Reporting & Data

Export comprehensive data and reports covering all events in your organisation

Overview

Organisation-level reporting consolidates data across all events in your organisation, providing a complete view of your activity, finances, and customer relationships.

At its simplest, organisation reporting answers one question: What patterns and insights emerge across my entire event portfolio?

Who uses this: Organisation administrators with Reporting permission.

Key capabilities:

Analyse customer loyalty across multiple events
Prepare consolidated financial reports for accounting
Submit Gift Aid claims covering all events
Identify cross-event attendance patterns
Export organisation-wide contact lists for marketing

How It Works

At a glance: Choose a report type, view interactive data across all your events, filter and customise columns, then export to Excel.

1. Select a report

Navigate to Reporting & Data in your organisation menu and choose from financial, adjustment, customer, or membership reports. Each report type aggregates different data across your entire event portfolio.

2. View and explore data

The interactive table displays live data from all your events. Use sorting, filtering, and search to find exactly what you need. All interactions happen instantly in your browser.

3. Customise your view

Show or hide columns, apply filters to narrow results, and sort by any column. Your customisations persist for future visits and apply to your export.

4. Export to Excel

Download your filtered, sorted data as a professionally formatted Excel file with UK currency and date formatting.

Think of it this way:

Organisation Reports show data from ALL events in your organisation

Event Reports show data from ONE specific event only

Guest Loyalty reveals patterns that only exist when viewing across events

For example, the organisation-level "Guest loyalty" report shows customers who have attended multiple events across your portfolio, while event-level reports only show data for that single event.

Available Organisation-Level Reports

Financial

Withdrawals Complete withdrawal history across all events including:

Request dates and withdrawal amounts
Bank account details
Approval status and processing times
Rejection reasons where applicable
Audit trail for financial reconciliation

This report consolidates all withdrawal requests made across any event in your organisation, making it ideal for reviewing your organisation's complete financial activity with Seaty.

Donations Consolidated Gift Aid claims across all events showing:

Donor full names and email addresses
Complete postal addresses for HMRC submissions
Donation amounts from all events
Calculated 25% Gift Aid claimable amounts
Declaration dates and Gift Aid status

Use this report to prepare HMRC Gift Aid claims covering donations made across your entire event portfolio. The report includes all required HMRC fields including complete postal addresses.

Adjustments

Cancellations Cancelled ticket audit trail across all events showing:

Original order date and cancellation date
Event tag to identify which event
Staff member who processed cancellation
Affected tickets with categories and prices
Cancellation reasons for analysis

This organisation-wide view helps identify cancellation patterns across your portfolio and provides a complete audit trail for refunded tickets.

Customer Data

Guest loyalty Customer relationship analysis grouped by email showing:

Events attended across your organisation
Total orders and spending (lifetime value)
Average order value calculations
First and last purchase dates
Days since last order
Perfect for retention and loyalty programmes

This powerful report reveals your most valuable customers across all events. Use it to identify:

Repeat customers who attend multiple events
High-value customers for VIP treatment
Lapsed customers for re-engagement campaigns
Cross-event attendance patterns

Email preferences GDPR-compliant list of attendees across all events showing:

Current marketing email opt-in status
Survey email preferences
Email addresses and customer names
Organisation-wide consent tracking

This consolidated contact list includes customers from all events in your organisation who have opted in to marketing communications. Use it for organisation-wide mailshots and newsletters.

Membership

Members (if memberships enabled) Complete member database showing:

Member types and contact details
Lifetime order history across all events
Total spending and ticket counts
Last activity dates
Member engagement metrics

Track member activity across your entire organisation, including purchases made at any event. Essential for member relationship management and understanding member value.

How Organisation Reports Work

Data Scope

Organisation reports include:

All events in your organisation (past, present, and future)
All event dates across all events
Consolidated customer data across events
Portfolio-level financial totals

Organisation reports exclude:

Events from other organisations
Deleted or archived events (depending on report type)

Interactive Features

All organisation reports support the same interactive features as event reports:

Sorting: Click column headers to sort data. Shift+click for multi-column sorting.

Filtering: Click filter icons in column headers to show only specific values. Multiple columns can be filtered simultaneously.

Column Management: Choose which columns to display using the "Columns" button. Hidden columns are excluded from Excel exports. Why exclude hidden columns? This ensures your export matches exactly what you see on screen.

Search: The search box finds matches across all visible columns in real-time.

Reset: Restore default view with all columns visible and no filters applied.

Export Formats

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

Proper UK currency formatting (£)
Dates in DD/MM/YYYY format
Auto-sized column widths
Clean, professional headers
Filtered data matching your current view

Filename Convention: {OrganisationName}_{ReportTitle}_{Date}.xlsx

Example: Royal_Theatre_Guest_Loyalty_2025-01-05.xlsx

Quick Export vs Detailed Reports

Seaty provides two ways to export organisation data:

The "Export organisation data" button in the organisation menu footer provides:

Instant Excel download with 4 pre-configured sheets:
- Orders (all orders across all events)
- Cancellations (cancelled tickets)
- Marketing (email opt-ins)
- Survey (survey consent)
No configuration needed
Fast export for common needs
Fixed column layout

Detailed Reports (Reporting & Data Section)

The Reporting & Data section provides:

Interactive table view before exporting
Customisable columns and filters
Sort and search capabilities
Chart visualisations (where available)
Export exactly what you see
More report types and detail levels

When to use each:

Quick Export: Fast download of common data sheets, no preview needed
Detailed Reports: Need to filter, sort, or customise before exporting

Common Use Cases

Prepare Gift Aid Claims

Open "Donations" report
Filter to include only declared donations
Verify postal addresses are complete
Export to Excel
Submit to HMRC with required documentation

The report includes all HMRC-required fields and calculates the 25% claimable amount automatically.

Identify Loyal Customers

Open "Guest loyalty" report
Sort by total spending (descending)
Filter to customers who attended 3+ events
Export top customers for VIP programme

This reveals your most valuable customers across your entire event portfolio.

Organisation Marketing Campaign

Open "Email preferences" report
Filter to marketing opt-ins only
Export contact list with names and emails
Import into your email marketing platform

Why use this report for marketing? It ensures GDPR compliance by only including customers who have opted in to marketing communications.

Financial Reconciliation

Open "Withdrawals" report
Filter by date range (e.g., financial year)
Review total withdrawn amounts
Export for accounting records

This provides a complete audit trail of funds withdrawn from Seaty across all events.

Analyse Cancellation Patterns

Open "Cancellations" report
Group by event tag to compare events
Review cancellation reasons
Identify events with high cancellation rates

Use this to spot problematic events or understand seasonal patterns.

Permission Requirements

To access organisation-level Reporting & Data, you need:

Permission: Organisation Reporting Level: Organisation-level permission

Difference from Event Reporting

Understanding when to use organisation vs event reports:

Aspect	Organisation Reports	Event Reports
Scope	All events in organisation	Single event only
Use case	Portfolio analysis	Event-specific details
Customer view	Lifetime across events	Single event attendance
Financial view	Consolidated totals	Per-event breakdown
Example	Total customer spending across 10 events	Tickets sold for Christmas show

Example Scenario: You want to know who attended both your Summer Concert and Christmas Show.

Event Report: Can only show attendees of one event
Organisation Report: "Guest loyalty" shows customers who attended multiple events

Performance and Loading

Organisation reports may take longer to load than event reports because they process data across all events. Why the wait? The system must combine data from every event in your portfolio to produce accurate consolidated figures.

Small organisations (< 10 events, < 1,000 orders): Load in 2-5 seconds
Medium organisations (10-50 events, 1,000-10,000 orders): Load in 5-10 seconds
Large organisations (50+ events, > 10,000 orders): May take 10-20 seconds

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

Organisation reports contain personal data across multiple events:

Only accessible to users with appropriate permissions
Email preference reports reflect current opt-in status
Export files should be handled according to your organisation's data policy
Customer data spans multiple events, increasing sensitivity
Consider data retention requirements when exporting historical data

Tips for Best Results

Finding Specific Customers:

Use the search box to find customers by name or email
Filter by event tag to see activity at specific events
Sort by spending to identify high-value customers

Large Datasets:

Hide unnecessary columns before exporting
Apply event tag filters to narrow results
Use date range filters where available
Export regularly rather than storing large local files

Cross-Event Analysis:

Use "Guest loyalty" to identify repeat customers
Compare withdrawal history across fiscal periods
Review cancellation patterns by event type
Track member engagement across all events

Financial Reporting:

Export withdrawals monthly for accounting
Prepare Gift Aid claims quarterly or annually
Track lifetime customer value for marketing ROI
Reconcile organisation-level totals with event summaries

Summary: Organisation-level financial overview
Feed: Real-time activity stream across all events
Attendees: Organisation-wide customer list
Statements: Fee statements and reconciliation
Compare Events: Side-by-side event performance analysis

Common Questions

Report Scope

Can I see data from just one event in organisation reports? No. Organisation reports always include all events. Use event-level reports if you need data from a single event only.

Are deleted events included in reports? It depends on the report type. Most reports exclude deleted events, but some audit reports may retain historical data.

How current is the data? Reports show live data, so you always see the most current information when you load a report.

Exports

Can I export filtered data? Yes. Whatever you see on screen (after filtering, sorting, and hiding columns) is exactly what exports to Excel.

What format are exports? All exports are Excel (.xlsx) files with UK currency formatting and DD/MM/YYYY dates.

Why are some columns missing from my export? Hidden columns are excluded from exports. Use the Columns button to show any columns you need.

Performance

Why do reports take time to load? Organisation reports process data across all your events. Larger organisations with more events and orders take longer to load. Once loaded, all interactions happen instantly.

Can I speed up large reports? Use filters to narrow your results, and hide columns you do not need. This reduces processing time.

Privacy

Who can access organisation reports? Only users with the Organisation Reporting permission can access these reports.

How should I handle exported data? Follow your organisation's data protection policy. Exports contain personal data spanning multiple events, so handle them with appropriate care.