Use this link to share with your colleagues:
How to Use the Door List Report: https://help.pm.leapevent.tech/a/1507556
The Door List report gives you a list of attendees for your performances without seating information, making it great for General Admission events. 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 Door List report
- How to customize the Door List report
- What to do if the report isn't working as expected
How to run the Door List report
When you want to use the Door List report, you'll run it via a link on the Event Instance.
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 "Door List report for this Instance" link
5. Here's the report!
- Groupings: The report is grouped by the Event Instance Name
- Columns: The columns show the Ticket Order, Ticket Order Item (individual tickets), the First and Last Name of the patron, Quantity, Payment Method, Order Status, and any Comments from the Ticket Order
How do I customize the Door List report?
Though the Door List report provides a wealth of information as-is, you may want to pull more Contact fields into the report than are available in this packaged report. For instance, you may want to include 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!
If the field you want to add to your Door List already exists on the packaged report, like Delivery Method or Contact Email, you can add those fields as columns to your packaged report.
1. Click on the gear and go to Setup
2. Search for and click on Report Types
3. Click on the letter T to narrow your results, then click the TOs with TOIs and Event Instance Info report type
4. Click "Clone"
5. Fill in the following information:
- Report Type Label: TOs with TOIs and Event Instance Info CUSTOM
- Report Type Name: TOs_with_TOIs_and_Event_Instance_Info_CUSTOM (auto-populates based on the Report Name Label)
- Description: More available fields than the standard "TOs with TOIs and Event Instance Info" 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 Contact link
9. Click "Select All" to check all the Contact fields, then click "OK"
10. 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.
11. Click on the App Launcher and head to the Reports tab
12. Go to the All Report tab in the left panel - search for and click on the Door List Template, w/EI ID report
13. Expand the arrow next to "Edit" and click "Delete"
14. Click "Confirm"
Not to worry! We'll rebuild this report with our custom report type in the next series of steps.
15. Click "New Report"
16. Search for and select the TOs with TOIs and Event Instance Info CUSTOM report type, and click "Continue"
17. Time to rebuild the report! Add "Event Instance: Name" as your grouping
18. Stay in the Outline pane and set your columns up
In order, these should be:
- Ticket Order Name
- Ticket Order Item Name
- First Name
- Last Name
- # Quantity
- Payment Method
- Order Status
- Comments
19. Add your custom field(s) to the report as columns
Here's we're adding our custom Superhero Badge field.
20. In the Filters pane, set your filters to:
- Show Me All ticket orders
- Created Date All Time
21. Search for and select Event Instance: ID in the filters search bar
22. Set the criteria for your new filter:
- Operator: equals
- Value: leave this blank
- Click "Apply"
23. Search for and select Status under Ticket Order Items in the filters search bar
24. Set the criteria for your filter:
- Operator: not equal to
- Value: Deleted
- Locked: Checked
- Click "Apply"
25. Click "Save"
26. Fill in the information exactly as pictured:
- Report Name: Door List Template, w/EI ID
- Report Unique Name: Door_List_Template_with_EI_ID
- Report Description: Used for running the door list from any given Event Instance page - with custom fields.
- Folder: PatronTicket Reports 3.0
- Click "Save"
If the unique name isn't
Door_List_Template_with_EI_IDexactly as shown, the report link on the Event Instance won't work!
27. Go back to the Event Instance you want to report on and click on the "Ticket Buyer Report" link
28. The report now includes the custom fields you added!
Like the pretty badge in the screenshot above? Learn how to make badges here.
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. You can recover it from the Recycle Bin!
The Recycle Bin keeps deleted items for 15 days before it purges those deleted records. If the report was deleted more than 15 days ago, you'll need to rebuild the report.
Didn't find the report? Not to worry - that version may be gone forever, but you can rebuild the report.
1. Click "Switch to Lightning Experience"
Want a video demo? See our full instructions on switching between Lightning and Classic.
2. Head to the Reports tab
3. Click "New Report"
4. Search and select the "TOs with TOIs and Event Instance Info" report type, and click "Continue"
If your organization built a custom "TOs with TOIs and Event Instance Info" report with custom fields, you'll select the "TOs with TOIs and Event Instance Info CUSTOM" report type.
5. Time to rebuild the report! Add "Event Instance: Name" as your grouping
6. Stay in the Outline pane and set your columns up
In order, these should be:
- Ticket Order Name
- Ticket Order Item Name
- First Name
- Last Name
- # Quantity
- Payment Method
- Order Status
- Comments
7. In the Filters pane, set your filters to:
- Show Me All ticket orders
- Created Date All Time
8. Search for and select Event Instance: ID in the filters search bar
9. Set the criteria for your new filter:
- Operator: equals
- Value: leave this blank
- Click "Apply"
10. Search for and select Status in the filters search bar
Make sure it's the one under Ticket Order Items!
11. Set the criteria for your new filter:
- Operator: not equal to
- Value: Deleted
- Locked: checked
- Click "Apply"
12. Click "Save"
13. Search for and select "Status" under Ticket Order Items in the filters search bar
14. Fill in the information exactly as pictured:
- Report Name: Door List Template, w/EI ID
- Report Unique Name: Door_List_Template_with_EI_ID
- Report Description: Used for running the door list from any given Event Instance page - with custom fields.
- Folder: PatronTicket Reports 3.0
- Click "Save
If the unique name isn't
Door_List_Template_with_EI_IDexactly as shown, the report link on the Event Instance won't work!
15. 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 Door List report link on the Event Instance and the report returns zero results, certain filters might be locked. To resolve this issue, head over to our Help article about how to unlock report filters.