How do I produce my Arts Council England annual report?

Producing your annual summary report in Audience Finder Answers

Within Audience Finder Answers, once logged in via the magic link connected to your user email address, producing your ticketing and/or survey data report is quick and simple. This can be located by clicking on the green button in the Reports section seen below once in the Homepage which is located below the ‘Analyse Your Data’ section of the homepage.

Please note: the Reports section of Audience Finder Answers changes depending on which part of the reporting year we are in. You will see the report for the financial year just finished during the “reporting phase” (April to July inclusive), and the current financial year’s report during the “gathering phase” (August to March inclusive).

Once within the report, by selecting ‘Email this report as a PDF’ your report will then be sent directly to your email address within a few minutes to submit to via email to no later than 31 May 2023. We recommend you check the details included within your report before submitting this.

I'm a Band 2/3 NPO - how do I produce an 'Enhanced Report'?

In some publications, Arts Council England has referred to an ‘Enhanced Report’ within the Audience Finder Data Tools that Band 2 and Band 3 NPOs must submit.

However, when you go into Audience Finder Answers reports section, you will not find an ‘Enhanced Report’ that you can run. This is because there is no enhanced report: it is the inclusion of the protected characteristics within the survey data that is summarised in the standard Audience Report that makes it “enhanced”. It’s the data that is enhanced, not the actual report itself.

Within this window at the top of this page, you will also see compatibility guidance based on the official requirements of your funding band, which will show if you are not meeting your conditions in full. If you are not, you will be provided with instructions to help you do so.

If you feel you cannot meet these requirements, please speak with your Arts Council England Relationship Manager. You can produce an annual report without meeting the full requirements but the guidance provided is based on the official requirements for your funding band and not on other arrangements agreed with Arts Council England on an organisation level.

Please note Audience Finder Original audience reports are no longer compatible for annual reporting to Arts Council England.

Producing your annual summary report in Show Stats for touring organisations

  1. Log into your Audience Finder Show Stats account.
  2. Click on Reporting from the navigation bar at the top of the page.
  3. Click the Manage Annual Summaries button.

If you are a touring organisation, within Manage Annual Summaries you can create Annual Summary reports for any financial year you have Approved or Activated productions on. If your organisation has its own box office, you may analyse and report on your data by logging into Audience Finder Answers.

Creating an Annual Summary Report for the first time as a Touring Organisation
  1. Within Manage Annual Summaries, navigate to the financial year you wish to report on.
  2. Check whether you have any requests which are still pending. Pending or rejected productions will not be included within your Annual Summary report.
  3. Click the Generate button to create your report.
  4. Once your report has been generated, you can view your Annual Summary by clicking View Report. A dashboard of graphs will be shown on your screen.
  5. The individual graphs can be maximised by clicking the magnifying glass icon, and you can download a .png image of the graph by clicking the download icon.
  6. Two new pink buttons will also have appeared at the top right-hand side of the page: one which says Download all CSVs and one which says Download Report.
    1. Clicking Download all CSVs will generate a .zip file containing the CSV outputs for each metric.
    2. Clicking Download Report will produce a PDF version of the Annual Summary report.
Updating an existing Annual Summary Report

If any new productions have been Approved since creating your Annual Summary report, a Regenerate button will be displayed. There are no limits to how many times you can update your Annual Summary report. To update an existing Annual Summary report:

  1. Within Manage Annual Summaries, navigate to the financial year you wish to report on.
  2. Click the Regenerate button to update your report.
  3. Once your report has regenerated, you can view your updated Annual Summary by clicking View Report. A dashboard of graphs will be shown on screen.

Please remember that you only need to get productions “Approved” to run an Annual Summary report, i.e. the report you may be required to submit to funders. You do NOT need to “Activate” them in order to run an Annual Summary report. Activating productions is a paid-for enhanced feature within Audience Finder Show Stats, which allows you to analyse data at a production- or performance-level.

If you cannot see a specific financial year within the table, this means you do not yet have any productions for this timeframe to report on. Click View & Request Productions from the navigation bar at the top of the page, where you can then submit a request to access data. For detailed instructions of how to do this, please read this article: How do I access data for my productions?.

We recommend requesting your production data from your host organisations through Show Stats as you complete your work across the financial year. Please allow up to 2 weeks for your production to be available to request from your host organisation. You will only be able to run your Annual Summary Report once all your host organisations have accepted your production requests.

Note for Arts Council England NPOs: If you are required to upload an Audience Finder Show Stats data as part of your end of year Audience Report for Arts Council England, please note that Grantium does not accept .zip files, so we recommend that you upload the PDF version of the Annual Summary.