FlexPass Reports¶
Roles
FlexPass Sales: Box Office, Admin (Reconciliation Reports permission) FlexPass Patron Report: Box Office, Admin (Box Office Reports permission)
Navigation: Admin Menu > Reports > FlexPass Sales / FlexPass Patron Report
Overview¶
Stagemgr provides two FlexPass-related reports. FlexPass Sales tracks FlexPass purchasing and redemption trends by month. FlexPass Patron Report provides a detailed per-patron export with codes, expiration dates, and remaining admissions.
FlexPass Sales¶
Purpose¶
The FlexPass Sales report summarizes FlexPass activity over a date range, broken down by month. It shows purchase volumes and usage patterns, making it useful for tracking the financial performance of FlexPass offerings.
Generating the Report¶
- Navigate to Admin Menu > Reports.
- In the FlexPass Sales section, enter a start date and end date.
- Optionally, limit the report to one or more FlexPass offers using the offer picker -- search by offer name, tag, or theater restriction.
- Click Show to display results on screen, or Download to export a CSV.
The report always covers full calendar months: the range expands to the beginning of the start date's month and the end of the end date's month.
Input Fields¶
| Field | Required | Description |
|---|---|---|
| Start Date | Yes | Include FlexPass activity on or after this date |
| End Date | Yes | Include FlexPass activity on or before this date |
| Limit to offers | No | Restrict the report to the selected FlexPass offers. Leave empty to include all offers. |
Output Format¶
One row per calendar month with activity:
| Column | Description |
|---|---|
| Month | The calendar month (e.g., 2026-05) |
| New Passes | FlexPasses sold, counted in the month of the order's first payment |
| New Deposits | Dollars collected on FlexPass orders that month |
| Tickets Redeemed | Number of admissions redeemed against FlexPasses that month |
| Tickets Paid Out | Dollars paid out for those redemptions |
| Total Spiff | Spiff amounts owed on the passes sold that month |
| Total Flat Payout | Flat payout amounts owed on the passes sold that month |
| Total Facility | Facility fees on the passes sold that month |
| Expired FlexPasses | Passes whose expiration date fell in that month |
| Recovered Amount | Value reclaimed from expired passes: each expired pass's price (less its facility fee and flat payout), minus whatever was already paid out on its redemptions. A never-used pass is recovered in full. |
| Total Due To Facility | Spiff + facility fees + recovered amount for the month |
Tickets Redeemed vs. Tickets Paid Out
Zero-dollar offers (such as producer subscriptions) show redemptions in Tickets Redeemed even though Tickets Paid Out stays at $0.00 -- the pass is being used, it just carries no payout.
Offer Filter
If you run multiple FlexPass offerings (e.g., 4-show pass, 6-show pass), limit the report to each offer -- or to a tag that groups a package family -- to see performance data for each type separately. Limited on-screen reports list the selected offers in a "Limited to:" footnote.
FlexPass Patron Report¶
Purpose¶
The FlexPass Patron Report provides a comprehensive export of FlexPass orders within a specified date range, including patron contact information, FlexPass details, expiration dates, and usage status. This report is essential for FlexPass management, patron communication, and customer service operations.
Generating the Report¶
- Navigate to Admin Menu > Reports.
- In the FlexPass Patron Report section, enter a start date and end date.
- Optionally, limit the report to one or more FlexPass offers using the offer picker -- search by offer name, tag, or theater restriction.
- Click Show to display results on screen, or Download to export a CSV.
Input Fields¶
| Field | Required | Description |
|---|---|---|
| Start Date | Yes | Include FlexPass orders created on or after this date |
| End Date | Yes | Include FlexPass orders created on or before this date |
| Limit to offers | No | Restrict the report to the selected FlexPass offers. Leave empty to include all offers. |
The date range is inclusive of both start and end dates.
Report Contents¶
The report includes one row per FlexPass. An order containing several passes produces one row for each pass, each with its own code and remaining admissions.
| Column | Description |
|---|---|
| FlexPass Order Number | Unique identifier for the FlexPass order |
| Patron Name | Customer's full name from the order |
| Customer's email address | |
| Phone | Customer's phone number (if available) |
| FlexPass Code | The unique code assigned to the FlexPass for redemption |
| Expiration Date | When the FlexPass expires (formatted as MM/DD/YYYY) |
| Admissions Remaining | Number of ticket redemptions remaining on the FlexPass |
| Fulfilled | Whether the FlexPass order has been processed ("Y" for fulfilled, "N" for pending) |
File Naming Convention¶
Downloaded CSV files are automatically named using the format:
flex_pass_patron_report_YYYYMMDD_YYYYMMDD.csv
where the dates represent the start and end dates of the report range.
Typical Use Cases¶
- Customer service: Look up FlexPass details when customers call with questions about their remaining admissions or expiration dates.
- Expiration management: Identify FlexPasses approaching expiration for proactive outreach.
- Usage tracking: Monitor FlexPass utilization with the Sales report over time.
- Marketing: Contact FlexPass holders with targeted promotions for upcoming productions.
- Reconciliation: Track FlexPass sales and redemption patterns using the monthly Sales report.
- Fulfillment: Identify pending FlexPass orders requiring processing (Fulfilled = "N").