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How to Pull a Report of Your Subscribers or Your Single Ticket Buyers: https://help.pm.leapevent.tech/a/877112
Targeting your ticket buyers in effective ways requires you to know what they have purchased and what they have not. For organizations who sell subscriptions, the subscriber status should always be factored into your mailing and email lists.
In this article, we'll walk through how to build both mailing lists and email lists for Subscribers and Single Ticket Buyers.
This article uses a lot of Cross Filters. Want a primer before you dive in? Check out this article.
First: Ask yourself, "what are you going to use the report for?"
The answer determines where you start!
- If you plan to use the report for a direct mailing, start with All Accounts report.
- If you plan to use the report for an email campaign, start with the All Contacts report.
Mailing lists
Start with an All Accounts report to get a list of Accounts, rather than a list of Contacts - this is good, since we only want to send one piece of mail to each household! We'll also use this report as a starting point because we want to report on the Account's ticketing history, which includes all Contacts in the Account.
Pull a List of Subscriber Accounts
This report will show all Accounts that have ever purchased a subscription through PatronManager.
1. Go to the Reports tab
If you don't see the Reports tab in the main tab bar, click on the App Launcher in the upper left corner of your screen to access all tabs.
2. In the global search bar, type "all Accounts" and click on the All Accounts report option
We'll use an Account-based report so we can see the cumulative ticketing history of all Contacts in an Account - as described above, this report will be great for a direct mailing list.
3. Right away, click on the arrow next to "Edit" and click "Save As"
When you click "Save As" and give the report a unique name, it will create a new report. This is important because you never want to overwrite a packaged report like the All Accounts report.
4. Fill in the following information
- Report Name: Give your report a name
- Report Unique Name: This auto-fills based on the Report Name
- Report Description: Give the report a brief description so you and your colleagues know what the report is for
- Folder: Keep this report in the Contact & Account Reports
- Click "Save"
5. Click "Edit"
6. Toggle to the Filters tab
7. Click on the Quick Action in the Filters panel and select "Add Cross Filter"
8. The Cross Filter should look like this:
- Show Me: Accounts with
- Secondary Object: Ticket Order Items (You can type "Ticket Order Items" in the Secondary Object field to find it faster)
- Click "Apply"
9. Now click the "Add Ticket Order Items Filter" lookup field below
10. Set the filter criteria:
- Add Ticket Order Items Filter: Subscription Buyer Selection Link
- Operator: not equal to
- Field: leave this blank
- Click "Apply"
11. Search for "Status" in the "Add Ticket Order Items Filter" lookup field
12. Set your filter criteria
- Operator: not equal to
- Value: Deleted
- Click "Apply"
Now you have a list of accounts with subscription items that have not been refunded or exchanged!
Don't forget to save your work!
You can click "Save" now since you've already saved as and won't risk overwriting the All Accounts template.
Not specific enough?
Here is an example of a Cross Filter you could use to find subscribers in a certain season, using the Ticketable Event (i.e. Subscription event)
- Status not equal to Deleted: This filter includes only Accounts with active - not exchanged or refunded - subscriptions.
- Ticketable Event equals 17-18 Pick Later: This filter only includes Accounts who have purchased "17-18 Pick Later" subscriptions. Make sure the name of the subscription package is exactly as it is in Event Inventory.
Pull a List of Single Ticket Buyers
This report will show Accounts that have ever purchased single tickets through PatronManager and have never subscribed.
1. Go to the Reports tab
If you don't see the Reports tab in the main tab bar, click on the App Launcher in the upper left corner of your screen to access all tabs.
2. In the global search bar, type "all accounts" and click on the All Accounts report option
We'll use an Account-based report so we can see the cumulative ticketing history of all Contacts in an Account - as described above, this report will be great for a direct mailing list.
3. Right away, click on the arrow next to "Edit" and click "Save As"
When you click "Save As" and give the report a unique name, it will create a new report. This is important because you never want to overwrite a packaged report like the All Accounts report.
4. Fill in the following details:
- Report Name: Give your report a name
- Report Unique Name: This auto-fills based on the Report Name
- Report Description: Give the report a brief description so you and your colleagues know what the report is for
- Folder: Keep this report in the Contact & Account Reports
- Click "Save"
5. Click "Edit"
6. Toggle to the Filters tab
7. Click on the Quick Action in the Filters panel and select "Add Cross Filter"
8. The Cross Filter should look like this:
- Show Me: Accounts with
- Secondary Object: Ticket Order Items (You can type "Ticket Order Items" in the Secondary Object field to find it faster)
- Click "Apply"
9. Click on the "Add Ticket Order Items Filter" lookup field
10. Search and select "Status"
11. Set your filter criteria:
- Operator: not equal to
- Value: Deleted
- Click "Apply"
12. Add another Cross Filter
13. Set the Cross Filter criteria:
- Show Me: Accounts without
- Secondary Object: Ticket Order Items
- Click "Apply"
14. Click the "Add Ticket Order Items Filter" lookup field
15. Search for "Subscription Buyer Selection Link" in the "Add Ticket Order Items Filter" lookup and select it
16. Set the filter criteria:
- Operator: not equal to
- Value field: Leave this blank
- Click "Apply"
17. Click the "Add Ticket Order Items Filter" lookup field
18. Search "status" and select it
19. Set the criteria:
- Operator: not equal to
- Value: Deleted
- Click "Apply"
Now you have a list of Accounts with active single tickets who have never subscribed
Don't forget to save your work!
You can click "Save" now since you've already saved as and won't risk overwriting the All Accounts template.
Not specific enough?
Here is an example of a couple Cross Filters you could use to find single ticket buyers in a certain season, using the Event Instance Date (i.e. the date of the performance).
- Event Instance Date greater or equal to Sep 14, 2017: This added filter displays only folks who have purchased single tickets where the Event Instance date is September 14th, 2017 or later.
- Ticketable Event equals 17-18 Pick Later: You can add similar criteria to the Accounts without Ticket Order Items cross filter to exclude folks who purchased a subscription for the current season.
Email lists
Start with the All Contacts report to get a list of Contacts and their email addresses; we'll use this report as our foundation. Also be sure to include the Contact ID field, which is necessary to use the list for Emma or MailChimp.
Pull a list of Subscriber Contacts
This report shows all Contacts who have ever purchased a subscription through PatronManager.
1. Go to the Reports tab
If you don't see the Reports tab in the main tab bar, click on the App Launcher in the upper left corner of your screen to access all tabs.
2. In the global search bar, type "all contacts" and click on the All Contacts report option
3. Right away, click on the arrow next to "Edit" and click "Save As"
When you click "Save As" and give the report a unique name, it will create a new report. This is important because you never want to overwrite a packaged report like the All Contacts report.
4. Fill in the following information
- Report Name: Give your report a name
- Report Unique Name: This auto-fills based on the Report Name
- Report Description: Give the report a brief description so you and your colleagues know what the report is for
- Folder: Keep this report in the Contact & Account Reports
- Click "Save"
5. Click "Edit"
6. Toggle to the Filters tab
7. Click on the Quick Action in the Filters panel and select "Add Cross Filter"
8. The Cross Filter should look like this:
- Show Me: Contacts with
- Secondary Object: Ticket Order Items (You can type "Ticket Order Items" in the Secondary Object field to find it faster)
- Click "Apply"
9. Now click the "Add Ticket Order Items Filter" lookup field below
10. Set the filter criteria:
- Add Ticket Order Items Filter: Subscription Buyer Selection Link
- Operator: not equal to
- Field: leave this blank
- Click "Apply"
11. Search for "Status" in the "Add Ticket Order Items Filter" lookup field
12. Set your filter criteria
- Operator: not equal to
- Value: Deleted
- Click "Apply"
13. Add an Email filter and set the criteria
- Filter field: Email
- Operator: not equal to
- Field Value: leave this blank
- Click "Apply"
14. Add one more filter - Email Status
- Filter: Email Status
- Operator: equals
- Values: Collected, Confirmed Opt-In
- Click "Apply"
15. Now, toggle back to Outline
16. Add Contact ID as the first column in the report
Now you have an email list of Contacts with subscription items that have not been refunded or exchanged!
Don't forget to save your work!
You can click "Save" now since you've already saved as and won't risk overwriting the All Contacts template.
Not specific enough?
Here is an example of a Cross Filter you could use to find subscribers in a certain season, using the Ticketable Event (i.e. Subscription event)
- Status not equal to Deleted: This filter includes only Contacts with active - not exchanged or refunded - subscriptions.
- Ticketable Event equals 17-18 Pick Later: This filter only includes Contacts who have purchased "17-18 Pick Later" subscriptions. Make sure the name of the subscription package is exactly as it is in Event Inventory.
Pull an Email List of Single Ticket Buyers
This report will show all Contacts who have ever purchased single tickets through PatronManager and have never subscribed.
1. Go to the Reports tab
If you don't see the Reports tab in the main tab bar, click on the App Launcher in the upper left corner of your screen to access all tabs.
2. In the global search bar, type "all contacts" and click on the All Contacts report
3. Right away, click on the arrow next to "Edit" and click "Save As"
When you click "Save As" and give the report a unique name, it will create a new report. This is important because you never want to overwrite a packaged report like the All Accounts report.
4. Fill in the following details:
- Report Name: Give your report a name
- Report Unique Name: This auto-fills based on the Report Name
- Report Description: Give the report a brief description so you and your colleagues know what the report is for
- Folder: Keep this report in the Contact & Account Reports
- Click "Save"
5. Click "Edit"
6. Toggle to the Filters tab
7. Click on the Quick Action in the Filters panel and select "Add Cross Filter"
8. The Cross Filter should look like this:
- Show Me: Contacts with
- Secondary Object: Ticket Order Items (You can type "Ticket Order Items" in the Secondary Object field to find it faster)
- Click "Apply"
9. Click on the "Add Ticket Order Items Filter" lookup field
10. Search and select "Status"
11. Set your filter criteria:
- Operator: not equal to
- Value: Deleted
- Click "Apply"
12. Add another Cross Filter
13. Set the Cross Filter criteria:
- Show Me: Contacts without
- Secondary Object: Ticket Order Items
- Click "Apply"
14. Click the "Add Ticket Order Items Filter" lookup field
15. Search for "Subscription Buyer Selection Link" in the "Add Ticket Order Items Filter" lookup and select it
16. Set the filter criteria:
- Operator: not equal to
- Value field: Leave this blank
- Click "Apply"
17. Click the "Add Ticket Order Items Filter" lookup field
18. Search "Status" and select it
19. Set the criteria:
- Operator: not equal to
- Value: Deleted
- Click "Apply"
20. Add an Email filter and set the criteria
- Filter field: Email
- Operator: not equal to
- Field Value: leave this blank
- Click "Apply"
21. Add one more filter - Email Status
- Filter: Email Status
- Operator: equals
- Values: Collected, Confirmed Opt-In
- Click "Apply"
22. Now, toggle back to Outline
23. Add Contact ID as the first column in the report
Now you have a list of Contacts with active single tickets who have never subscribed
Don't forget to save your work!
You can click "Save" now since you've already saved as and won't risk overwriting the All Contacts template.
Not specific enough?
Here is an example of a couple Cross Filters you could use to find single ticket buyers in a certain season, using the Event Instance Date (i.e. the date of the performance).
- Event Instance Date greater or equal to Sep 14, 2017: This added filter displays only folks who have purchased single tickets where the Event Instance date is September 14th, 2017 or later.
- Ticketable Event equals 17-18 Pick Later: You can add similar criteria to the Contacts without Ticket Order Items cross filter to exclude folks who purchased a subscription for the current season.