Run sheets provide a timeline of what’s happening and when, and are helpful in making sure the days events, parties, activities and sessions run smoothly and efficiently.
This guide shows you how you can filter, sort and download party run sheets to help run the events throughout the day.
Access the run sheet
From Venue Manager, go to Bookings > Run sheet.
-
Today's bookings are sorted and grouped by start time and booking name in the grid. Use the filters to change the day or narrow down your results.
- Use the top-right options to download the run sheet in three formats based on your filters: Party summary (previously party runsheet), Run sheet (previously run sheet pdf), Excel and CSV file.
Filter the run sheet
The run sheet can be filtered to only show results for the information you want. This information can then be downloaded to help you organize and run a day's events (read on below for the different types of run sheet downloads).
| Option | Description |
|---|---|
| Date selector | Select a single day or date you want to view. |
| Booking status | Filter bookings via a booking payment status. This can be useful to filter for unpaid bookings (pending or partially paid) or only display bookings that have been fully paid. |
| Product | Filter by individual products or product categories you've set up in ROLLER. For example, all products you use for parties could be allocated to a product category so that you only view results for your parties. |
| Assigned staff | You can filter by party host (or other role) to generate an individualized party summary, detailing the events they are responsible for. You'll need to first assign the staff member responsible to the booking. Refer to the guide Assign staff members to bookings to learn more. |
| Resource | Filter to only show bookings for a particular resource or resources. |
Customize the columns shown
You can modify the columns that display in the grid. Each row in the grid makes up an individual item of the booking.
Right-click in the grid to choose which columns you want to add or remove from the grid.
| Column | Default | Description |
|---|---|---|
| Booking ID | ✅ | The booking's unique identifier. Select a link to a booking ID to reveal a summary of the booking. Select Go to booking for further details. |
| Start time | ✅ | The time the booking (session) starts |
| Booking name | ✅ | The booking's name, which may be different from the booking holder's name. If no booking name is entered, it will be the same as the booking holder. |
| Product | ✅ | The product name. |
| Qty | ✅ | Quantity: The number of booking items. |
| Item | ✅ | Individual booking item. |
| Booking notes | ✅ | Any booking notes entered in Venue Manager when creating a booking. |
| POS notes | ✅ | Any POS notes entered. |
| Assigned staff | ✅ | Staff members (eg party hosts) assigned to a booking. Learn more |
| Booking date | The date the booking is scheduled for. | |
| Resource | The resource assigned to the booking. | |
| Status | Payment status of the booking (eg fully paid, partially paid). | |
| Company | Company name when relevant. |
Sort and group the data shown
Select a column header to sort the data in each column in the grid.
Columns with a diamond next to their column headers can be grouped. Drag a column header to the top of the table to group based on the order you want to see the information in the run sheet grid.
Below are some example groupings that may help you run the day more smoothly.
| Option | Description |
|---|---|
| Start time | Group by start time to sort bookings in chronological order. |
| Booking name | Group by booking name to show bookings in alphabetical order. |
| Item | Grouping by start time, then item, is perfect for food orders, showing how many of each food or beverage item (or variation) is required at what time. It will also show you bookings for each ticket variation. |
| Status | Grouping by booking status is ideal to let you know of any unpaid or partially paid bookings that are owing. |
Download the run sheet
ROLLER allows you to download the run sheet data in four different ways depending on your requirements. Select an option in the top right of the page.
| Option | Description |
|---|---|
| Party summary (PDF) | The party summary is a printable overview of events for the day, one booking per page, ordered by start time and based on the filters selected (eg products) for at the top of the run sheet grid. You can then print and share with your teams responsible for organizing or hosting the events for the day. |
| Run sheet (PDF) | This provides a landscape PDF with an itemized layout containing individual items in a line-by-line display. What you filter for in the grid shows up in the run sheet. |
| Export as CSV or Excel | Select the options menu (3 dots) in the top right of the page to export and download the run sheet as a CSV or Excel file. This is useful if further manipulation of the data in a spreadsheet program is required. When exporting to Excel, you'll be able to make any edits and changes you require while keeping the column grouping and sorting. |