Reading your dashboard

Your dashboard is the first screen you see when you sign in. It is not bookkeeping and it is not a report: it is a look at how things are going. This article walks through every panel and says each time exactly what is being counted, and — just as important — what is not in it.

If you come across a technical term you do not know, look in the glossary.

What you need beforehand

• An account with the owner or administrator role. Only those two see the figures. What a member of desk staff and a scanner do see is at the bottom.
• At least one sale. An empty dashboard says neatly that there is nothing yet; nothing is broken.
• Ten minutes.

First: the period at the top

At the top there is one drop-down: Period. What you choose there applies to almost the whole screen at once. By default it is set to This month. You have five choices:

Choice	What that is
Today	From midnight to midnight.
This week	From Monday up to and including Sunday.
This month	The whole calendar month, including the days still to come.
This year	From 1 January up to and including 31 December.
Custom	You choose a from-date and a to-date yourself.

If you choose Custom, two date fields appear: From and Up to and including. The to-date counts in full: choose 5 March up to and including 5 March and you see that one day from midnight to midnight. You cannot pick a date in the future here.

Midnight is yours. The day begins and ends in your organisation's time zone, not in that of our servers. Whether you work in Sofia or in Auckland, your day closes at your midnight. You set your time zone under Settings → Organisation.

Three panels deliberately ignore the period: At the door today, Revenue today and The days ahead. Those are about now and about tomorrow. Anyone going over last year's figures in January still wants to see in the meantime that Saturday is nearly full.

Two blocks that only appear when there is something to do

• Getting started — the checklist for a new organisation. See Getting started. It disappears as soon as all steps are done.
• A tile about your plan — for example when your trial period is about to end or an invoice is open. Its button takes you to the Subscription page.

The key figures

At the top there are eight numbers, under the heading Key figures with the chosen period after it. Under the first five — Revenue, Orders, Tickets sold, Average order and Refunded — stands how it compares with the same period before it: for "this month" that is the whole of last month, for "this week" last week, for "today" yesterday. If you choose your own from-to, it is a block of the same length lying immediately before it.

A number without a comparison says nothing. 4,200 euros is a good month or a disaster, and that depends on what last month did.

Revenue

Everything paid in the period, added up. Including VAT, and including what went over the counter at the desk.

An order counts on the day it was paid, not on the day the visitor comes. If somebody buys a ticket today for next month, the money is in your revenue today.

What counts:

• paid orders, online as well as at the desk;
• orders that have been partly refunded, for their full amount — something really was sold, and what came off is shown separately under Refunded;
• sales through a reseller and sales you created yourself from the back office.

What does not count:

• orders that were started but never paid (those are under Open orders);
• fully refunded orders — nothing is left of those. Such an order also disappears afterwards from the revenue of the period in which it was paid;
• cancelled and expired orders.

Do not simply subtract Refunded from Revenue. A partial refund stays in your revenue and counts separately under Refunded. A fully refunded order has already disappeared from your revenue, and also counts under Refunded. Subtracting one from the other therefore subtracts a full refund twice.

Orders

How many paid orders there are in the period. One order with four tickets in it is one order.

Tickets sold

The number of places sold, not the number of order lines. A group ticket for ten people is ten places.

Gift vouchers and season passes do not count here: they do not produce a ticket that gets scanned at your door. Their revenue is included, because money did come in.

Average order

Revenue divided by Orders, rounded to whole cents. If there are no orders, it shows zero — there is never any dividing by zero.

This figure says something about your prices and about your combinations. If it rises without you having changed anything about your prices, people are buying more tickets at a time.

Refunded

Everything you have paid out in the period, full refunds as well as partial ones.

A refund counts on the day it was carried out, not on the day of the sale. Sold in February, refunded in March: then the revenue is in February and the refund in March. Refunds still on their way do not count yet; you see those only once they are through.

Scanned tickets

Of all tickets that are valid in this period: how many have already been scanned at your door, and what share that is.

Note the difference with Tickets sold:

• Tickets sold looks at when payment was made;
• Scanned tickets looks at the day on which the ticket is valid.

A ticket you sold in February for a visit in March is under sold in February and under expected in March. Tickets without a date (an open ticket, for example) do not count here: there is no day on which somebody is expected. Cancelled and refunded tickets do not either — nobody is coming for those any more.

No-show

The percentage of visitors who bought a ticket and did not turn up.

The sum: of all the tickets that were valid on a day that is already past, how many were never scanned.

Two things that are often misread here:

• Today does not count. Anybody who can still come in this afternoon is not a no-show. The figure looks only at days that are completely past.
• Is there a dash? Then there are no past days with tickets in this period yet. That is something other than zero per cent: zero per cent means "everybody turned up", a dash means "there is nothing to measure yet".

A no-show of ten to twenty per cent is quite normal for a free or cheap event. If it heads towards half, there is usually something wrong with the reminder email or with the hour of your time slots.

Open orders

Orders that were started in the period but never paid. Usually somebody who changed their mind or whose payment failed.

If this number is structurally high, look under Payments: a payment method that is not working looks exactly like this.

The charts

Revenue per day

One bar per day, in three colours: online, desk and other. That last one is sales through a reseller or sales you created yourself.

The three colours together are exactly the revenue figure at the top. That is why "other" exists: a chart that does not add up to the heading above it is wrong.

If you choose a period of a quarter or longer (93 days or more), it is grouped by month. A year in 365 little bars is no longer a chart but a stripe.

Tickets per product

Your ten best-selling products, in places, from large to small. Gift vouchers and season passes are not included.

Visitors per hour

Two lines across the hours of the day:

• Planned — the places sold in time slots that start in this period, at the hour that slot begins.
• Scanned — the tickets that went through at your door in this period, at the hour of the scan.

If those two lines run an hour apart, everybody is structurally arriving late. That is usually a reason to make your first time slot roomier or to state the hour more clearly on the ticket.

If you do not work with time slots, the planned line stays empty.

Payment methods

A pie with the amounts per payment method: Bancontact, card, Bancontact Pay, cash, gift voucher, free, reseller and other.

This comes from the payments and not from the orders. If somebody settles half with a gift voucher and half by card, that order appears here in two pieces. A card payment at the desk and a card payment online are in the same slice: both are a card.

Failed, cancelled and still-running payments do not count.

Where the revenue came from

The same revenue, but per sales channel: online, desk, reseller, back office. For most organisations this is in the long run the figure that matters most — are you selling in advance, or is there a queue at the till every Saturday?

The lists

The days ahead

The time slots and events from today up to seven days ahead, with their occupancy, in the order in which they start. There are at most twelve. This panel does not follow the period choice.

The occupancy is sold divided by capacity. The colour says how full it is: green below 75 per cent, orange from 75 per cent, red from 90 per cent. If an event has no cap set, it shows No cap and no percentage — there is nothing to divide then.

Latest orders

The ten most recent orders of the chosen period, with their status. The open and the cancelled ones too: this panel is there to see what has just happened ("has that lady on the phone paid now or not?"), not to do the bookkeeping. Click the reference to open the order.

Best sellers

The same products as in the chart, but with the exact numbers and the revenue alongside. That is what you need in order to adjust a price.

Discounts and vouchers

Two things side by side, because they are both the answer to the same question: why is the revenue lower than the number of tickets suggests?

• A discount code is money that never came in. You see per code how many orders it produced and how much discount was given in total, for at most eight codes. It is counted on the orders of this period, not on the counter of the code itself — that one runs on across the years.
• A gift voucher is money that came in earlier and is now being handed in. You see how many vouchers were used in the period and for what amount.

Open requests

The support requests of your organisation that have not been closed yet — the five most recent. If nothing is open, the panel disappears: a frame saying "no open requests" is after a week noise that nobody looks at any more.

At the door today

Three numbers that are always about today:

• Expected — all the tickets that are valid today.
• Already in — how many of those have been scanned.
• Still expected — the difference. This number never goes negative.

If you work with time slots, there is a table underneath with, per slot, the hour, the number of places sold against the capacity, and how many of them have been scanned.

If nothing is planned today, this panel disappears from an owner's or administrator's dashboard. For a desk member and a scanner it stays, with the message Nothing is scheduled for today.

Revenue today

Three numbers that are always about today, even if you choose another period at the top:

• Desk — what was paid at the desk today, with the number of orders.
• Online — what was paid online today, with the number of orders.
• Together — everything of today together, including sales through a reseller or from the back office. Below it you see how many tills are open right now.

The owner, the administrator and the desk member see this panel.

External passes

This panel appears only when you accept UiTPAS or museumPASSmusées. You switch that on under Settings → External passes.

• UiTPAS reduced rate — how many times a sale was made at a reduced rate, and above all: how much discount you gave with it. That amount is what you are leaving on the table and reclaim from your municipality.
• Museum pass visits — how many visits have been registered. Payment is made per visit for those, so here it is the number that counts.

Cancelled registrations do not count.

Who sees what

Role	What they see on the dashboard
Owner	Everything.
Administrator	Everything.
Desk	At the door today and Revenue today. No period choice, no charts.
Scanner	Only At the door today.

That is deliberate. Whoever stands at the door has to know how many people are still to come; whoever stands behind the till has to know the drawer they ring up on themselves. Neither of them needs to know the organisation's annual revenue.

More about the roles is in Staff and roles.

Frequently asked questions

My revenue does not match my bank account. Nor can it. The dashboard counts what has been sold; your bank sees what has been paid out, after your payment provider's costs and with a few days' delay. For the reconciliation with your bookkeeping you use the invoices and the exports, not this screen.

I have just sold something and it is not there yet. The figures are remembered for up to a minute, so that a dashboard with ten panels does not bother the database ten times. Refresh the page after a minute or so.

The panels only load when I scroll down. That is right: every panel fetches its figures when it comes into view. That way the page is open straight away instead of you waiting for everything at once.

Can I export this? Not from this screen. For figures you pass on to your accountant you use the exports under Orders and under Invoices to buyers.