This guide walks you through the comparative analysis between the e-ticket balance (Stock) and real-time validations (Operation).
The objective is to provide a complete view of the event, allowing you to monitor everything from sales to entry flow efficiency. By cross-referencing this data, you ensure that every ticket sold is tracked with precision, understanding how the field operation is performing relative to the available tickets for the event.
To view the inventory and operation data for your e-tickets, use the search filter and select the desired group. If you don't have one yet, you must create a Product Group and enable the option Group for Management of an E-tickets event. This setting ensures that, upon accessing the dashboard, all displayed metrics are associated with that specific event.
The E-tickets Dashboard centralizes the management of your event, allowing precise monitoring of the Stock and the flow of the Operation of your event.
The Dashboard only tracks one event at a time, as its view is always based on a Specific Product Group. Therefore, it is not possible to view tickets from multiple events simultaneously.
On this page:
-
Understanding Data Flow in E-tickets Dashboards
-
Cross-Referencing Metrics from Stock and Operation Dashboards
-
Best practices to maximize results with the E-tickets Dashboard
Before you begin, you need to…
-
Have created a product group.
-
Have enabled the option Group for Management of an Event (e-tickets) when creating the Product Group.
Understanding Data Flow in E-tickets Dashboards
At Guru, the e-tickets dashboard shows different stages, where you can access information for Stock and Operation.
Stock Dashboard
The Stock Dashboard presents an overview of your ticket inventory based on the product group associated with the e-tickets:
-
Indicators and Overview: indicates the main numbers of your event, showing the total e-tickets, the amount of sold, reserved, and available tickets. The section Overview includes a chart that allows analyzing the distribution and proportion of these tickets both in exact quantity and percentage; and
-
Stock by Product and Offer: displays a detailed list for managing tickets through the main product and its associated offers. In this list, it is possible to view the product and offer name, as well as the total tickets, sold, reserved, and available tickets specific to each variation.
Operation Dashboard
The Operation Dashboard presents a detailed view of the lifecycle and engagement of sold tickets for your event, from purchase to attendee check-in, represented as follows:
-
Total tickets: the total quantity of tickets that were sold;
-
Open: the number of sold tickets that have not yet been assigned to any attendee and/or guest;
-
Guests: tickets that have already been assigned to an attendee, but the person has not yet generated the ticket with the QR Code to enter the event;
-
Assigned: tickets where the attendee has already been assigned and has the ticket with the generated QR Code in hand; and
-
Checked-in: the number of tickets that have already been checked in by the attendee and/or guest, meaning participants who have already validated their ticket to access the event.
In addition to the overview, the dashboard features the section Operation by Product, which presents the details of all these stages, such as Total, Open, Guests, Assigned and Checked-in, separated by each product or ticket variation of the event.
Monitoring the Stockand Operation dashboards is essential for flow management, as it allows tracking, in real time, the assignment of tickets to guests and the generation of QR Codes, signaling confirmation of attendance even before the event begins.
Crossing Stock and Operation Dashboard Metrics
In the Guru E-tickets Dashboard, crossing metrics allows a clear view of the event capacity versus the operation status. The goal is to monitor the balance between inventory and ticket volume (status), facilitating the identification of which cycle phase - from sale to check-in - your event is currently in.
In this section, we exemplify how to extract information from e-ticket indicators, making it easier to identify which phase of the sales cycle your event is in. Each metric will be presented individually to offer a strategic and complete view of your event
Crossing metrics from the E-tickets Dashboard - Stock
|
Metric in the Stock Dash |
What does the cross-reference indicate? |
|
Sold The total volume of tickets sold, which have already been processed and integrated into the operation. |
The volume of tickets that have completed the payment cycle. |
|
Available The balance of tickets that still remain in stock for sale and/or distribution. |
The actual balance for new sales - is the direct result of the offer's inventory setting minus what has already been sold or reserved - window of opportunity. |
|
Reserved Tickets locked or in the payment process, removed from inventory, but not yet confirmed. |
Tickets that "left" Available, but have not yet entered Sold, indicating purchases being processed (Boleto/Pix). If a Reserved ticket is not converted (e.g., expired boleto), it automatically returns to the Available status within that offer, releasing the checkout for a new buyer. |
|
Total Indicates the total number of tickets initially in stock for the event. |
The maximum limit defined in the offer settings - serves as a basis to calculate the occupancy percentage of the event. |
The values for Reserved and Available are determined by the offer inventory settings. Furthermore, both can be checked directly in the details of the offer itself.
Cross-reference between E-tickets Dashboard metrics - Operation
|
Metric in Op Dash |
What does the cross-reference indicate? |
|
Total Tickets The total number of tickets available for the event |
The total number of tickets associated with the product group - represents the total quantity as the sum of all statuses: open; invited; assigned and check-in. |
|
Open Tickets that, although sold, have not yet been linked to a specific attendee. (*) The operation dashboard counts only sold tickets - “Reserved” tickets are not included in the count.
|
Indicates the volume of buyers who have not yet named their tickets. |
|
Assigned Tickets that have already been assigned to a defined email and are ready to be used. |
The cross-reference between Assigned and Total shows the percentage of tickets that already have an official "owner". |
|
Check-in Indicates the tickets that have already been validated at the entrance, confirming the presence of the attendee or guest at the event |
The cross-reference between Check-in and Assigned reveals actual engagement on the day of the event, allowing you to measure hourly check-in flow and the efficiency of your reception team. |
The above data will only be consolidated if the products are linked to a group with the option Group for Managing an event (E-tickets) properly enabled.
Best practices for maximizing results with the E-tickets Dashboard
In Guru, you can use the information presented in the E-tickets Dashboard to cross-reference this data with other tools on our platform, leveraging your operations and improving your event's experience.
You can apply this information to your event, such as:
1. Advance Check-in (assignment): the metric with Assigned status is your best ally, because if the gap between Sold and Assigned is high before the event, it can impact entry speed at the event.
In practice: use email/WhatsApp automation to trigger a reminder to attendees/guests - this avoids lines at entry and ensures the attendee/guest arrives at the event with the QR Code ready (it is possible to use the credentialing mode, by scanning a QR code, or do it manually, in which case the attendee/guest must reach out in advance); and
2. Demand Management (Real-Time Stock): monitoring Available inventory allows you to make data-driven marketing decisions based on real data, not assumptions.
In practice: you can monitor the overlap of Available inventory on the dashboards during major launches - use integration such as sales notifications so the marketing team knows the exact moment to announce, for example, the last remaining tickets, using the scarcity trigger technique based on actual inventory shown on the dashboards.
By integrating the indicators from the E-tickets Dashboard with guru's automation and communication tools, you stop watching numbers and start managing your attendee's journey end-to-end.