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Visit Reports

Generate and analyze customer visit data across your venues.

What are Visit Reports?​

Visit reports show detailed information about customer entries at your locations:

  • Total visits by date range
  • Visits per location
  • Visits by card tier
  • Peak visit times
  • Customer visit frequency

Generating a Visit Report​

Step 1: Access Reports​

  1. Log in to the portal
  2. Click "Reports" in the navigation
  3. Select "Visits" from report types

Step 2: Configure Report Parameters​

Date Range:

  • Select start date
  • Select end date
  • Use quick filters: "Last 7 days", "Last 30 days", "This month"

Location Filter:

  • All locations (Tenant Admins)
  • Specific location (or auto-filtered for Location Admins)
  • Multiple locations

Card Tier Filter:

  • All tiers
  • Specific tier (Silver, Gold, Platinum)
  • Compare tiers side-by-side

Additional Filters:

  • First-time visitors only
  • Return visitors only
  • By day of week
  • By time of day

Step 3: Run Report​

  1. Click "Generate Report"
  2. Report loads in 5-30 seconds (depending on data volume)
  3. Review data on screen

Step 4: Export (Optional)​

Export formats:

  • CSV (for Excel/Google Sheets)
  • Excel (.xlsx)
  • PDF (for presentations)

To export:

  1. Click "Export" button
  2. Select format
  3. Download file

Report Columns​

Standard Visit Report Columns​

ColumnDescription
DateBusiness date of visit
Customer NameVIP cardholder name
Card TierSilver/Gold/Platinum
LocationWhich venue they visited
Entry TimeTime of first door scan
Ticket IssuedYes/No
Ticket RedeemedYes/No
Staff MemberWho processed entry

Summary Statistics​

At the top of report:

  • Total visits in date range
  • Unique customers
  • Average visits per customer
  • Busiest day
  • Busiest location
  • Most common tier

Analyzing Visit Data​

Key Metrics to Track​

Total Visit Volume:

  • Are visits increasing or decreasing?
  • Compare month-over-month
  • Identify trends

Visit Distribution:

  • Which nights are busiest?
  • Which locations get most traffic?
  • Are slow nights improving?

Customer Frequency:

  • How often do customers return?
  • Calculate: Total visits / Unique customers
  • Target: 2-3 visits per month for active members

Tier Performance:

  • Which tiers visit most often?
  • Are higher tiers more engaged?
  • Gold/Platinum should visit 1.5-2x more than Silver

Visualization Charts​

Available charts:

  • Visits by day (line chart)
  • Visits by location (bar chart)
  • Visits by tier (pie chart)
  • Hourly visit distribution (heatmap)

To view:

  1. Generate report
  2. Click "Visualize" tab
  3. Select chart type
  4. Hover over data points for details

Common Report Use Cases​

Use Case 1: Evaluate Marketing Campaign​

Scenario: You ran a social media campaign last week.

Report to run:

  • Date range: Campaign week vs. previous week
  • Filter: All locations, all tiers
  • Look for: Increase in first-time visitors

Success indicators:

  • 20%+ increase in unique visitors
  • Higher ratio of first-time to return visits
  • Sustained visit increase following week

Use Case 2: Optimize Staff Scheduling​

Scenario: Determine peak hours for door staff.

Report to run:

  • Date range: Last 30 days
  • Group by: Hour of day
  • Filter by: Day of week

Use the data:

  • Schedule more door staff during peak hours
  • Reduce staff during slow periods
  • Adjust per location based on patterns

Use Case 3: Location Performance​

Scenario: Compare locations to identify underperformers.

Report to run:

  • Date range: Last quarter
  • Group by: Location
  • Compare: Visits, unique customers, redemption rate

Action items:

  • Investigate low-performing locations
  • Successful location strategies to replicate
  • Consider location-specific promotions

Use Case 4: Tier Engagement​

Scenario: Are Platinum members using their cards?

Report to run:

  • Date range: Last 90 days
  • Filter: Platinum tier only
  • Metric: Average visits per customer

Target benchmarks:

  • Platinum: 4+ visits per month
  • Gold: 2-3 visits per month
  • Silver: 1-2 visits per month

If below target:

  • Create targeted offers for that tier
  • Survey customers about barriers
  • Review perk value proposition

Scheduled Reports​

Setting Up Automatic Reports​

To create scheduled report:

  1. Configure report parameters
  2. Click "Schedule Report"
  3. Select frequency:
    • Daily
    • Weekly (choose day)
    • Monthly (choose date)
  4. Enter email recipients
  5. Save schedule

Recipients receive:

  • Report as email attachment
  • Link to view in portal
  • Summary statistics in email body

Managing Scheduled Reports​

To edit or delete:

  1. Go to Reports → Scheduled Reports
  2. Find report in list
  3. Click "Edit" or "Delete"

Best practices:

  • Weekly reports for operational staff
  • Monthly reports for management
  • Daily reports only for critical metrics

Visit Report Limitations​

What's NOT included​

These require separate reports:

  • Financial data (revenue, tab sizes)
  • Ticket redemption details (see Redemption Reports)
  • Fraud attempts (see Fraud Reports)
  • Customer enrollment data (see Enrollment Reports)

Data Accuracy Notes​

Business date vs. calendar date:

  • Reports use business date (cutoff time)
  • 2am visit may show on previous calendar day
  • Matches location's business day configuration

Delayed data:

  • Real-time data may lag 5-10 minutes
  • Historical data is accurate
  • Refresh page to update real-time stats

Compliance & Privacy​

Data Retention​

Visit records retained:

  • Active customers: Indefinitely
  • Deleted customers: 90 days then anonymized
  • Audit requirements: 7 years

Exporting Customer Data​

Privacy considerations:

  • Only export what's needed
  • Protect exported files (password protect Excel)
  • Delete exports after use
  • Don't share customer PII unnecessarily

GDPR/Privacy compliance:

  • Customers can request their data
  • Export individual customer visit history
  • Provide in machine-readable format (CSV)

Troubleshooting Report Issues​

Report Shows No Data​

Check:

  1. Date range selected has visits
  2. Location filter isn't too restrictive
  3. Your role has access to that location data
  4. System hasn't been reset recently

Export Fails​

Common causes:

  1. Report too large (limit: 50,000 rows)
  2. Network timeout
  3. Browser pop-up blocker

Solutions:

  • Narrow date range
  • Filter by location
  • Try different browser
  • Check pop-up blocker settings

Numbers Don't Match Expectations​

Verify:

  • Using business date vs. calendar date
  • Location filter is correct
  • Not double-counting re-entries (report should deduplicate)
  • Comparing same time periods (day of week matters)