📊Reports & Analytics
Run, filter, save, and export financial reports from your CrowdWork dashboard — and learn which tool to reach for when you need charts, accounting-ready totals, or a raw CSV.
Reports turns your sales data into accounting-ready financial reports, right in the Dashboard. Pick a report, set your date range and filters, and get totals your bookkeeper can work with — then save the view so the whole team can re-run it, or export the transactions behind the numbers as a CSV.
Direct link: Reports Dashboard
You'll find Reports in your Dashboard sidebar under Analytics → Reports.
Who Can Use Reports
Reports is available to Admin users. For anyone else, use a Custom role: Reports is its own toggle under Platform Features in Custom Permissions, separate from the Charts toggle — you can grant either one without the other. Other standard roles don't include Reports access; switch the user to Custom to grant it.
When a custom user's permissions are scoped to specific events, their reports automatically include only those events.
Report exports include patron names and email addresses. Grant Reports only to people who should see patron contact details — for a stakeholder who just needs to see how sales are going, the Charts toggle alone may be the better fit.
The Reports Page
The Reports page is your starting point: open a saved view, or start a new report from one of the report cards. Each card names the report and the question it answers.
How did we do overall? Every financial measure for the events and date range you choose.
What did each show or class net? A per-event close-out for settling with producers and renters.
What did patrons give? Totals, per-event giving, monthly trend, and top donors.
What do we owe on gift cards? Outstanding balance, plus cards sold and redeemed in the period.
What is the membership program worth? Recurring value, what members redeem, and retention.
How far ahead do tickets sell — and what do pay-what-you-want buyers actually pay?
More report types are on the way — new cards appear on the Reports page as they become available.
Filtering a Report
Set your filters at the top of any report, then click Run Report. The page updates in place.
Date range — pick any start and end date, or use a preset: Today, This week, This month, Last month, or YTD (January 1 through today). A new report opens to the current calendar month.
Purchase date vs. Event date — choose what the date range means. Purchase date groups sales by when the order was placed; Event date groups them by the showtime the ticket is for. Use Purchase date for "what did we sell in June?" and Event date for "what did our June performances earn?"
Channels — narrow to Online, POS, or Manual sales, in any combination. Leave empty to include everything. Payment-plan orders count as Online; to see them itemized, use View Line Items, where each plan expands into per-installment rows.
Events — search by show, class, or tag. Leave empty to include every event you can access.
Not every report uses every filter. Donations filters by date only; Gift Cards adds a card-status filter; Membership Value adds member-status and tier filters. Each report's guide covers its own filters.
Saving a Report
Once a report is filtered the way you like, click Save Report and give it a name. The saved view appears on the Reports page for everyone on your team who can open Reports — saved reports are shared with your whole theatre, not private to you.
Saved presets stay current. A report saved with a preset like This month recomputes every time it's opened — in August it shows August. A report saved with an explicit start and end date always shows exactly that range.
Managing a saved report: open it and use the Manage Report menu to Update Report (save the current filters back to it), Save as a New Report (keep the original and fork a copy), or Delete Report.
Renaming, updating, or deleting a saved report affects your whole team — anyone with access to Reports can change or remove any saved view, and a deleted view is gone for everyone.
Line Items and CSV Export
Every financial report is backed by individual transactions, and you can always get to them:
View Line Items opens the transaction-level list behind the report's totals, using the same filters — one row per admission, donation, gift card, or member, depending on the report. (The Gift Cards list ignores the date range — a card's balance only means something whole.) Payment-plan orders expand into per-installment rows, with Row type, Plan status, Payment due, and Paid on columns showing which installments are collected and which are still upcoming.
Export to CSV downloads every line item behind the report for the current filters. The report's totals reconcile to this file — if the report says your net deposit was a certain amount, the rows in the CSV add up to that amount. (With payment plans still collecting, the CSV's net-deposit column adds up to the report's accrual-basis line, since it books each plan's full scheduled value.) Large exports show a progress bar while they prepare.
Reconciling with your accountant? Run the report for the period, note the totals, then Export to CSV and hand over both — the spreadsheet is the audit trail for the report's numbers.
Which Tool Do You Need?
CrowdWork has a few ways to get at your data, and they're built for different jobs:
Charts and trends over time — a visual read on how sales are moving
Accounting-ready totals that reconcile — settlements, liabilities, donations, deposits
Reports (this feature)
A raw spreadsheet of tickets, registrations, or orders to sort and slice yourself
The CSV exports on the Tickets, Registrations, and Orders screens — see Exporting Your Data
A patron contact list
The Customers and Students exports — see Exporting Your Data
One Word, Three Meanings: Reading "Net"
Different reports use "net" for different (correct) things. When two numbers don't match, check which "net" you're looking at:
Net sales — sales on a billings basis: admissions and surcharges, minus discounts, membership benefits, and gift-card credit. This matches the
net totalcolumn in CSV exports.Net deposit / Net settlement — the cash story: net sales plus donations, minus refunds and any fees your theatre absorbed. This is what actually lands in your account.
Net to Theatre — used in the Membership Value report: membership revenue collected minus the retail value members redeemed.
Related Tasks
View sales charts and trends
Export raw tickets, orders, or patron lists
Control who on your team can see what
Need Help?
If you run into a situation this guide doesn't cover, contact our support team from your Dashboard. We're here to help!
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