The Reservations report is the working page of every event: who booked, which access titles, from which channel, whether they paid and how many tickets have already come in. From here you open the detail of each order, start a manual reservation and export the lists for the door.
At a glance
- Where: Event dashboard → Reservations report tab, or the Go to reservations report link in the Event registrations card, or View all reservations in the sales status strip. The page is headed Reservations report followed by the number of Results.
- Permissions: View event reservations (view event reservations; it belongs to Administrator, Entries only and Promoter; the Promoter only sees their own channel). The exports require Export event data; manual creation requires Manage event reservations.
- What you get: the paginated list of the event’s orders with real-time entries, the table of the waiting list requests and four export formats.
Step by step
- Open the report. From the event dashboard choose the Reservations report tab. What you see: the heading with the count, the Add reservation button at the top right, the filter bar with Filter by first name, last name or email, Search, Back, the Export menu and the More filters button.
- Search for a customer. Type in Filter by first name, last name or email and press Search. Result: the Results count is updated.
- Narrow down with the advanced filters. Press More filters: Filter by booking number, Filter by total, Filter by channel (menu with the channels that generated reservations for the event), Filter by Access Type (menu with the event’s access titles), Filter by Status (menu with the reservation statuses) and Filter by payment with the options Paid (Yes) and Unpaid (No). Press Search; Back clears all the filters.
- Read the rows. The columns are described in the table further down. In Channel you find the origin badges, in Entries the ratio between scanned tickets and the tickets of the order, updated at every scan made with the Nightify Business app.
- Open an order. Click the row. Result: Reservation #… opens with the actions of your role.
- Export. In the Export menu choose Export CSV, Export PDF, Export privacy CSV or Export privacy PDF. Result: the file follows the active filters. The two Privacy exports only contain reservation number, first name, last name, marketing consent, reservation date, event, status, payment, total and number of scans: they exclude e-mail, telephone and date of birth, which are instead present in the full exports (with the contacts masked when consent is missing).
- Check the waiting list. If there are requests, below the table you see Waiting list followed by the number of Results, with the columns User, Phone, Access Type, Quantity and Date. If there are no requests the table is not shown.
- Browse the pages. 50 rows per page with the Page N of M indicator; the filters stay active.
Fields and options
| Column | What it means | Rules |
|---|---|---|
| Number | Code of the reservation. | Searchable with Filter by booking number. |
| User | First name, last name and e-mail of the holder. | E-mail shown as Hidden without marketing consent, unlockable one detail at a time. |
| Phone | Number of the holder. | Same masking rule as the e-mail. |
| Marketing consent | Badge showing whether the customer gave marketing consent. | It determines whether contacts and full exports show the data in the clear. |
| Date | Date and time the order was created. | |
| Channel | Origin of the sale. | If the order comes from a promoter link or from a tracking channel you see the Organizer link badge, the channel name and, when present, the tracking parameter; otherwise a badge with the app name appears. |
| Commissions, Pre-sale rights, Total | Amounts of the order in euro. | Total is the value used by Filter by total. |
| Status | Status of the reservation with any refund, resale and name change badges. | The statuses are Awaiting payment, Processing, Confirmed, Cancelled, Refunded, Payment not completed. |
| Payment | Collection badge. | Filterable with Paid (Yes) / Unpaid (No). |
| Entries | Scanned tickets out of the total tickets of the order, for example 2 / 3. | Green when everyone has come in, red when nobody has, yellow in between. |
What happens next
- The report does not change the orders: the actions (cancel, change the holder, add access titles, act on the QR codes) are in the detail of each reservation.
- From Add reservation the manual reservation flow starts, described in the dedicated article.
Messages and errors
| Message | Why it appears | What to do |
|---|---|---|
| No reservations for this event. | Empty-state row of the table: no order matches the filters or the event has no reservations yet. | Press Back and try again; also check Filter by Status, because expired attempts have the status Payment not completed. |
| Your account does not have access to this resource. | You pressed Add reservation without the Manage event reservations permission: the button is always visible, the check happens when the page opens. | Ask an Administrator to create the reservation or to update your role. |
| Hidden instead of the e-mail or the telephone | The customer did not give marketing consent. | Click the detail and confirm the unlock only for operational purposes related to the event. |
Special cases
- Before the event: filter with Unpaid (No) to know who has to pay at the door (orders with Payment at the entrance).
- During the event: the Entries column tells you who has already come in; for the full history use the Entries report tab.
- Counting a promoter’s sales: use Filter by channel. The Promoter, opening the report, only sees their own rows.
- A list to hand to the staff: use Export privacy PDF, which contains neither contacts nor date of birth.
- The tab does not appear: the dashboard tabs depend on the event status; for an event never approved the report is normally not available.
Rules and limits
- 50 orders per page; the exports follow the filters and not the page.
- An order that expires without payment moves to Payment not completed, not to Cancelled, and does not take up availability.
- The Waiting list table is informative: sign-ups always have quantity 1 and the availability notice to fans is only sent when you republish the event with availability restored.
Related articles
- Open a reservation’s detail page
- Create a manual reservation
- Export an event’s reservations (CSV and PDF)
- View the entries report on the website