Overview: Data-Driven Venue Management
SmartBookings provides a powerful suite of operational, financial, and marketing reports. Whether you are running a soft play centre, a multi-hole mini golf course, a trampoline park, or seasonal holiday events, these reports give you real-time visibility over attendance, revenue, customer loyalty, and staffing requirements.
Guide to All Reporting Tools & Benefits
Operational & Financial Audit
1. Bookings Report
Location: Reporting > Bookings report (BookingsList.aspx)
The core master report of your platform. Displays every individual booking transaction with customer name, session date/time, total price, amount paid, balance outstanding, status, and unique booking reference.
- Key Benefit: Daily cash reconciliation, tracking unpaid balances, auditing customer transactions, and clicking directly into any booking summary to make edits.
- Example Use: Reception staff filtering by today's date to verify expected takings and ensure all arriving parties have completed payment.
Staffing & Capacity Planning
2. Bookings Report (with Ticket Counts)
Location: Reporting > Bookings report (with ticket counts) (BookingsListTicksWithCounts.aspx)
Extends the standard booking report by displaying the exact breakdown of ticket tiers purchased on each order (e.g. 2 Adults, 3 Children, 1 Toddler, 4 Mini Golf Putters).
- Key Benefit: Rota and staffing optimization. Knowing the exact ratio of children to adults enables managers to schedule appropriate floor marshals, receptionists, and café team members.
- Example Use: Preparing mini golf equipment (clubs, balls, scorecards) in advance for peak Saturday time slots based on total adult vs junior player headcounts.
Party Hosts & Kitchen Preparation
3. Party Report
Location: Reporting > Party report (partylist.aspx)
A specialized operational run-sheet for birthday party celebrations. Lists all booked parties with host names, party room allocations, guest counts, child age, food choices (hot food, cold buffet, nuggets, pizza), and dietary allergies.
- Key Benefit: Eliminates party chaos. The kitchen can batch-prepare party meals, party hosts know which rooms to decorate, and reception can print party child name labels in one click.
- Example Use: Kitchen supervisor printing the Saturday morning party prep sheet showing exactly how many pizzas and allergy-safe meals are required for Room 1 at 12:30 and Room 2 at 13:00.
Revenue Trends & Forecasting
4. Booking Stats (Dashboard Analytics)
Location: Reporting > Booking stats (BookingTotals.aspx & Home.aspx)
High-level executive dashboard showing total sales, booking counts over the last 30 days, bookings over the next 30 days, future pipeline revenue, and year-on-year comparative performance.
- Key Benefit: Business owners and directors can identify seasonal sales trends, measure marketing campaign effectiveness, and forecast future cash flow.
- Example Use: Comparing Easter holiday ticket revenue this year against last year to evaluate whether newly introduced family passes boosted overall turnover.
Loyalty & VIP Recognition
5. Top 100 Customers
Location: Reporting > Top 100 customers (popularcustomers.aspx)
Automatically ranks your customer database by total lifetime spend and frequency of visits.
- Key Benefit: Identify your most valuable brand advocates for VIP invites, exclusive discount codes, or loyalty rewards.
- Example Use: Rewarding your top 20 mini golf or soft play regulars with a complimentary family pass or seasonal membership invitation.
Product Profitability
6. Ticket Tier Totals
Location: Reporting > Ticket tier totals (reportingticketcounts.aspx)
Analyzes cumulative sales by specific ticket option across any custom date range (e.g. how many Junior Golfers vs Adult Golfers vs Family Foursomes were sold in July).
- Key Benefit: Product mix optimization. Identifies which pricing tiers generate the most volume and revenue, and which unpopular options should be phased out.
Live Attendance & Health & Safety
7. Who Checked In When
Location: Reporting > Who checked in when (whocheckedinwhen.aspx)
A live operational log of all visitors who have arrived at your facility, their exact check-in timestamp, and their check-out time.
- Key Benefit: Live venue headcount tracking, building emergency evacuation roll call, and monitoring no-show rates.
- Example Use: Fire safety marshal generating an instant list of all visitors currently on-site in the event of an emergency evacuation.
Voucher Liability Accounting
8. E-Gift Card Usage Report
Location: Reporting > E-Gift card usage (GiftCardUsage.aspx)
Tracks digital gift card redemptions, amounts deducted, remaining unspent balances, purchaser vs redeemer identities, and associated booking references over any date range (defaulting to the last 90 days).
- Key Benefit: Monthly accounting reconciliation. Separates cash received from gift card sales from earned revenue when the card is actually redeemed for a session.
Marketing Campaign Growth
9. Export Customer Data
Location: Reporting > Export customer data (Customers_Export.aspx)
Exports your customer contact database into clean CSV spreadsheets with optional filters for marketing consent, booking history, and date ranges.
- Key Benefit: Seamlessly import opted-in subscriber lists into email marketing platforms like Mailchimp or Klaviyo to promote upcoming holiday events and discounts.
Database Hygiene
10. Duplicate Customers
Location: Reporting > Duplicate customers (DuplicateCustomers.aspx)
Identifies accounts that share phone numbers or email addresses and allows one-click consolidation of multiple profiles into a single master customer record.
- Key Benefit: Ensures customer spend totals, pass balances, and booking histories remain unified under one account.
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