Business intelligence in a project
Record attendance, tickets, revenue, occupancy, production data, and reporting snapshots
The Business Intelligence project component collects data for analysis and reporting. It combines manual entries with the project's events, rooms, and properties. Visibility, editing, and export may each depend on separate configuration and permissions.
Key figures and data quality
The header summarises key figures such as attendance, sold tickets, revenue, and occupancy. Data quality shows which information required for a reliable report is present and what is still missing.
A missing value is not automatically zero. If a figure genuinely does not apply, mark it not relevant for this project so reports can distinguish a deliberate exclusion from an overlooked entry.
Attendance, tickets, and revenue
Each of these figures can be entered in one of two modes:
| Mode | Use |
|---|---|
| Total | One value applies to the complete project. |
| Per event | Relevant project events receive individual values and Artwork calculates totals. |
Per-event mode provides a searchable table with room information, bulk entry, totals, and occupancy based on the effective room capacity.
Do not switch modes casually
Entries in the previous mode may be discarded when switching between total and per-event recording. Artwork asks for confirmation; export or note any values you still need first.
If attendance is missing, Artwork may provisionally estimate it from sold tickets and labels the figure as an estimate.
Room capacity and occupancy
Artwork initially uses the room's regular capacity. Enter a project-specific capacity if this production uses a different seating layout. The effective-capacity column shows which value is used. Maintain capacity before judging occupancy; no reliable percentage can be calculated without it.
Production data
The standard production information records whether the project is a new, co-, or in-house production, whether it is a German premiere, and the premiere date. These fields can be exported across projects for statistics and funding reports.
Derived values and BI tags
Artwork calculates further values from the project, events, and BI entries. Configured BI tags can group event types for reporting without changing the event types shown in the calendar. Correct the source event, capacity, or entry rather than trying to overwrite a derived value.
Effort ranges
Record a named effort in one of the ranges 0–10, 10–25, 25–50,
50–100, or 100+. The name should identify the area being assessed, such
as “production management” or “technical preparation”. The creator remains
visible on the entry.
Snapshots
A snapshot preserves the project's current BI values under a name and date. Use it for planned, interim, and final reporting states.
Snapshots do not change with live project data. Deletion is permanent.
Custom fields and Excel export
Administrators can add organisation-specific text, number, selection, and other fields. They can also contribute to the data-quality indicator.
The BI Excel export can cover multiple projects and a date range. Select columns for master data, project period, capacity, attendance, tickets, revenue, occupancy, production details, BI tags, and custom fields. Save common column combinations as presets. Before downloading, verify the date range, projects, and selected columns against the reporting state you intend to deliver.
Recommended workflow
- Complete the project's events and rooms.
- Verify capacities and add project-specific values where needed.
- Choose total or per-event mode for attendance, tickets, and revenue.
- Complete production data and custom fields.
- Resolve the data-quality notices.
- Create snapshots at important reporting dates.
- Generate the cross-project export only after these checks.