Introduction

The Expian Data Model defines how information flows through the platform, from configuration and sales to redemption and reporting.

This reference explains what each reporting entity represents, how they connect, and when to use them when building a query.

It’s written for anyone building reports or validating data, from analysts to operational managers, and should be read before creating custom queries in the Reports module.

Why It Matters

Expian’s reporting engine connects directly to a replica of your operational database (OLTP).

Understanding how data sources relate prevents duplication, errors, and misinterpretation.

It also helps ensure that reports reflect the correct business reality, for example, avoiding double-counting Orders, Bookings, and Tickets or missing cancelled sales.

Each selectable item within the reporting tool, known as a Data Source, represents a specific entity or record type within the Expian data model.

These entities can be queried individually or joined together to create highly tailored reports.

While this approach offers flexibility, it also demands an understanding of how Expian structures and relates data.

This guide provides that foundation, explaining what each entity represents, how they connect, and when to use them.

Core Principles

Entity Relationships

Most operational data in Expian follows a hierarchical relationship:

Orders → Bookings → Tickets → Scans / Payments

At the same time, memberships and other entitlements follow their own lifecycle:

Memberships → Entitlements → Entitlement Events / Terms

Understanding these structures helps determine the right starting point for reporting.

For example:

• Start from Orders to analyse financial or sales performance.
• Use Tickets or Scan Records to measure attendance or usage.
• Query Entitlements or Memberships for recurring product tracking.

Entity Categories

Expian’s data sources are organised into several functional groups:

Configured Entities

These data sources describe the building blocks of the Expian environment, the configuration items that define what can be sold, scheduled, or scanned.

They’re essential for understanding capacity, product availability, and setup integrity.

Orders and Transactions

Transactional entities are the heart of Expian’s data model, capturing every sale, amendment, and payment.

These are the most commonly used data sources for financial and operational reporting.

Drafts and In-Progress Transactions

These represent unfinalised activity, useful for understanding incomplete or abandoned purchases.

Revisions and Audit Tracking

Revision entities provide historical versions of core records, used to audit configuration or transactional changes over time.

Tickets and Redemptions

These sources capture the physical and digital manifestations of bookings — every ticket issued, scanned, or redeemed.

Entitlements and Memberships

Used to track ongoing benefits, vouchers, and customer entitlements linked to CRM and membership operations.

Users and Operations

Custom and Finance Integrations

How to Choose a Data Source

Best Practice

• Start simple: Begin with a single data source before joining multiple entities.
• Match entity to goal: Use Orders for revenue, Tickets for visits, and Entitlements for memberships.
• Avoid double-counting: Joining Orders, Bookings, and Tickets without distinct filters can multiply totals.
• Use Revisions sparingly: Audit tables contain large volumes of change data; filter by date or user.
• Validate joins: When linking multiple entities, confirm relationships via shared IDs (e.g. order_id, booking_id, ticket_id).
• Check status filters: Always filter by current statuses (Ordered, Active, Redeemed) for accurate results.
• Leverage Quick Filters: Predefine common filters for reuse (e.g. current month, channel, or location).
• Secure data access: Limit report creation permissions to trained staff; data sources include live operational data.

Key Features

Summary

The Expian Data Model is the foundation for accurate reporting.

By understanding which data source represents each part of the customer or transaction lifecycle, teams can build efficient, trustworthy reports that reflect operational truth — without needing deep SQL knowledge.

Holds global terms and conditions applied to bookings or entitlements.

Bespoke integrations or finance connectors configured per client.

Logs and metadata for created or run reports. Primarily for system administrators.

Order Revisions / Booking Revisions / Customers Revisions

Terms

Webhooks

Promotions, Orders, Line Items

Configured Entities

Hierarchical Relationships

Users

Provides totals, methods, and transaction-level data.

EFinance / EFinance Payments / EFinance Sales

Sales by Reporting Code

Membership Performance

Orders

Promotions / Recommendations

Historical snapshots used for auditing and change tracking.

Customers

Line Items

Reporting entities use the same live data as Reservations, POS, and CRM.

Description

Tracks changes to service instances or capacity plans over time.

Data Source

Feature

Change Audit / Compliance

Description

Data Queries / Executions

Customers, Orders, Entitlements

Draft Orders / Draft Bookings / Draft Line Items

Supports compliance, quality assurance, and version control.

Custom connectors between Expian and external finance systems. Use for reconciliation, accounting, or journal-level reporting.

Membership & Entitlement Data

Individual items representing admission, event, or entitlement usage.

Tracks renewals, expirations, and active base.

Measures discount usage and impact on sales.

Core setup and configuration data used to define products, capacity, and structure.

Links customer records to orders. Use for demographic or CRM analysis.

Users

Product, Location, Market, Venue, Trade Partner, and Promotion Revisions

Track edits to orders, bookings, or customer data. Useful for audit trails and rollback verification.

Highlights specific field-level differences between order revisions.

Reports on partner performance and billing.

Represents marketing or geographic segmentation. Useful for campaign reporting.

Controls venue or service capacity configuration. Use for operational planning or capacity utilisation analysis.

Entitlement Events / Identifiers / Terms

Tickets, Attendances, Scan Records

Links demographic data with purchase behaviour.

Tickets

Unifies sales, usage, and CRM reporting.

Attendance Tracking

Capacity Options, Plans, Types, Groups

Description

Errors or validations that occurred during draft stage creation.

Defines service schedules, segments, and linked capacity slots. Use for timetable or utilisation reporting.

B2B / Trade Activity

Operational Capacity

Flags errors or exceptions encountered during order processing. Useful for QA and troubleshooting.

Data Source

Entitlement Events, Terms, Memberships

Defines optional extras linked to products, such as upgrades, guidebooks, or refreshments. Useful for reporting on ancillary sales.

Core product definitions — Admissions, Events, Routes, etc. The basis for linking orders and tickets.

Stored-value or discount instruments, redeemable across channels. Use for liability or redemption rate tracking.

Draft Order Issues

Orders

Real-Time OLTP Data

Provides historic changes for audit and governance.

Tracks modifications to key configuration entities. Useful for compliance and change control.

Trade Partners / Trade Partner Products

Custom

Simplifies joins and ensures logical data flows.

Covers Membership, Voucher, and Entitlement activity.

Revisions tables

Description

Purpose

Tracks every change to Orders, Products, and Configurations.

Refunds and Cancellations

Log every scan or redemption event, including timestamp, device, and message type. Use for operational entry analysis.

Aggregated attendance-level data showing who attended, when, and via which product or channel. Ideal for capacity and visit reporting.

Line Items Diff / Order Revision Issues

Description

Description

Built-in links between Orders, Bookings, and Tickets.

Temporary customer records created during unfinished transactions.

Data Source

Bookings

Ticket Type Groups / Ticket Types

Orders or bookings not yet confirmed or paid. Useful for conversion or abandonment reporting.

Shows who visited, when, and how they entered.

Why It Matters

Revenue and Sales Analysis

Transactional data capturing sales, bookings, and payments.

Memberships (if visible)

Item-level detail within an order — includes ticket types, pricing, and tax breakdowns. Ideal for revenue analysis and financial audits.

Entitlement Term Revisions / Term Revisions

Bundled products sold together (e.g., ticket + tour + meal). Use to assess uptake of combined offers.

Capture key actions such as creation, renewal, redemption, or suspension of entitlements.

Data Source

Staff or system users performing transactions or redemptions.

Order Issues

Service and Capacity Revisions

Promotional Effectiveness

Includes Products, Locations, Venues, and Capacity settings.

Audit and Revision Tables

Add-on Options / Add-ons

Description

Consolidated table for finance or accounting mapping. Connects transactions to reporting structures (e.g., cost centres).

Category

Contains staff and system user details who performed actions across POS, Reservations, and Scanning. Useful for shift and performance audits.

Recommended Data Source(s)

Combos

Manages B2B partner accounts and linked product catalogues. Useful for agent or reseller performance reporting.

Data Source

Markets

Individual ticket records with status (Valid, Redeemed, Cancelled, etc.). The base source for visit-level reporting.

Defines sellable ticket categories and groupings used in Orders and Tickets reports.

Identifies refunded transactions or cancelled visits.

Data Source

Orders (Revisions)

Locations / Venues / Sub Locations

Orders (Drafts)

Orders, Line Items, Payments

Data Source

Defines physical sites and entry points, including permissions for selling and scanning. Essential for site-level performance reporting.

Why

Products

Orders, Payments, Ticket Status

Captures all payment records linked to orders, including type, method, and status. Use simplified for cleaner summaries.

Payments / Payments (Simplified)

Vouchers

Logs changes to membership or entitlement term setups.

Service Instances, Segments, Capacity

Outbound system triggers and integrations. Typically used for audit or troubleshooting.

Description

Enables operational and financial context in reporting.

Analyses utilisation and capacity limits.

The parent entity for all transactions. Includes key fields such as Order Reference, Channel, Status, and Total Value.

Contains promotional logic and cross-sell configurations. Used for discount and marketing effectiveness analysis.

Attendances

In-progress or abandoned transactions.

Service Instance Capacity, Capacity Plans

Description

Configured Entities Access

Ticket Redemptions / Scan Records

Draft Customers

Child entity of Orders, representing visit or event-level data. Use for attendance forecasts and booking analysis.

Represents each member record and linked entitlements. Use for active base or renewal performance reporting.

Data Source

Reporting Goal

Ensures reports always reflect current operations.

Trade Partners, Orders, Payments

Tickets

Customer Insights