In venue management, accurate data and reporting are essential for optimizing space use, understanding booking trends, and making informed decisions. With Timely’s software, users can generate and export reports for spaces. This feature offers flexibility in reporting, including advanced filters and customizable content options to help you focus on the most relevant data. In this post, we’ll guide you through the process of creating and exporting customized reports for spaces and explain how these reports can support effective venue management.
1. Benefits of Creating and Exporting Reports for Spaces
Detailed reports for venue spaces offer numerous advantages, especially for venue managers looking to streamline operations and maximize space usage:
- Enhanced Space Utilization: Analyzing usage patterns helps managers understand demand and optimize scheduling for each venue space.
- Informed Decision-Making: Access to accurate data on bookings, requirements, and event types supports better decision-making for future planning.
- Improved Client Communication: With a customized report, you can present a clear, professional overview of space usage to clients or stakeholders.
- Facility Management Insight: Space-specific data helps you allocate resources based on usage trends, reducing downtime and improving space turnover.
2. What is the Report feature for Spaces?
The export feature for spaces allows you to generate reports specifically tailored to venue data. You can include detailed insights about each space, apply filters to focus on specific timeframes or space types, and export reports in several formats for a professional, easy-to-read presentation.
These reports can be shared with internal teams, building managers, or renters to support resource planning and transparency. They are especially useful for educational institutions, government facilities, and coworking spaces.
3. How to Create Reports for Spaces in Timely
With Timely, creating customized reports for spaces is simple. Follow these steps to access the report options, apply filters, and export your report.
- Log in to your Timely dashboard.
- On the left menu, go to Reports.
- Select Events under the report options. This will open a view of all spaces available for reporting.
3.1 Use Basic Filters to Build Your Report
- Start by applying the basic filters to define which events appear in your report.
- Filter events by Start Date Range. Use the date picker to select the time period you want to include.
- Next, set the Post Status to include only relevant events. Available options include All, Published, Draft, Pending, Rejected, and Trash.
- You can also filter by Event Visibility to control which events are included based on access level. Select Public for events visible to everyone, or Private for restricted or internal events.
These filters help you narrow results, focus on the right data, and generate more accurate, meaningful reports.
If you choose not to apply advanced filters, click Search to run the report. The system will return results based on your selected criteria. Otherwise, continue reading this post to learn more about advanced filters for reporting.
3.2 Apply Advanced Filters:
Click on Advanced Filters to access more detailed options for customizing your report.
Use these filters to refine your results:
- Venue: Select one or more venues to focus your report on specific locations.
- Spaces: Choose individual rooms or spaces to include in the report.
- Resources: Select specific resources to generate a list of events that use those items.
- Categories: Filter events by categories, such as workshops, meetings, or conferences.
- Organizers: Narrow down the report to events managed by specific organizers.
- Tags: Add tags to include events based on types, themes, or formats.
Any custom event filter you create in your account is also available for reporting. Use these advanced filters to refine results, analyze targeted event data, and generate more accurate, meaningful insights.
Once you’ve applied your advanced filters, click Search to generate the report and retrieve the matching data. The system will display results based on the criteria you selected.
3.3 Customize Report Content:
Under Customize Report Content, you can select exactly which fields should be included in your exported report. Each checkbox corresponds to a data point that may be relevant for your organization or stakeholders. Here’s what each item means:
- All Day: Indicates whether the event spans the entire day without specific start and end times.
- Created At: Shows the timestamp when the event or space record was created in the system.
- Ends: Displays the event or booking end time.
- Entry Fee: Indicates whether the event has an entry fee and what that fee is.
- Event Status: Reflects the current status of the event (e.g., Draft, Published, Pending).
- Facebook / LinkedIn: Shows whether the event has been shared to social media platforms.
- Featured: Indicates if the event or space is marked as “featured” in your Timely calendar.
- Post Status: Reflects the status of the post in your WordPress (or similar CMS) system, like Published or Pending.
- Repeat At: Displays information about recurring events or bookings.
- Spaces: Lists the space or room associated with the booking.
- Starts: Shows the start time of the event or booking.
- Ticket Type: Shows what type of ticketing is associated with the event (e.g., General Admission, VIP).
- Timezone: Displays the timezone setting for the event or booking.
- Title: The title of the event or space booking, as displayed on the calendar.
- Updated At: Indicates the most recent update timestamp of the record.
- User: Shows the user who created or manages the entry.
- User Email: Displays the email address of the user managing the record.
- User Role: Reflects the role of the user in your organization (e.g., Admin, Editor).
- Venue: Lists the venue name associated with the space or event.
Tip: You can select multiple items depending on the level of detail needed. This is especially useful if you need to analyze patterns like booking times, space popularity, or user activity.
Once you’ve applied all desired filters and selected the content fields, click on the Export button at the bottom of the screen to generate your PDF. Review the PDF report to ensure all selected data is included. If it’s ready, download the report to your device.
This straightforward process makes it easy to produce and share comprehensive reports on venue spaces, helping you stay organized and informed about space usage. For more tools, explore Timely’s full venue management solution. Timely’s PDF reporting feature for spaces helps venue managers efficiently track, analyze, and present space usage data. Try it today to take your venue management to the next level.
Need Additional Help?
For further guidance and support, please visit our Help Center. Additionally, if you have any inquiries or need assistance, don’t hesitate to contact our customer success team by opening a support ticket from your Timely account’s dashboard.
Moreover, in case you require additional assistance in implementing and using Timely venue management system, we are happy to assist. Explore all the professional services we offer, and feel free to get in touch with us today!