Using this feature, you can generate a real-time, shareable link that updates instantly for the duration of your show as well as schedule automated email reports to keep your artists, promoters and stakeholders in the loop.
Navigate to Ticketing Admin
Go to the Ticketing Admin page for the event you’d like to send counts for:
Click on the event in your calendar or events list then click on the ticket icon next to the confirmed event name, as shown below:
Click on Ticket Counts
Click on Ticket Counts. A side drawer menu will slide open from the right side of your screen where you can manage your email counts.
Option 1: Copy or View the Real-Time Shareable Link
At the top of the side drawer, you will find our classic real-time shareable report. This is perfect for stakeholders who prefer to check in on sales manually. Copy this link to send to anyone who needs a live, up-to-the-minute look at your sales.
Cancel and Re-issue the Link (If Needed)
If you accidentally send the link to the wrong person, click the three-dot kebab menu (...) next to "View Report" and select Cancel and Re-issue Link to immediately deactivate the old link and generate a new one.
⚠️ Note: Anyone using the old link will lose access immediately, and you will need to send them the new link.
Option 2: Start a New Email Schedule
To automate your updates, scroll down to the Scheduled Emails section and click Set New Schedule.
Step 1: Choose Your Email Frequency
Under Frequency, select which days of the week you want the email to send. By default, all 7 days are selected. Click on any day to deselect it if you only want to send updates on specific days (like Tuesdays and Thursdays).
Step 2: Set the Send Time
Use the Send Time field to choose the exact time of day you want the email to go out. This is the same time zone as your event.
Step 3: Select Start and End Dates
Use the Start Date and End Date fields to choose when these emails should start and stop. By default, the start date is set to today and the end date is set to your event date.
Step 4: Add Your Recipients
Type in the email addresses of your stakeholders one by one. Once added, they will populate in a list below. If you need to remove someone, simply click the Trashcan icon next to their email.
Step 5: Save Your Schedule
Click Save to activate your automated schedule.
Step 6: Manage and Modify Active Schedules
Your saved schedules will now appear at the bottom of the drawer. From here, you can:
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Click the down arrow to expand the list and see all recipients.
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Click the three-dot kebab menu to make changes or select Resend Emails to manually push the report to anyone who missed it.
💡 Troubleshooting & Tips
- Emails not arriving? If your stakeholders report that they are not receiving their scheduled sales emails, please have them check their Spam/Junk folders and mark VenuePilot as a safe sender.
- Multiple Schedules: You can create multiple different schedules! For example, you can send daily updates to your internal team and a separate weekly report to the artist's management.
Real-Time Data: The Shareable Link
As an alternative option, you will also find a Shareable Link at the top of the ticket modal. This isn't a static snapshot, it is a live URL that updates in real-time.
- Instant Access: Copy the link to share via Slack, text or email for instant visibility.