Ticket Event Reports and Management

Each ticket event has its own Event Dashboard, where you can see data related to the event’s ticket sales, transactions, and attendees on customizable graphs and reports. The event dashboard gives you a quick view on how ticket sales are performing:

Using this for multiple years will allow you to track year-over-year comparisons quickly and easily.

You can also customize your dashboard with any combination of Quick Cards and Graphs. For example, you can show reports on the following types of data including tickets, transactions, and donations:

And you can customize your charts to show different time periods, display types, and sizes:

Ticket Reports and Transfers

Ticket Purchase Report

The ticket purchase report shows details about each purchase transaction:

The Manage button gives you access to do things like:

Transfer tickets
Resend confirmation emails
Issue a refund

Individual Ticket Report

The individual ticket report is similar to the ticket purchases report. This is particularly useful if you are collecting information on individual ticket holders, because it lists each one in a separate row, instead of grouping them by transaction. You can use it for ticket transfers and refunds, as well.

Both the individual ticket report and the ticket purchases report can be downloaded as a CSV file.

Ticket Transfers

You can allow ticket transfers between ticket groups or levels. However, unlike with RunSignup races, you cannot transfer tickets between people. For most events, if the original ticket buyer is unable to attend the event, they can simply give their tickets to someone else. (This doesn’t work for races, because the name, age, and gender of the runner matter.) The nature of the ticket event transfers, then, is simply to change the ticket type that someone has attached to their name and not the name attached to the ticket.

There is no additional charge or refund to the ticket holder for ticket transfers, even if the ticket buyer is upgrading to a more expensive ticket during the transfer.

Currently, all ticket transfers must be performed by the event director. You can do a ticket transfer through your Individual Tickets Report or your Ticket Purchases Report.

For example, say you are holding a Garden Tour event with the local Garden Club. One of the club members buys a ticket without realizing that there are special tickets available for Garden Club members. You can switch her ticket to the correct ticket level (Garden Club Members) by going to her transaction on either the Individual Tickets Report or the Ticket Purchases Report and clicking Manage and then Start a Transfer.

Then select the tickets you want to transfer and the ticket level you are transferring to, and click Transfer Tickets.

The ticket purchases report will show all the transactions that have been made, including transfers, above the transaction list.

The four “unpaid” transactions here are the result of transfers.

Refunds

The Refunds button, which can be found at the bottom of the Manage Ticket page, provides a variety of flexible options. You can refund full or partial amounts, as well as cancel tickets:You can write in a custom refund amount, or you can choose one of the orange button options. None means that the person doesn’t get any money back for that ticket. If you are trying to refund or cancel only one ticket from a transaction with several tickets, choose None and Don’t Cancel for all the tickets except the one you’re trying to refund or cancel.

Balance Less Processing Fee will refund only the amount you advertised for the event (for example, $20), not including any processing fees they paid for that ticket.

Balance will refund the amount you advertised and the portion of the processing fee that represents that ticket. So if you are refunding one of two $20 tickets, the payer will get $20 plus half of the amount they paid for the processing fee back.

There is an option to include a note on a refund for internal communication purposes.

Note, RunSignup charges a fee of $1 for processing refunds. Also, we keep the original processing fee since we incur charges for the transactions.

Refund Reserve

This is found under Financial on the Event Dashboard sidebar. It is very important to set up if you expect to process any refunds, and will also be required for Referral Rewards.

There are three ways to fund the reserve. They are:

Enter your credit card to add money to the reserve. This may be necessary if all payments have been made to you and there will not be future ticket sales, yet you want to process refunds. This situation might occur if you have to cancel an event.
Set an additional hold. This will hold back a set amount of money from future transactions until that additional amount is reached.
Move money to the refund reserve. You will receive payments once a week (unless you place them on hold or don’t have any signups). If it is midweek and you are awaiting the payment of a balance owed to your nonprofit, then you can set aside some of that future payment into the refund reserve.

Financial Reports

We provide a high level financial report that shows overall transaction dollars, payments and how much the next payment will be. Our unique Payment Facilitator model allows nonprofits to see a consolidated report. This report is simpler to reconcile than two or more separate reports, such as a ticket platform report and a Stripe or Paypal merchant report. This means no more merchant reports, VLOOKUPS or chargebacks to deal with.