Customer, Gift Card, and Class Reports

Working with Customer, Gift Card, and Class Data

The remaining reports in the Rain system cover essential areas for your business, focusing on funds owed to you by your customers in the Customer Balances report, best buyers in your Top Customers report, Gift Cards Purchased and Gift Cards Outstanding reports, you can see registrants for your Classes, and anyone who has signed up for Wait Lists for classes or products.

You can get to this part of the system by clicking Reports in the blue Admin Toolbar, then clicking on the specific report you need.

The Customer Balances Report

To see how your debts with customers are stacking up, open your Customer Balances Report. The report breaks down what debts are owed in different time frames; 30-days, 60-days, 90-days, or more than 90 days. You can click on the Customers listed to open their full details. Note that on the opening page, on the right, you can click to View the history of their Customer Balance if you need to reconstruct how their debt got to where it is. Please note that clicking on a Customer will take you away from this report and load their information in the screen, so you'll have to come back to this report to look at your data further. You can also either Print or Export the data, as needed.

The Top Customers Report

How do you identify your best spenders so you can reward them, or just see how they're doing? The Top Customers Report breaks all this down for you, giving you their contact information, Birthday, Dollars Spent, and showing you the last time they came in to visit. Note that clicking on the customer's name takes you to the Customers module, where you can look up further details. You can view any Date or Date Range needed, and you can click to Export your results.

The Gift Cards Purchased Report

You can see all Gift Cards your customers bought in a given period by using the Gift Cards Purchased Report. You can choose whatever Date or Date Range you might need, and the results provide the Gift Card Code (you can copy and paste for use in the Register, if they've lost their card) as well as the Beginning Balance and Current Balance on the card. This report will show all cards purchased, including those that have been completely used up and have $0 balances. You can Print and Export the results, as needed.

Note that if you need to adjust any Gift Card information, you will need to go to Products > Gift Cards, the information provided in this report is for reference only.

The Gift Cards Outstanding Report

If you need to see every Gift Card in your system that has a remaining balance, use your Gift Cards Outstanding Report. You can Sort the results by clicking on the column headers, and see the Original Amount and Current Amount on each card. You can Print or Export the results, if needed.

Note that if you need to adjust any Gift Card information, you will need to go to Products > Gift Cards, the information provided in this report is for reference only.

The Classes Report

Your Classes Report is your reference point to see who is registered for any of your class sessions. By default, the report will show a 90-day period, but you can adjust the Date Range if you like. You can click on a class Title to view the registered students, and you can Print your results.

Once you have clicked on a Class Title, you can see details on all registrants, including the Transaction ID for when the class was paid for, the Customer's contact info, and the number of Seats purchased. Please note that whenever a Customer purchases multiple seats in a class, we advise clicking Notes in the Register to add a Transaction Note and include the name(s) of additional students for the class. You will be able to see those notes here, as well as on the receipt, or any time you open that transaction.

You can click to Print the Class Report so you'll have a hard copy of the registered students, and you can also click to Email Attendees if you need to send a reminder or a supply list, etc.

The Wait Lists Report

You can set both Classes and Products to have Wait List functionality active. What that does is, if the class has no seats left, or if the product is sold out, people can sign up to be on a Wait List, giving you the info you need to contact them if the class or product becomes available. For Classes, you will set this on the Pricing tab (if you don't see that option, go to the gear-shaped button and go to Settings > Website Settings, and in the Classes area, click to enable Wait Lists). To edit a class, click on POS > Classes, and click on the Title of the class you want to work with. For your Products, the option will appear on the Product's Advanced tab. You can edit a product by going to Products > Products and searching for the one you want, then clicking on its Title.

In the Wait Lists Report, you can view both types of Items, as in our example above. The upper line-item is a product, and we can see how many Customers are waiting for it in the Number Waiting column, and the total quantity they are waiting for in the Quantity column. You can click on each item to open it in the Edit view in a panel. You can also Export your report if you need to.