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26.7. Sample Filters
The filter feature is a powerful tool and has the ability to pull all sorts of data quickly and efficiently. With the combination of filters available, there are literally thousands of ways to use this feature to pull specific information from Arctic to help you manage your business. In this section, we show some examples that will, hopefully, inspire ways to put filters to work for you.
A List of Today's Reservations or Rentals with an Outstanding Balance
Here is a sample of filters you can run on either the "Browse Rentals" or "Browse Reservations" page to get a list of every rental or reservation that will be starting today that has an outstanding balance that needs to be collected.
To set up this filter, you would do the following:
1. Leave the "Status" filter that is automatically added by Arctic for the "Browse Rental" and "Browse Reservations" pages. It ensures that the report only lists active activities.
2. Remove the "Activity End" filter that is automatically added by Arctic by clicking the little "x" in the light blue condition box it is contained in. Normally, this "Activity End" filter ensures that the browse page only shows current or future activities.
3. Click the "+ Add Conditions" button and choose the following:
"Activity > Start > Match date relative to today"
Then leave this condition with the default settings of "Is 0 day(s) from today". This will give you all of the activities that start today.
4. Click the "+ Add Conditions" button and choose:
"Activity > Invoice > Balance Due"
Then set the balance due condition to be "Is not exactly equal to 0.00". This will give you all of the invoices that do not have a 0.00 balance. This condition will also return invoices that show an overpayment, which can be handy when keeping track of guests who have over paid, providing you the option to refund them or let the guest apply the money towards add on purchases like T-shirts, hats, sunscreen, snacks, etc.
Even though the image above shows the filter on the "Browse Rentals" page, you can run the identical filter on the "Browse Reservations" page as well. If you want to save this filter so you can run it on both the "Browse Reservation" and "Browse Rentals" pages, you will need to create the filter on both "Browse" pages and save it once for the "Browse Rentals" page and once for the "Browse Reservations" page.
User Day Report with Guest Count And Sales Data
Many of the reports that can be created using the filter feature will use a combination of filter conditions and the custom view to obtain all of the data you need for the report. The following user day report is a good example of this. In this example, we have Arctic list all of our trips from the last 30 days, and we configure it to only return those trips that were not cancelled and had at least 1 guest on the trip. This is achieved using the following filters on the "Browse Trips" page:
To set up this filter you would do the following:
1. Change the "Trip End Date Time" filter that is automatically added by Arctic to be "is on or before 0 days before today". This will have Arctic limit our search to only those trips with an end date on or before today.
2. Leave the "Trip Cancelled" filter that is automatically added by Arctic in place and leave it set to "Is false". This excludes cancelled trips from the results.
3. Next, click the green "+ Add Conditions" button and choose "Start Date Time > Match date relative to today". Then set it to be "is on or after 30 days before today". This will tell Arctic you want all of the trips that started on or after 30 days before today.
4. Next, click the green "+ Add Conditions" button and choose "Number of Guests" and set it to be "is greater than or equal to 1". This will ensure that only trips with at least 1 guest will be listed in the results.
This takes care of listing the correct trips but we also need to know the trip start date, the guest count for each trip, the number of user days for each trip and the sales for each trip. To get Arctic to give us this information we will use the following custom view:
To set up this custom view, you would choose the following:
1. Remove the "Trip Openings" column that is automatically added by Arctic by clicking the little "x" in the light blue column heading box it is contained in.
2. Remove the "Trip Remaining Openings" column that is also automatically added by Arctic again, by clicking the little "x" in the light blue column heading box it is contain in.
3. Next click the green "+ Add Columns" button and choose "Number of Guests".
4. Again, click the green "+ Add Columns" button and choose "Duration".
5. Click the green "+ Add Columns" button and then choose "User Days".
6. Finally, click the green "+ Add Columns" button and choose "Sales (Trip Only)". This last column will give you only the sales figures for the cost of the trip rather than all of the sales associated with the reservations on this trip including rentals and or add ons.
These columns will have Arctic return the other information we need for our report. The column headings will ensure that Arctic will return the required information for each trip that meets the filter conditions.
Marketing Queries
Filters can also be used for specific marketing queries to help you find all of the guests who booked reservations of a specific size, for a specific trip, during a specific time frame etc. This will help you send specific marketing promotions to the guests that meet the criteria.
These types of inquiries are generally done from the "Browse Reservation Guest" page, if you want to send something to each person on the reservation. Or from the "Browse People" page, if you only want to target the primary customer for the reservations in your marketing or promotional campaign. You could also use the "Browse Reservations" page to find the information on the primary customers. However since this page is based on reservations, if you have a primary customer who has reserved more than 1 reservation meeting your search criteria, they will show up multiple times, once for each reservation that meets the search criteria. For this example, we will use the "Browse People" page to find all of the customers who made reservations for 12 or more guests or 12 or more rental items in the last year and have Arctic return the name and email address of the primary customer for each result.
Here are the conditions we would use for this search:
To set up these filter conditions you would do the following:
1. Click the green "+Add Conditions" button and choose "Activities is Primary Customer". Then choose "If has ANY matching". This will open the following condition box:
This is a "Group of Conditions". You will enter the "Activity Guest or Item Count", the "Activity Start" and the "Activity Status" conditions all inside this group. Leave the "Match if" field set to "ALL" because we want only those guests who have activities matching all of our criteria. If we wanted a list of all of the guests who had activities that matched any of our criteria then we would change the "Match if" field to be "ANY".
To add the first group condition, click the green "+ Add Conditions" button inside the grey conditions box as shown above and choose "Guest or Item Count" and set the condition to be "is greater than or equal to 12". The group condition now looks like this:
To add the next condition to the group condition, again click the green "+ Add Conditions" button in the grey conditions box shown in the image above and choose "Start > Match Date Relative to Today". Then set the start condition to be "Is on or after 365 days before today" as shown here:
To add the final condition to the group condition, click the green "+ Add Conditions" button inside the grey conditions box as shown in the image above and choose "Status" and the click the check-box next to "Over". This will give us only the guests who have reservations or rentals for the last 365 days that have a guest count or item count of 12 or more that are over. The group condition now looks like this:
Now to set up our final condition, click the first green "+ Add Conditions" button as shown in the image above (note that this condition is outside the group, since it applies to the person and not the activity in question) and choose "Primary Email Address > Subscribe to Email List" then set the condition to "is true". This will ensure that we only get the names of the guests who meet our criteria and who have subscribed to our email list.
Now that we have added our filter conditions, we need to adjust the information we want to see from the results that meet our filter conditions. Since we are compiling a list for a marketing campaign we want to see the primary customer's name, first and last, their company name (if applicable) and their email address. To accomplish this we will use the following custom view:
To set up this custom view shown above, you would do the following:
1. Leave the column headings for "Person > Name First", "Person > Name Last" and "Person > Name Company". These are the default view of the "Browse Person" page and do not need to be changed.
2. Click the green "+ Add Columns" button and choose "Primary Email Address > Email Address"
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The above examples are just a few of the many possibilities of reports and data that can be pulled out of Arctic using filters. If you have any questions or need assistance getting the information you need from Arctic, feel free to contact Tech Support by emailing support@arcticreservations.com or by calling 601-ARCTIC-9 (that's 601-272-8429).