TABLE OF CONTENTS

• 1. Active Venues/Suppliers Report
• 2. Cancelled Reason Report
• 3. Cancelled Business Report
• 4. Client Contact Details Report
• 5. Confirmed Forecast Report
• 6. CRM History Report
• 7. Lost Business Report
• 8. Operated Report
• 9. Operated Enhanced Report
• 10. Status Report
• 11. Status Report (Enhanced)
• 12. Venue/Supplier Business Report

1. Active Venues/Suppliers Report

This report lists all venues and suppliers the GRATIS users have interacted with during the booking process, making it a valuable tool for auditing and financial reconciliation. It is especially helpful when exporting data to accounting systems like Sage, as it allows you to confirm that each entry has a valid Accounts Agency Reference. Venues with this reference will be included in the Invoice and Invoice Enhanced reports. Additionally, the report highlights Green Accredited venues and suppliers, with a specific column indicating this status in the .CSV export. There are no filters for this report—just choose to preview or reset it.

2. Cancelled Reason Report

The Cancelled Reason Report provides a comprehensive overview of all bookings cancelled on selected dates, regardless of when the booking was originally made or scheduled. This report helps the GRATIS users to understand why cancellations occur, thanks to detailed cancellation notes and the ability to group the data by various fields such as Reason, Consultant, Account Manager, Source, or Client. The GRATIS users can further refine the output by applying filters like Market Segment, Industry Category, and Event Type. Additional filters on the right allow for narrowing by Clients, Venues, Suppliers, and Affiliations. Choose between a summary or detailed view and run the report by setting a date range.

3. Cancelled Business Report

This report helps the GRATIS users evaluate the financial impact of cancellations, showing either the total booking value or the specific cancellation charges if recorded. Designed for different audiences—Agency, Venue, or Client—it includes extensive filter options such as Account Manager, Source, Market Segment, and Industry Category. The GRATIS user can group the report by roles like Consultant or Client and refine the data further using right-column filters (e.g., Venue, Supplier, Parent Company). After selecting the criteria, specify the date range and choose whether to display the information in a summary or detailed format.

4. Client Contact Details Report

The Client Contact Details Report offers visibility into individual contacts within each organisation, showing relevant information such as their assigned Account Manager, inquiry source, market segment, and industry category. The GRATIS user can filter the report by Account Manager, Source, Market Segment, and Industry Category, and refine further using client and parent company details. Additional useful data includes the contact’s profile creation date and the last time they accessed the My Events Portal. Export options include Excel and CSV, with the CSV including an Account Manager column.

5. Confirmed Forecast Report

This report forecasts itemised commission revenue from confirmed bookings within a future date range, using the Billing Due Date (not the Arrival Date) defined in Office Preferences. The GRATIS user can filter by Market Segment, Industry Type, Client, Venue, Supplier, or Parent Company to tailor your analysis. The output is month-by-month, showing the proportion of total revenue for each month. Note that amounts include tax, but commissions are shown excluding tax. 

6. CRM History Report

The CRM History Report tracks all recorded client or venue communications and activities, including history notes and emails sent via the system. It helps monitor the engagement level of individuals or entire teams over a chosen date range. The GRATIS user can filter by contact type (Client or Venue), individual user, activity source, and more. This report is ideal for measuring service interactions or performance, such as tracking consultant follow-ups. Export options are available, and the report can be refreshed for real-time updates.

7. Lost Business Report

This report identifies bookings marked as "lost" during a specified date range, offering insights into the reasons for missed opportunities. It can display the potential value and commission associated with the lowest-cost booking option (if available). The GRATIS user can group the report by Consultant, Client, Account Manager, Source, or Reason for Lost Business. Additional filters let the GRATIS user narrow the focus to specific Clients, Venues, or Suppliers. This is a valuable tool for identifying trends or weaknesses in conversion.

8. Operated Report

The Operated Report provides a full financial summary of confirmed bookings within a given period. It includes client spend, delegate numbers, savings achieved, and commissions earned. The GRATIS user can tailor the report to suit an Agency, Venue, GDS, or Client audience and apply filters like Account Manager, Source, Market Segment, Industry Category, and Booking Type. On the right, refine by Client, Venue, Supplier, Affiliations, or Ownership. Output options include summary or detailed views and export to CSV, which includes a Green Accredited status column.

9. Operated Enhanced Report

Building on the standard Operated Report, the Enhanced version also includes non-commissionable item values for each booking. This gives a more complete picture of revenue, particularly useful in Agent-style reports. The GRATIS user can filter and group the data in the same way as the standard report—by Account Manager, Client, Venue, Booking Type, and more. The CSV export includes additional details like Arrival Date, Booking Status, and Green Accreditation. A dedicated column shows totals for non-commissionable items, making it ideal for deeper financial analysis.

10. Status Report

This report provides an overview of enquiry activity based on a date range defined by Arrival Date, Enquiry Date, or Reconciled Date. It categorises each enquiry by status (e.g., Confirmed, Provisional, Lost, Cancelled) and calculates potential and actual values. Filters are available for Account Manager, Booking Type, Source, Status, Market Segment, Industry Category, and Style (Client or Agent). Additional refinements can be applied via Client, Venue, Supplier, or Parent Company. Export options include Excel or PDF.

11. Status Report (Enhanced)

The enhanced version of the Status Report includes all the features of the standard report, with added flexibility for filtering by individual booking statuses and event types. This report shows the current state of bookings within a selected date range and provides an additional column identifying Green Accredited venues. When exported to CSV, the report includes useful fields like "Number of 24 Hours," which reflects booking duration (not based on charge data, which may vary). It's ideal for high-level operational tracking with a more granular data set.

12. Venue/Supplier Business Report

This report allows the GRATIS user to analyse transactions with venues or suppliers across booking types (Conference, Accommodation, Supplier) and statuses. The GRATIS user can choose to filter by enquiry or arrival date and focus on specific periods like previous month or a calendar quarter. Additional filters let you narrow by venue group, supplier, affiliation, and ownership. The CSV version provides rich data including venue group, brand, ownership, estimated enquiry value, and reasons for released/lost bookings.

For further information on using the reports, please view this article:

A - Reports Overview and Index : GRATIS Support Portal