deleted. Follow the steps below to recover it.
First, let's check the Recycle Bin. The Recycle Bin keeps deleted items for 15 days before it purges those deleted records, so there's a chance the deleted report might still be in there
Currently deleted reports only show up in the Classic Recycle Bin, so we'll take a trip to the Classic interface to check for the deleted report.
1. Click on your profile icon, and then click on "Switch to Saleforce Classic"
2. Scroll down and click on the Recycle Bin icon on the the bottom left of the Classic home screen
3. Change the view to "All recycle bin"
4. If you see the report, check the box next to it and click "Undelete"
Didn't find the report? Not to worry - that version may be gone forever, but you can rebuild the report.
1. Head to the Reports tab
2. Click "New Report"
3. Search and highlight the "Seat Instances and Event Information" report type, and click "Continue"
If your organization built a custom Who's Sitting in What Seat report with custom fields, you'll select the "Seat Instances and Event Information CUSTOM" report type.
4. Time to rebuild the report! Add "Event Instance:Name" as your first grouping
5. Add "Section Object: Name" as the second grouping
6. Finally, add "Row Object:Name" as your third grouping
7. In the main report panel, click the following:
- Show All Seat instances
- Set the Created date filter to All Time
8. Now, toggle to the filters tab
9. Search for and select Event Instance ID in the filters search bar
10. Set the criteria for your new filter:
- Operator: equals
- Value: leave this blank
- Click "Apply"
11. Search for and select Ticket Order Item: Status in the filters search bar
12. Set the criteria for your new filter:
- Operator: not equal to
- Value: Deleted
- Locked: checked
- Click Apply
13. Click "Save"
14. Fill in the information exactly as pictured:
- Report Name: Who's Sitting In What Seat, w/EI ID
- Report Unique Name: Who_s_Sitting_In_What_Seat_w_EI_ID
- Report Description: Used for running the seating report from any given Event Instance page.
- Folder: PatronTicket Reports 3.0
- Click "Save"
This is super important! If the unique name isn't
Who_s_Sitting_In_What_Seat_w_EI_IDexactly as shown, the report link on the Event Instance won't work!
5. Go back to the Event Instance you want to report on - the link is back!
The report returns no results
If you click on the Who's Sitting in What Seat report link on the Event Instance and the report returns zero results, certain filters might be locked. To resolve this issue, unlock the report filters.
