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Organisation Summary: Sales and Revenue Across All Events

Monitor your Seaty organisation summary: aggregated ticket sales, combined revenue from tickets and merchandise, and portfolio-level performance metrics.

Overview

The Organisation Summary provides a consolidated view of your entire event portfolio's performance. Access it from your organisation's admin menu under "Analytics & Finance".

At its simplest, the Organisation Summary answers one question: How is my organisation performing across all events combined?

Who uses this: Organisation administrators and staff with the Organisation Summary permission.

Key capabilities:

  • View total tickets sold across all events
  • Track combined revenue from tickets and merchandise
  • Switch between active-only and all-time views
  • Monitor portfolio-level performance at a glance

How It Works

At a glance: Open the Organisation Summary, choose whether to include inactive events, and view your combined totals across all events.

1. Access the Summary

Navigate to your organisation's admin menu and select "Summary" under "Analytics & Finance". The dashboard loads with your aggregated data.

2. Choose Your View

Decide whether you want to see active events only (current performance) or include all events (historical performance). Toggle the "Include Inactive Events" button to switch between views.

3. Review Your Totals

The dashboard displays your combined ticket sales, revenue, and merchandise figures. Use these totals for reporting, planning, or stakeholder presentations.

Think of it this way:

  • Organisation Summary is your portfolio dashboard showing totals across everything
  • Event Summary is your operational dashboard for a single event's details
  • Reporting & Data is where you export detailed breakdowns and custom reports

What the Dashboard Shows

Ticket Sales Across All Events

The summary displays:

  • Total tickets sold: Combined count of all tickets sold across every event in your portfolio
  • Total revenue from tickets: Aggregate value of all ticket sales organisation-wide
  • Number of events included: How many events contribute to these totals

For example, if you have:

  • Event A: 150 tickets sold for £3,000
  • Event B: 200 tickets sold for £4,500
  • Event C: 100 tickets sold for £2,000

Your Organisation Summary will show: 450 tickets sold for £9,500 total revenue.

Merchandise Sales (if applicable)

If any of your events include merchandise, the Organisation Summary shows:

  • Total merchandise items sold: Sum of all merchandise across all events
  • Total merchandise revenue: Combined value of all merchandise sales

Merchandise data appears only when at least one event in your organisation has sold merchandise items.

Active vs All Events Toggle

The "Include Inactive Events" toggle lets you control what's included in the calculations:

Active Events Only (default):

  • Shows events that are currently on sale or upcoming
  • Excludes events that have ended or been deactivated
  • Best for monitoring current business performance

All Events (toggle on):

  • Includes every event your organisation has ever created
  • Useful for historical reporting and year-end summaries
  • Shows your organisation's lifetime performance

The dashboard header clearly indicates which mode you're in: "Ticket Sales for Active X Events" or "Ticket Sales for All X Events".

How Data is Calculated

Aggregation Method

The Organisation Summary calculates totals by:

  1. Gathering all event dates across your organisation
  2. Summing ticket sales within each event (across all dates)
  3. Summing ticket values within each event (across all dates)
  4. Summing merchandise within each event (across all dates)
  5. Aggregating these event totals into organisation-wide figures

This ensures accurate counting when events have multiple dates or performances.

What Counts as "Sold"

Tickets are counted when:

  • Payment has been received (full or partial)
  • Order status is confirmed (not cancelled or refunded)
  • Ticket is allocated to a customer

What Doesn't Count

The summary excludes:

  • Cancelled orders
  • Refunded tickets
  • Locked seats without purchases
  • Events from other organisations (even if you have access to them)

Currency Handling

All revenue figures display in the organisation's configured currency (typically GBP for UK organisations). The currency symbol appears next to all monetary values. Events within an organisation must use the same currency for accurate aggregation.

Practical Applications

Portfolio Performance Monitoring

Use the Organisation Summary to:

  • Track total revenue against annual targets
  • Understand your organisation's overall scale of activity
  • Identify whether you're growing or declining period-over-period
  • Report to board members or stakeholders with high-level figures

Strategic Planning

Compare your organisation summary:

  • Month-over-month to spot seasonal patterns
  • Year-over-year to measure growth
  • Against budget projections to assess performance
  • Between active and all-time figures to understand historical vs current performance

Multi-Event Management

When managing multiple events:

  • See total exposure across all events at once
  • Understand which events contribute most to overall revenue (view individual event summaries)
  • Assess portfolio health without clicking into each event separately

Financial Reporting

Generate consolidated reports by:

  • Taking screenshots of the Organisation Summary for presentations
  • Using the figures for accounting and financial planning
  • Combining with individual event summaries for detailed breakdowns
  • Tracking against quarterly or annual revenue goals

Empty States

If your organisation has no active events:

  • You'll see a message: "There are no active events for this organisation"
  • Toggle "Include Inactive Events" to see historical data
  • The summary won't appear until at least one event exists

Permissions

To access the Organisation Summary, you need the Organisation Summary permission. This permission allows you to:

  • View aggregated sales data across all organisation events
  • See total revenue figures
  • Toggle between active and all events
  • Monitor portfolio-level performance

Why require a separate permission? Revenue data is sensitive information. Organisations can grant summary access to staff who need portfolio oversight without giving them full administrative access.

Organisation administrators automatically have access to this section.

Viewing Modes Explained

Why Two Modes?

Organisations typically want to answer two different questions:

"How are we doing right now?" → Use active events only

  • Focuses on current operations
  • Excludes historical baggage
  • Shows present commercial health

"How have we done overall?" → Include all events

  • Historical performance review
  • Year-end reporting
  • Lifetime statistics

Mode Indicators

The dashboard clearly shows which mode is active:

  • Button text changes: "Include Inactive Events" (currently showing active only) vs "Exclude Inactive Events" (currently showing all)
  • Title reflects mode: "Active X Events" vs "All X Events"
  • Toggle icon indicates state

Understanding Portfolio Performance

Interpreting the Numbers

High ticket sales, lower revenue: Suggests your organisation focuses on accessible, lower-priced events (community theatre, schools, charitable events).

Lower ticket sales, high revenue: Indicates premium events with higher ticket prices (professional performances, gala events, VIP experiences).

Consistent across events: Shows standardised pricing strategy across your portfolio.

Revenue Drivers

Your Organisation Summary helps identify whether your revenue comes from:

  • High volume of smaller events
  • A few large flagship events
  • Balanced portfolio mix
  • Merchandise sales alongside tickets

Compare the Organisation Summary with individual event summaries to understand which events drive your overall performance.

Comparing Organisation vs Event Summaries

Organisation Summary Shows:

  • Total across ALL events
  • Portfolio-level insights
  • Consolidated revenue
  • Overall activity scale
  • Strategic metrics

Event Summary Shows:

  • Single event detail
  • Date-by-date breakdown
  • Ticket category analysis
  • Operational metrics
  • Payment method tracking
  • Discount code effectiveness

When to Use Each:

Use Organisation Summary for:

  • Board presentations
  • Annual reviews
  • Budget planning
  • Portfolio strategy
  • Stakeholder reporting

Use Event Summary for:

  • Day-to-day operations
  • Marketing decisions
  • Pricing analysis
  • Date-specific management
  • Operational troubleshooting

Common Questions

Data and Calculations

Why is my Organisation Summary different from the sum of my event summaries?

This shouldn't happen - they should align. If you notice discrepancies:

  • Check the "Include Inactive Events" toggle is in the same state
  • Ensure you're comparing the same time period
  • Verify that all events belong to the same organisation
  • Consider recent refunds or cancellations that may have processed between views

How often does the data update?

The summary refreshes each time you load the page, pulling the latest data across all events. The data does not auto-refresh - reload the page to see updated figures after new sales or changes.

How do tours affect the Organisation Summary?

Tour events are treated as individual events in the Organisation Summary. Each event in a tour contributes its sales to the total. For tour-specific consolidated stats, view the Tour Summary instead.

Features and Filtering

Can I export this data?

The Organisation Summary is designed for at-a-glance monitoring. For detailed exports, use the "Reporting & Data" section at organisation level which provides comprehensive spreadsheet exports across all events.

Can I filter by date range or event type?

The Organisation Summary shows either all active events or all events ever created. For filtered views:

  • Use the "Events" section and apply search filters
  • Access "Reporting & Data" for custom date range reports
  • Navigate to individual event summaries for specific event analysis

Why don't I see individual event breakdowns?

The Organisation Summary intentionally shows only totals. To see event-by-event breakdowns:

  • Navigate to the "Events" section at organisation level for event cards with quick stats
  • Click into individual events for detailed summaries
  • Use "Reporting & Data" for comprehensive breakdowns

Active Events

What's considered an "active" event?

An event is active if:

  • It hasn't ended yet (event dates are current or future)
  • It hasn't been manually deactivated
  • It's still on sale or upcoming

The system automatically determines active status based on event dates and configuration.

Multiple Organisations

What if I manage multiple organisations?

Each organisation has its own separate summary. Switch between organisations using the organisation selector, and the summary will recalculate for the selected organisation only.