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Creating Response Reports

Response reports evaluate a marketing campaign's success by comparing respondents to mailed segments, allowing users to assess ROI and inform future campaign planning.

Part 1: Creating a New Campaign List

On the main Campaign page, click the ellipses next to your campaign and select Add New List for the intended respondents.

⚠️Lists used for response reporting must contain transactional data (single tickets, subscribers, donor segments, etc.) in order to run.

 

You will then be prompted to enter four pieces of information for the list:

  • List Name: The name displayed under the campaign in the recent Lists section, e.g., “Winter’s Tale Responders.”
  • List Description: Detailed information about the list, e.g., “All patrons who responded to the winter’s tale campaign list.”
  • Trade Approve by Date: The deadline for approving trade requests; leave blank if not applicable.
  • Contact Date: The date the mailing will be sent or when you plan to contact patrons.

 

After creating the list, return to the Campaign page, select your new list, and choose New Custom Segment from the “Include in list” dropdown.

 

This will prompt you to enter a description for the segment and select it for the Response Report. Follow these three steps to create the segment:

1. Enter a description that will serve as the segment name, e.g., Winter’s Tale Buyers.

2. Select your organization’s name.

3. Add criteria that match all conditions, such as setting the year to “2024” and the event to “The Winter’s Tale.”

🗒️Note: You do not need to click “Add to my saved segments” at this stage.  

After saving the segment, return to the Campaign page, click the “Finish” icon, select “No export, just close the list,” and confirm by clicking “Finish.” 

Make sure the mail and responders list are closed by selecting, "No export, just close the list," before proceeding to export the report. 

 

Part II: Creating a New Response Report 

    1. Go to Response and click New Report.
    2. Enter a Report Name (up to 50 characters). Add one or more closed mail lists. For each, enter the cost either Per customer or Entire campaign. The order of the lists sets their priority.
    3. Choose the response list from Part I and set the Analysis period. Leave the dates blank to analyze all transactions; if set, the end date must be at least a day after the start.
    4. (Optional): add up to two extra analysis fields. They appear in the Excel file.
    5. Click Create Report. You'll receive an email when it's ready.

    Part III: Accessing Your Report 

    Open the Report Catalog from the Response page. Each report row offers View Report, Download (once complete) and Delete Report. 

    📒Note: In this document, “response” indicates patrons who received the campaign mailing and consequently bought a ticket.   

     ⚠️Lists must be closed before they can be used. In Part I, make sure each mail list is closed ("No export, just close the list"). Response reports need the Response Reporting permission. If you don't see Response Reports in the left menu, contact your Account Admin or the Help Desk (helpdesk@trgarts.com).