Use this link to share with your colleagues:
How to Create an Allocation Alerts Report: https://help.pm.leapevent.tech/a/1690796
Have you ever wanted to receive an alert when the number of tickets in a particular allocation drops below a certain level? If so, the Allocation Alerts Report is what you're looking for!
In this article, we'll show you:
- How to create the Allocation Alerts Report
- How to receive the alert
At the end of this article, we'll cover some Frequently Asked Questions (FAQs).
Before creating the Allocation Alerts Report, we recommend becoming familiar with Basic Reporting Customizations, if you aren't already.
How to create the Allocation Alerts Report
Before we can receive alerts, we need to create the report that will trigger those alerts. Let's start building our Allocation Alerts Report!
1. From the Reports tab, click New Report
2. Click into the All Category
3. Search for and select "Ticket Allocations with Ticket Price Levels"
4. Click Start Report
5. In the Filters panel, adjust the pre-set filters
Make sure they're set to:
- Show Me: All ticket allocations
- Ticket Allocation: Created Date: All Time
6. In the Outline panel, add row groupings
While you can group your report in whatever way you see fit, we recommend adding the following row groupings:
- Event Instance
- Ticket Allocation: Name
7. Add Retail Quantity as a column
8. Optionally, remove Ticket Price Level: Name
Price Level Names will appear in your report by default. If you don't need to see these, you can remove them from your report.
9. Optionally, add any other filters you'd like in the Filters panel
You can further add filters, if you wish. We won't add any additional filters in our report here, but here are some that others have found useful to add, and why:
- Ticketable Event Name equals [EXACT NAME OF YOUR TICKETABLE EVENT], which is useful if you only need to see how many tickets are available in Ticket Allocations for a specific event
- Retail Quantity less than [MINIMUM AMOUNT OF TICKETS YOU WANT TO SEE], which is useful if you only want to see Ticket Allocations here that are under your threshold
- Ticket Allocation name equals [EXACT NAME OF YOUR TICKET ALLOCATION], which is useful if you only care about specific Ticket Allocations
10. Click Save & Run
11. Fill in report details, then click Save
- Report Name: Give your report a name
-
Report Description: Describe what this report is used for to help your colleagues
- Pro-Tip: We recommend adding your initials at the end of the Report Description!
- Folder: Optionally, select a folder to save this report in
- Save
How to receive alerts based on the Allocation Alerts Report
Once you've gotten your Allocation Alerts Report set up, you can receive alerts when the Retail Quantity of a Ticket Allocation reaches your threshold by subscribing to the report.
Frequently Asked Questions (FAQs)
Creating the Allocation Alerts Report and subscribing to it will only alert you that a Ticket Allocation has met your criteria.
So if you'd like to reallocate seats based on the information you receive, you'll need to take those steps separately to make any adjustments or changes.
If you'd like to adjust pricing based on demand, also known as Dynamic Pricing, our Dynamic Pricing partner, Vatic, will be your best bet to implement this.