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Event Reporting: Tables and Excel Exports for Admin Data

Report on event data on Seaty: interactive sortable tables, Excel exports, customisable columns, and Gift Aid, donation, and attendance reports for admins.
Reporting page showing available reportsReporting page showing available reports

Overview

Seaty provides comprehensive reporting tools to help you understand your event data and fulfil administrative requirements.

At its simplest, reporting answers one question: What happened with my event, and how can I get the data I need?

Who uses this: Event administrators with Export Data permission, or Organisation Export Data permission for organisation-level reports.

Key capabilities:

  • View data in interactive, sortable tables with real-time search
  • Export any report as a properly formatted Excel spreadsheet
  • Customise which columns appear and save your preferences
  • Filter data to focus on exactly what you need
  • Access event-level or organisation-wide consolidated reports

How It Works

At a glance: Browse available reports, explore data interactively, then export exactly what you need.

1. Choose your report

Search or browse through available reports organised by category. Event-level reports cover individual events, whilst organisation-level reports consolidate data across all your events.

2. Explore interactively

View your data in a sortable, filterable table. Search across all columns, sort by any field, and filter to show only specific values. Your preferences are saved automatically.

3. Customise your view

Show or hide columns to focus on the data you need. Changes affect both on-screen viewing and exports.

4. Export when ready

Download an Excel spreadsheet with your current filters, sorts, and column selections applied. The file includes proper formatting with UK dates and currency symbols.

Think of it this way:

  • Event-level reports give you detailed data about one specific event
  • Organisation-level reports consolidate patterns across all your events
  • Interactive viewing helps you explore and filter before exporting
  • Excel exports give you the data in a format ready for other systems

Event-Level Reports

Sales & Orders

Tickets Individual ticket-level breakdown showing:

  • Seat assignments and ticket categories
  • Prices paid and attendee information
  • Order numbers and barcode values for scanning
  • Perfect for door lists and seating charts

Orders Order-level financial summary including:

  • Face values and discount amounts
  • Donation add-ons and payment fees
  • User notes and admin notes
  • Referral source tracking for marketing analysis

Merchandise Non-ticket merchandise sales showing:

  • Item names and merchandise categories
  • Prices paid and purchaser details
  • Order numbers and barcode values
  • Essential for merchandise inventory tracking

Requests Complete ticket request workflow tracking:

  • Submission and approval dates
  • Approval/refusal status with reasons
  • Linked order numbers when approved
  • Requested quantities and face values

Cancellations Cancelled ticket audit trail showing:

  • Original order and cancellation dates
  • Staff member who processed cancellation
  • Affected tickets with categories and prices
  • Cancellation reasons for record-keeping

Financial

Payments Complete payment transaction log including:

  • Online payments and refunds to card
  • Balance payments and payment methods
  • Absorbed payment fees
  • Staff who processed each transaction
  • Essential for financial reconciliation

Donations Gift Aid declarations with HMRC-compliant data:

  • Donor full name and complete postal address
  • Donation amounts and Gift Aid status
  • Calculated 25% claimable amounts
  • Declaration dates for submission

Discount codes Discount code redemption tracking:

  • Which orders used which codes
  • Discount amounts applied
  • Order dates and redemption patterns
  • Campaign effectiveness analysis

Box office collection Orders awaiting pickup showing:

  • Event dates and order numbers
  • Customer email addresses
  • Ticket quantities for collection
  • Useful for front-of-house preparation

Customer Data

Guest list Attendee summary grouped by person:

  • Name, email, and event date attendance
  • Ticket counts and total spend per guest
  • Grouped by each event date attending
  • Perfect for VIP management and welcomes

Question responses Custom event question responses:

  • Organised by order, category, and seat
  • Dynamic columns for each question
  • Order-level and ticket-level answers
  • Essential for dietary requirements, sizes, etc.

Email preferences GDPR-compliant contact list showing:

  • Current marketing email opt-in status
  • Survey email preferences
  • Based on order-level consent
  • Organisation-wide preference tracking

Operations

Ticket scans Entry scan audit log showing:

  • When each ticket was scanned
  • Staff member or device who scanned
  • Ticket details and face values
  • Attendee count per ticket

Attendance Check-in and check-out tracking:

  • Attendee check-in/out timestamps
  • Staff who processed each action
  • Duration on-site calculations
  • Current presence status
  • Essential for safeguarding and capacity management

Ticket swaps Granular date change tracking:

  • Individual seat swaps between dates
  • From/to event dates and seat assignments
  • Staff who processed swaps
  • Attendee details and inventory impact

Order transfers Ownership transfer audit trail:

  • When orders transferred between customers
  • Original and new email addresses
  • Staff who processed transfers
  • Transfer notes for dispute resolution

Ticket locks Admin-locked seat management:

  • Staff member who locked each seat
  • Lock date and seat categories
  • Seat locations and categories
  • Inventory hold management

Email activity Complete email delivery tracking:

  • All sent emails with delivery status
  • Bounce events and error reasons
  • Open rates and click activity
  • Order confirmations, mailshots, and notifications

Organisation-Level Reports

Financial

Withdrawals Complete withdrawal history across all events:

  • Request dates and amounts
  • Bank details and approval status
  • Processing times
  • Rejection reasons and audit trail

Donations Consolidated Gift Aid claims across events:

  • Donor details with HMRC-compliant addresses
  • Complete postal addresses for submissions
  • Donation amounts and 25% claimable values
  • Ready for Gift Aid claim submission

Adjustments

Cancellations Cancelled ticket audit across all events:

  • Original order and cancellation dates
  • Staff member processing cancellations
  • Affected tickets with prices
  • Cancellation reasons and patterns

Customer Data

Guest loyalty Customer relationship analysis:

  • Grouped by email showing lifetime value
  • Events attended and total spending
  • Average order value calculations
  • First and last purchase dates
  • Days since last order
  • Perfect for retention and loyalty programmes

Email preferences Organisation-wide contact preferences:

  • GDPR-compliant opt-in status
  • Marketing and survey consent
  • Across all events in organisation
  • Organisation preference tracking

Membership

Members (if memberships enabled) Complete member database showing:

  • Member types and contact details
  • Lifetime order history
  • Total spending and ticket counts
  • Last activity dates
  • Member engagement tracking

Export Format

All reports export to Excel (.xlsx) format with:

  • Proper Formatting: Currency symbols, dates in UK format (DD/MM/YYYY)
  • Column Widths: Automatically sized for content
  • Clean Headers: Descriptive column names
  • Filtered Data: Only rows matching your current filters
  • Selected Columns: Only columns you've chosen to display
  • Filename Convention: {EventName}_{ReportTitle}_{Date}.xlsx

The Excel files work seamlessly with Microsoft Excel, Google Sheets, Apple Numbers, and other spreadsheet applications.

Interactive Report Features

Sorting

Click column headers to sort data:

  • Single Column: Click once for ascending, twice for descending
  • Multi-Column: Hold Shift and click additional columns for multi-level sorting
  • Numeric Intelligence: Numbers sort numerically, not alphabetically
  • Date Awareness: Dates sort chronologically
  • Alphanumeric Sorting: Seat numbers like "A1", "A2", "A10" sort correctly

Sort preferences are saved per report, so your preferred order persists between sessions.

Filtering

Each column can be filtered to show only specific values:

  1. Click the filter icon in any column header
  2. Select which values to include
  3. Click outside to apply the filter
  4. Multiple columns can be filtered simultaneously
  5. Active filters show a highlighted filter icon

Use Select all to quickly include all values, or Clear to remove the filter.

Column Management

Customise which columns appear in your report:

  1. Click the Columns button in the toolbar
  2. Check/uncheck columns to show/hide them
  3. Use Show all or Hide all for bulk changes
  4. The footer shows how many columns are visible

Your column choices are saved per report and persist between sessions.

The search box finds matches across all visible columns:

  • Searches all columns simultaneously
  • Matches partial text (e.g., "Smith" finds "John Smith")
  • Works with visible filters applied
  • Case-insensitive matching
  • Highlights matching text in results

The row count updates to show how many rows match your search.

Reset Report

Click Reset to restore all default settings:

  • Shows all columns
  • Clears all filters
  • Removes sorting
  • Clears search query

This gives you a fresh view of the complete dataset.

Chart Visualisations

Some reports include interactive charts for visual analysis:

  • Click Table to view data in spreadsheet format
  • Click Charts to see visual representations
  • Charts respect your filters and search criteria
  • Use charts to spot trends and patterns quickly

Charts are automatically configured based on the report type.

Working with Exported Data

Opening Excel Files

After downloading:

  1. The file saves to your default Downloads folder
  2. Open with Excel, Google Sheets, or any spreadsheet app
  3. All formatting is preserved
  4. Currency shows as £ (GBP)
  5. Dates use UK format (DD/MM/YYYY)

Common Uses

Attendee Lists:

  • Print door lists for front-of-house staff
  • Create name badges or table cards
  • Share with catering for headcount

Financial Reports:

  • Import into accounting software
  • Reconcile with bank statements
  • Prepare Gift Aid claims for HMRC
  • Track discount code effectiveness

Analysis:

  • Create pivot tables for trends
  • Build custom charts and graphs
  • Compare with previous events
  • Identify top customers

Record Keeping:

  • Archive for compliance requirements
  • Maintain historical records
  • Provide to accountants at year-end

Search and Discovery

The report browser includes a powerful search:

  • Search by report name (e.g., "tickets", "payments")
  • Search by description keywords (e.g., "gift aid", "barcode")
  • Matching text is highlighted in results
  • Counter shows how many reports match

This helps you quickly find the exact report you need among dozens of options.

Performance and Loading

Reports are generated on-demand:

  • Small reports (< 1,000 rows): Load in 1-2 seconds
  • Large reports (1,000-10,000 rows): Load in 2-5 seconds
  • Very large reports (> 10,000 rows): May take 5-10 seconds

The loading spinner shows progress. Once loaded, all interactions (sorting, filtering, searching) happen instantly in your browser.

Data Privacy and GDPR

The reporting system respects data protection regulations:

  • Only shows data for events/organisations you have permission to access
  • Email preferences reports reflect current opt-in status
  • Personal data exports should be handled according to your organisation's data policy
  • Reports include only necessary data for legitimate business purposes

Tips for Best Results

Finding Specific Data:

  • Use the search box for quick lookups
  • Apply column filters to narrow results
  • Sort to bring important rows to the top

Large Datasets:

  • Hide unnecessary columns before exporting
  • Apply filters to export only relevant rows
  • Use organisation-level reports for cross-event analysis

Regular Exports:

  • Download financial reports monthly for accounting
  • Export attendee lists a few days before each event
  • Archive historical data for compliance

Sharing with Others:

  • Excel files are perfect for emailing to colleagues
  • No special software needed to open exports
  • Data is ready for import into other systems

Common Questions

Exporting Data

Can I export to formats other than Excel? Currently, all reports export to Excel (.xlsx) format. This format works with Microsoft Excel, Google Sheets, Apple Numbers, and most spreadsheet applications.

Do filters affect what gets exported? Yes. The export includes only the rows and columns currently visible in your view. Apply filters before exporting to get exactly the data you need.

Are my column and filter preferences saved? Yes. Your preferences for each report (visible columns, sort order, filters) are saved automatically and persist between sessions.

Finding Data

How do I search across multiple columns? The search box searches all visible columns simultaneously. Type any text to find matches anywhere in the data.

Can I sort by multiple columns? Yes. Hold Shift whilst clicking column headers to add secondary sort criteria. This is useful for sorting by date within each category, for example.

Why does sorting seat numbers work correctly (A1, A2, A10 not A1, A10, A2)? The system uses alphanumeric sorting for seat numbers and similar fields, ensuring numbers sort numerically within their text prefix.

Gift Aid and HMRC

Which report should I use for Gift Aid claims? The Donations report includes all HMRC-required fields: donor full name, complete postal address, donation amount, and calculated 25% Gift Aid claimable value.

Is the address format correct for HMRC submissions? Yes. Donation reports include complete postal addresses formatted for HMRC Gift Aid claim submissions.

Permissions

What permission do I need to access reports? Event-level reports require the Export Data permission. Organisation-level reports require the Organisation Export Data permission.