Event Summary
Report Guide for Users
What this report shows, the choices you make when running it, and how to read each section.
What this report is for
The Event Summary report gives you a complete picture of event bookings for a date range you choose. In one place, you can see:
- Every active event booking, with guest info, staffing assignment, package, pricing, and payment status
- Any events that were cancelled or deleted during that same window
- Any upcoming hold events (dates being held before a booking is confirmed)
It's designed as a single go-to report for reviewing what's booked, what fell through, and what's currently on hold.
How the report works
You choose a date range and whether that range filters on the date the event was booked or the date the event starts. The report then pulls three separate result sets for that window:
- Active bookings – every event booking that falls in range, along with its charges, deposits paid, and balance due
- Cancelled and deleted events – bookings that were cancelled by a user or removed by the system during that window, grouped by booking status
- Hold events – events currently being held (not yet fully booked) whose hold period falls in your date range
You can also narrow the active bookings to specific staff members (Booked By) or specific locations.
The choices you make when running it
These are the settings available. Everything else is calculated automatically.
1. The time period
| Setting | What it does |
|---|---|
| Date Field to Filter | Choose whether Start Date/End Date filter on Booked On (when the booking was made) or Start Time (when the event itself takes place). |
| Start Date | The beginning of the date range you want to report on. |
| End Date | The end of the date range you want to report on. |
2. Who and where
| Setting | What it does |
|---|---|
| Booked By | Filter active bookings down to one or more employees who took the booking. Leave all selected to include everyone. |
| Location | Filter active bookings down to one or more locations. Leave all selected to include every location. |
Note: the Booked By and Location filters only apply to the Active Bookings section. Cancelled/Deleted Events and Hold Events always show all staff and locations for the date range.
Columns on the report
Active Bookings
| Column | Description |
|---|---|
| Order Id | The order number tied to the booking. All rows for the same order are grouped together. |
| Guest Name | The name of the guest who made the booking. |
| Booked By | The employee who took the booking. |
| Booked On | The date and time the booking was made. |
| Assignment | The staffing or resource assignment tied to the event. Shown once per order to avoid repeating the same value on every line. |
| Start Date/Time | When the event begins. |
| End Date/Time | When the event ends. |
| Site Name | The site or space where the event takes place. |
| Package Name | The event package booked. |
| Price Rule Name | The pricing tier applied to the package. |
| Guest Count | The number of guests included under that price rule. |
| Gross Sales | The total sales amount before discounts. |
| Discount / Discount Net | The discount applied to the booking. |
| Net Sales | Sales after discounts, before tax. |
| Tax Amount | The tax charged on the booking. |
| Grand Total | The total charge for the line, including tax. |
| Deposit | The total payments received toward the order. |
| Due | The remaining balance owed on the order (charges plus transaction fees, minus payments received). |
| Pay Status | Whether the order is unpaid, partially paid, or paid in full. |
| Booking Source | Whether the booking came in online or was entered by an employee. |
| Primary Email / Primary Phone | Contact information for the guest. |
Cancelled and Deleted Events
This section lists any bookings that were cancelled by a guest/staff member or removed by the system, grouped by Book Status (Cancelled by user or Deleted by System). Its columns mirror the Active Bookings section — Order Id, Full Name, Booked By, Booked On, Assignment, Start/End Date-Time, Site Name, Notes, Pay Status, Gross Sales, Discount Net, Net Sales, Tax Amount, Grand Total, Booking Source, and guest contact info — so you can see exactly what was lost and why (via the Notes column).
Hold Events
| Column | Description |
|---|---|
| Start Date/Time | When the held time slot begins. |
| End Date/Time | When the held time slot ends. |
| Expire Date / Expire Time | When the hold will automatically release if not converted into a booking. |
| Location Name | The location where the hold was placed. |
| Site Name | The specific site or space being held. |
| Notes | Any notes entered about the hold. |
How to read the layout
The report is organized into three stacked sections, in this order:
- Active Bookings at the top, grouped by Order Id. If an order has multiple line items (for example, more than one price rule or package add-on), the Assignment, Start Date/Time, and End Date/Time only display once per order so the detail rows underneath aren't cluttered with repeated values.
- Cancelled and Deleted Events in the middle, grouped by Book Status so you can quickly see how many bookings were cancelled by a user versus removed by the system.
- Hold Events at the bottom, showing only holds that haven't yet expired and fall within your selected date range.
At the top of the report, a header block shows the date range, the Booked By filter applied, and which date field (Booked On or Start Time) was used to filter the results, so you always know exactly what the numbers below represent.
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