EVENT Live’s Auto Counts feature simplifies the process of managing your event sales data by automating report delivery and ensuring organizers stay informed with accurate, up-to-date data at all times. Auto Counts allows organizers to receive frequent CSV reports—whether hourly, daily, or weekly—straight to their inbox. This means no more manual checking, no more guessing, and no more refreshing dashboards just to see the latest numbers. With automated reporting in place, monitoring event performance becomes easier, faster, and far more efficient.
Setting Up Your Email Groups
Before creating automated schedules, you’ll first set up Groups, which determine who will receive the reports.
To begin, navigate to your organization dashboard and select Auto Counts. Here, you’ll find two important tabs: Groups and Schedules. Start with Groups.
Choose the organizations where this email group should be created. It will be shared across all selected organizations.
You can include as many recipients as needed.
Your email recipient group is now ready and can be used across multiple report schedules.
Customizing Automated Reports
With your groups set up, it’s time to customize the reports you want delivered.
Go to the Schedules tab and click Create Schedule.
Select one or more organizations from the Organizations dropdown to apply this schedule across multiple organizations. This enables centralized management of report schedules across events from multiple organizations in one place.
If multiple organizations are selected in this field, the recipient email group must be available in all selected organizations.
(Optional) Use the Time Period dropdown to filter the report by order creation time. Select from a predefined option such as Yesterday, Last 7 Days, Month to Date, or All Time to ensure only sales data from that time period is included in the report.
Hourly – Reports are sent automatically at the 1st minute of every hour.
Daily – Select the exact time each day the report should be sent.
Weekly – Choose one or more days of the week, along with the time the report should be sent.
Select the Timezone to ensure reports arrive at the correct local time.
(Optional) Add a Start Date and End Date if you want the schedule to run only during a specific period.
Select the Report Type. Each report type contains different data, so choose the one that best fits your needs.
Under Email Groups, select one or more groups to receive the report. If multiple organizations are selected above, only email groups that are available in all selected organizations will be listed. If the group you need doesn’t exist, click Create Group to create one. The new group will be attached to all selected organizations.
You must select at least one of the following options when determining which events to include in the report:
A. Event Status Filter - This option automatically includes events based on their current status. Available statuses may include:
Live
Past
Draft
Using a status filter allows reports to automatically update as events change status (e.g. if the schedule is set to Live, the report will always include all events that are currently live—even when new events go live)
B. Specific Events (Manual Selection) - This option allows you to manually choose individual events.
The events list displays all events, regardless of their status, allowing you to include specific events even if they do not match the selected status filter.
How the Filters Work Together
Status is optional – You can choose a status or leave it empty.
If no status is selected, you must select at least one event manually.
If status is selected, you can optionally select specific events to create a static list; otherwise, the event list will remain dynamic.
Only Status Selected – The report will include all events matching that status. The event dropdown will only allow selection of events from the same status. Events that change to another status will be removed automatically.
No Status, Only Events Selected – Only the manually selected events will be included. The list is static and will not change automatically.
Both Selected → Only the selected events are included, and the status filter is ignored.
⚠️ Ensure that at least one event status or specific event is selected before saving. If no events match the chosen status at the time the report runs, the report may be empty.
Tip:
Status acts as a global filter/umbrella — it always applies.
Events are a subset: if you select events, the report includes only those events that also match the chosen status.
If no events are selected, all events matching the chosen status are included automatically.
Once everything is configured, click Create.
Your automated report schedule will now begin sending reports according to the settings you selected.
Managing Your Schedules
After creating a schedule, the Schedules tab displays several action buttons that help you manage and control your automated reports:
Status – Enables or disables the schedule with a single click.
Trigger Now – Immediately sends the report based on the current schedule’s settings.
Edit – Allows you to modify or update any part of the schedule configuration.
Clone Schedule – Creates an exact duplicate of the schedule, making it easy to reuse settings for other events or groups.
Delete – Permanently removes the schedule from your list.
These options give organizers full visibility and flexibility, ensuring every report schedule is easy to adjust, replicate, or turn on and off as needed.
FAQs
Can I send reports to multiple email groups?
Yes. When creating a schedule, you can select multiple email groups, allowing different teams or stakeholders to receive the same report.
Can I create multiple schedules for the same events?
Yes. You can create multiple schedules for the same event or group of events. For example, you might send hourly reports to internal staff while sending daily reports to organizers or partners.
What happens if a schedule is disabled?
If a schedule is disabled, the system will stop sending reports until the schedule is re-enabled. The schedule configuration will remain saved.
Can I manually send a report outside the scheduled time?
Yes. You can use the Trigger Now option to immediately generate and send a report based on the current schedule settings.
What format are the reports delivered in?
All automated reports are delivered as CSV files, which can be easily opened using spreadsheet tools like Excel, Google Sheets, or similar programs.
Can I edit a schedule after it has been created?
Yes. You can use the Edit option to update any part of the schedule, including the frequency, email groups, event filters, or report type.