You have the ability to create custom fields to track data on each of your events. Custom fields can hold data in a few different formats: toggles, numbers, text or dates. Anything you create a custom field for can easily be reported on in the "Show Events" report in Prism. Custom fields can help you track and report on things like Merch Revenue, Notes, Sold Out Dates, and more. Click here to jump to information on how to build your own custom fields.

We have also released an upgraded version of this feature, Enhanced Data Tracking, that will allow you to define custom calculations on event data and report on the result. A few examples are listed below:

Bar per Head = Bar Revenue/Actual Attendance
Total Facility Fees = Sum of all Facility Fees on the tickets
Sell Through Amount = Total Sold/ Total Allotment
Total Marketing Spend = Sum of Internal Actuals in the "Marketing" Cost Category

If you'd like to set up custom calculations on any data in Prism, please reach out to accountmanagement@prism.fm to add this feature on. If you already have the feature, reach out to your Client Success Manager or clientsuccess@prism.fm to set up custom calculated fields for you!

How to Create a Custom Field

Admins will have access to create custom fields.

Some examples of Custom Fields clients have created are:

Notes (to track notes on a show at a quick glance in reports)
Show Type (to categorize events as "Private Event", "Wedding", "CoPro", etc.)
Sold Out Date (to manually input the date the show sold out)

Click here to learn more about how a Client Success Manager can create a calculated Enhanced Data Tracking Field for you.

Go to the Settings page by clicking your initials in the bottom left corner of Prism and then Settings.
Click "Create Custom Field" below Venues and enter the details.
1. Name: This is how the field will be labeled on the event and in Reporting.
2. Description: Include any useful details for your team about the field, this description will appear under the field on the event and in the column picker when creating a report.
3. Type: Select which type of data this field should store. The Type cannot be edited once the field is created.
  1. Text: Short text
  2. Text Area: Long text
  3. Number: Store a number
  4. Currency Amount: Number with a dollar amount
  5. Toggle: True or false field
  6. Date: Store a date
4. Default Value: Some field types allow the option to set a default value meaning any new event will take on this default value.
5. Apply Default value to all Existing events: If this is toggled on when the field is created all existing events will also incur the default value set in the "Default Value" field.
Click "Save."

View and Update Custom Fields on an Event

Admins, event creators, and anyone with the "Confirm Event" permission will have access to the event settings and to edit a value in a custom field.

All custom fields will appear in the Event Settings tab. To access the Event Settings, go to an event and click the three dot menu in the top right corner of the event and then click "Event Settings".
Update the field in the Custom Fields section pictured below.

Deleting a Custom Field

Custom fields can be deleted from the Organization Settings. Deleting a custom field deletes the field and all of the data in the field from every event. The field will no longer be available on the Event Settings of an event or as a column in Reports. There is no way to recover a deleted custom field.

Enhanced Data Tracking Fields

A Client Success Manager from Prism can create an Enhanced Data Tracking (EDT) field for you. To request a new EDT field email your CSM or clientsuccess@prism.fm.

Below is a list of the types of EDT fields that can be created with examples:

Calculated field based on Summary numbers in Prism, Costs, and Additional Internal Revenue.
1. Almost any number that you are familiar with from reporting in Prism can be calculated as a part of a custom field like Net Profit, Total Artist Payout, Total Tickets Sold, Total Expenses, etc. Additionally, Cost categories can be summarized and factored into calculations like the sum of all Offer Budget costs in the Marketing - Advertising category. Lastly Additional Revenue line items can be calculated or used in calculations.
2. Some examples include:
  1. Total Bar Actuals = Bar Revenue from Additional internal revenue
  2. Bar per Head = Bar Revenue/Actual Attendance
  3. Total Facility Fees = Sum of all Facility Fees on the tickets
  4. Total Rebate = Sum of all Rebates on an event
  5. Sell Through Amount = Total Sold/ Total Allotment
  6. Total Marketing Budget = Sum of Offer Budget in the "Marketing - Advertising" Cost Category
  7. Total Marketing Spend = Sum of Internal Actuals in the "Marketing - Advertising" Cost Category
  8. Unsold Tickets = Total Sellable - Total Allotment
Calculation of Days until Event
1. Prism can calculate how many days remain until the event based on today's date and the event date.
Text field based on Contact's Roles
1. With this type of calculated field, Prism can extract Contact data based on a contact's role and display it in reports.
2. Some examples include:
  1. Agent: List Agent name and email for any contact with the Agent role on the event
  2. Agency: List Agency name for any contact with the Agent role on the event
  3. Promoter: List the CoPromoter's company based on any contact on the event with the "CoPromoter" role

If you are unsure of if an number can be calculated, just ask the Client Success team at clientsuccess@prism.fm.

Report on Custom Fields

If you are new to reporting, check out this article first on how to access reports in Prism.

Custom fields will be accessible as a column when you click the "Show Events" link at the top of reports. Select the Columns button on the Event List to pull in specific columns to the report including custom columns.

Download the report using the Download CSV button.

If you have any questions, contact support@prism.fm!