If you’re an arts organisation that works with other companies to produce events, chances are you spend a fair bit of time going back and forth with requests for reports and data. You might send out regular updates to your partner companies with their sales figures, or even regular lists of customers signing up to their mailing lists, which is all good. But it can take a while to generate and send out that sort of information.
You might already automate this process to a certain extent. For example, in Spektrix you can schedule reports and customer lists to send out at specific times to take some of the work off your shoulders. How can you automate this even more, though?
Running On-Demand Reports
Think about it like this: you can set up as many schedules as you like, but what if somebody needs a report right here and now? They have to pick up the phone or send an email to ask for the report, which means you need to stop what you’re doing to pull the report and send it over, right?
Well, what about setting up reports and customer lists to run on demand? Wouldn’t it be great if you could set up the relevant reports and make them available to your partner companies to run themselves, whenever they need to see the data. They could do this without needing direct access to your ticketing system. That would save everyone time and mean you could get on with doing the more important things, like actually analysing the data.
How does it work?
The first thing to do is think about how you set your reports up to make sure that you’re looking for the right information. You want to find an easy way of identifying which events to include, and in Spektrix you can do this by setting up each company you work with as a partner company. You then attach the relevant partner company (or companies) to each event in the system - it’s as simple as selecting each company from a drop-down menu and hitting save.
Once that’s set up, you can select which partner company’s events to include in each report you run. That means you could set up one report to run multiple times, one per partner company, so that each version looks at different events.
You then need to think about which reports you want to run, and how to set them up to be run on demand. Here are a few examples of reports you might want to run:
Lists of customers who have given their permission for a partner company to contact them
Set up simple customer lists which segment based on your customers’ partner company contact preferences. You’ll probably want one segment to make sure customers have an email address, and another segment to identify people who have given their preference for the partner company in question. You can then securely pass this information onto your partner companies, to use in contacting the correct customers.
Sales reports for specific events
Your partner companies probably want to be able to check their events’ sales figures on a regular basis; Spektrix reports like the Event instances sales report or the Event sales report can help provide this information. You could try setting up these reports with criteria that look at each partner company’s events that took place the previous week, so that they could be run every week looking back at recent events.
Customer behaviour reports
As well as event sales reports, your partner companies might well be interested in analysing their customers’ booking patterns and behaviour across all of the events they run with you. In Spektrix you can look at the standard Customer Behaviour or Demographics reports to get information on booking patterns, group size and event crossovers, again only looking at behaviour for events produced by the individual company.
Partner Companies Interface
You then just need to set those lists to be run on demand, ideally without having to set up lots of external users with access to your system. In Spektrix you can do this using the Partner Companies Interface; you do need to create a user for each person, but they will only have access to this one interface, and then only to download the reports that you specify.
For all of these reports you just need to add the email address of each person from each partner company into Spektrix, and set them up with access. Then they can log in and download their reports any time they want, and you can get on with the rest of your work. This way everyone’s happy - your partner companies get access to their reports whenever they want, and you can feel smug about how organised you are.
We’ve talked so far about how to approach things from the perspective of a venue but this is equally relevant if you’re a company who puts on shows with one or more Spektrix venues. If that’s you - get in touch with the venue(s) and ask them about their Partner Company set up so that you can benefit from these time-saving features too.