Ovationtix retains all of the patron data that you and your patrons enter. If you want a comprehensive list of those patrons, or a more detailed list based on specific criteria, then the Patron Report is what you're looking for.
The Patron Report gives you the ability to see all of your patrons in one place, export those patrons to Excel, assign Patron Categories to them, sync with your Constant Contact or Mail Chimp account, and more.
To find the Patron Report, hover over Reports and click Patron Report.
You will now find yourself in the Patron Report, looking at a screen like this:
This is the main screen of the Patron Report. Here you'll see various tools and options, including Templates, Add Filters, Add Exclusions, Choose Columns, and Go!.
We're going to touch on all of these, but if you just want to quickly generate a list of all of your patrons, click Go!. Clicking Go! without making any other adjustments will generate a list like the one you see here, which will include all of the patrons currently in your Ovationtix account:
Like any list generated in the Patron Report, you can click on a patron's name or Patron ID to be brought to their Patron Record.
However, if you want to generate a more specific list of patrons, you have the option of using Filters and Exclusions.
Filters are what you want to see.
Exclusions are what you don't want to see.
For example, let's try generating a list of patrons using both Filters and Exclusions.
To start, click +add a filter
Once you've clicked +add a filter, you'll see the Add a Filter screen:
Let's start on the left hand side of the screen, with the Add a Filter section. Using these options, you can decide exactly what to filter for.
In our example, we want to generate a list of patrons who have, at some point, purchased tickets to a series.
To set this filter, click Series/Event, which will open your Series/Event Filter options. There are a number of options on this page, which are detailed below:
- Here, you select either Any series, or choose select series that you want to be represented in your filter. If you decide to keep this on Any series, the filter will give you any patron who has purchased a ticket to any series. If you decide to go with a single series or a select group of series, then the filter will just show you patrons that purchased tickets those series.
- These fields allow you to filter by purchase date and/or event date. If you leave these blank, you'll be looking for patrons who purchased tickets to any event in your selected series, or purchased at any time.
- By clicking these radio buttons, you can include Comp Tickets and Package Redemptions. Leave these unchecked, and patrons whose tickets to your selected series are comps or package redemptions will not be included.
- The Genre filter enables you to further limit your results to specific Genres (which is a series-specific setting under Series Information).
Once you've set the Series/Event Filter, you will now select AND or OR filter logic.
Filter Logic will only come into play if you will be using more than one filter. For reports with 2 or more unique filters added, AND will limit your results to only patrons who match every filter you enter.
So, for example, if you have one filter that is looking for a particular series, and another filter that's looking for donations, then your results will only show you patrons that match both criteria.
On the other hand, if you use the OR Filter Logic, your results will show you patrons that purchased for that series, or made donations.
So, in the case of this filter, let's say we want to look at purchases of any series, with a purchase date of any time, an event date of any time, including comp tickets and package redemptions, while use the AND filter logic. It would look like the image below. Once you're happy with what you see, click Apply, then click Done:
Back on the home screen of the Patron Report, you will see that your filter has been added:
You can now click Go! on the right side of the screen to run the report.
After clicking Go! with our filter, we can see that we have 36 matching patrons out of our total patron database of 59:
In the case above, let's say that we now want to see a similar list, but exclude any patron that gave a donation. To do that, we're going to use an Exclusion.
Your first step is to click + add an exclusion.
You'll see a menu that looks like the one we used to add our Filter. This time, however, let's add an Exclusion that will leave out any patron who made a donation of any amount at any time.
Our first step will be to click Cumulative Donations. We want to exclude any donation to any campaign at any date. After clicking Cumulative Donations, click Apply:
Then click Done:
You will now see a screen that looks like this, with both your Filter and Exclusion added. Note that you still have the same number of patrons as last time. All you have to do is click Go!, and your report will run:
After clicking Go!, we can see that the number of patrons has reduced from 36 to 25. Seeing this, we know that our exclusion has worked:
We have now used both Filters and Exclusions in the Patron Report. For the most part, that's what you're going to be using in order to generate the lists of patrons you're looking for.
However, once you've generated those lists, there are a few things you can do with them.
After generating your list, you may want to see less or more columns. You can increase, decrease, or change the columns you see in your report by using the Choose Columns tool:
Basic is what you start with. It gives what Ovationtix considers to be the basic columns you might want (ex. Patron ID, E-Mail, Phone, Etc).
Custom enables you to decide what columns you want to see. If you click Columns, you will be brought to this screen, where you can choose which columns you would like to see:
As you can see, you have a number of options here. You can choose all of these columns to display, or just one.
Expanded: This gives you nearly all of the columns automatically
If you have created a report that you like, and you don't want to have to enter all of your Filters and/or Exclusions again, then you should consider creating a Template.
To create a Template, look near the top of the screen to the left, and click Save as template:
After clicking Save as template, you will see a pop-up that gives you the option to name and save your Template:
Just give your Template a name, click Save Template, and you can pull it up again any time you like by clicking Load Saved Template.
You can export your list to Excel or save it as a CSV file by clicking the appropriate button on the bottom of the screen:
After exporting your list to Excel, you can do anything to it that you would do with any other file in Excel: change around the columns, delete information you don't need, etc.
APPLY PATRON CATEGORY
You also have the option of applying a patron category to your list. By clicking on the Apply Patron Category pull down, you can see a list of Patron Categories to choose from. Just pick one, and it will be applied to every patron in your list.
SYNCHRONIZE WITH EMAIL LIST
If you have attached your Ovationtix account to your Mailchimp or Constant Contact account, you can synch lists from the Patron Report to those mailing lists. Just click Synchronize with email list, and the list you would like to synch with, and you can start synching:
Any patrons that are already represented in your marketing lists will be filtered out automatically, assuming that they have not changed emails.
Keep in mind that only patrons who have opted into your email list will be exported. If you are not sure if you have given your patrons the ability to sign up for your email list, hover over Tools near the top of your screen in Ovationtix, and click Configure Email List. Both radio buttons on this screen should be set to Yes.
If you would like to hook up your Ovationtix account with your Mailchimp or Constant Contact account, hover over Tools near the top of the screen, then click Setup Email. From here, follow the instructions provided.
ADD GROUP TASK
By clicking Add Group Task, you can add a Task to an Ovationtix user, related to all of the patrons you have in your list. Just click Add Group Task, and create the task as usual:
If you would like more information on making Tasks, check out our article on it by clicking HERE.
As you can see, there are numerous ways in which to use the Patron Report in order to get the patron information you're looking for. We have provided a couple of examples in this article on how you can potentially use it, but feel free to experiment in order to find the combination of Filters and Exclusions you're looking for in order to get the information that you need.