Artifax is a cloud-based event/venue management system that many venues use worldwide to book their space, manage their billings with promoters, and more. The great news is that Artifax can now be integrated with TicketSearch, making event management even simpler.
You can now create your event/activity in Artifax, and this data will automatically be sent to TicketSearch, creating the foundation of your event.
After further listening to our clients, we have gained a better understanding of your needs. We recognize that many of you work with event managers who initially enter prospective shows into the event management system (Artifax) as tentative bookings. The decision to proceed with ticketing is often made only after discussions and contracts have been finalized. Starting the process from TicketSearch would require setting up events for ticketing before it has been determined whether they will actually take place. This workflow solves this problem.
What is Artifax?
Artifax is a widely used cloud-based event/venue management system that offers various features such as booking space, managing billings with promoters, and more. To establish a connection with Artifax, we recommend reaching out to Artifax support or visiting their website at https://artifax.com/ to schedule a demonstration. Artifax prefers to personally speak with each TicketSearch client due to the customized nature of their product. This integration between TicketSearch and Artifax is a groundbreaking development and has been tailored specifically for this purpose.
To access the Venue Management System’s integration, please navigate to Organisation Settings > General Settings.
Additionally, there will be a scheduled batch job that automatically synchronizes event data from TicketSearch to Artifax once the integration with Artifax has been successfully established.
Artifax will transmit event data, including the event name and session date and time. Furthermore, Artifax will send event sales data, encompassing the total sold count, reserved count, net value, and gross value for each session. These data can be accessed through the Artifax portal.
This setting can also be managed at the event level by enabling the option “Do you want to adjust at event level?” to YES in the Org Settings. Once this option is enabled, the following question will appear under the event build at Step 1: General Information > Options and Add-Ons.
Accessing Artifax API Key:
For assistance with configuring your system for integration, we recommend reaching out to Artifax Support. They will be able to provide you with the necessary guidance and support to ensure a smooth setup of the integration between Artifax and TicketSearch.
What types of events can be created and imported from Artifax?
Only events with sessions and a venue can be created in Artifax and then imported into TicketSearch. The following event types are not available in Artifax but are available in TicketSearch:
- Online event
- To be announced
- One-off location
- Open pass event
- Consecutive event
How to create and import events and sessions from Artifax:
Once you have an Artifax account, please follow the instructions below after logging into your account.
1. To create arrangements or arrangement schedules in the Artifax system, click on the “+” button located in the top left corner and then click on “Arrangement.” You will be redirected to the following screen. Enter the appropriate data and click on the “Create” button below to create your event in Artifax.
2. After creating the event, you will be redirected to the next screen. Click on the “+” button located in the top left corner and then click on “Event” to create arrangement schedules. By clicking on the event, you will be presented with the following screen.
3. Click on the second tab named “Event Details” and enter the session date/time (don’t forget to click on the “Append to Calendar” button). Select other fields as shown in the image below (including Activity, Status, and Rooms), and click on the “Add to Summary” button located at the bottom of the screen. Repeat this process for each new session.
4.Once all sessions have been created, click on the “Summary” tab at the top. You will be redirected to the following screen. Additional sessions can be added by clicking the “Add more” button. Double-check all the details and click on the “Finish” button.
5. After clicking on the “Finish” button, you will be redirected to the screen showing a list of all created sessions.
6. Click on the first session, and you will be redirected to the screen below. Enter accurate data into the highlighted fields to link this session to TicketSearch. Repeat this activity for all the sessions. Once all the fields have been entered, a batch job will run once a day to create events in TicketSearch.
Please ensure that you enter accurate information into the following 9 fields. Additionally, make sure that all the input fields are correlated. Failure to do so will result in no event or incomplete event creation in TicketSearch. For instance, if the venue ID and Pricing Template ID are not related to each other, no event or incomplete event will be created in TicketSearch.
Where to find these fields in TicketSearch?
Venue Code: Go to Events > Manage Venues/Manage Holds > Edit Venue.
Layout: Go to Events > Manage Venues/Manage Holds > Locate the venue if multiple > Click on the “+ Show” button > Edit Layout by clicking on the pencil icon.
Pricing Template- This can be found by going to Events > Tools & Templates > Pricing Templates > Edit Pricing Template by clicking on edit.
Eticket Template: Go to Events > Tools & Templates > E-Ticket Layouts > Edit E-Ticket Template by clicking on “Edit”.
Ticket Template: Go to Events > Tools & Templates > Ticket Layouts > Edit Ticket Template by clicking on “Edit”.
Venue Layout BA Path Template: Go to Events > Manage Venues/Manage Holds > Locate the venue if multiple > Click on the “+ Show” button > Edit BA Path by clicking on the pencil icon.
Venue Layout Door Template: Go to Events > Manage Venues/Manage Holds > Locate the venue if multiple > Click on the “+ Show” button > Edit Door/Gate Template by clicking on the pencil icon.
Venue Layout Hold Template: Go to Events > Manage Venues/Manage Holds > Locate the venue if multiple > Click on the “+ Show” button > Edit Hold Template by clicking on the pencil icon.
Which fields can be edited from the Artifax portal?
These fields can also be edited from the Artifax portal, and the changes will be updated in the existing event built in TicketSearch when the next batch job runs. Please see the instructions below for what can be updated and what cannot be updated:
- Venue Code: Cannot be updated once the event has been created. If you enter another venue code in Artifax while updating, the batch job will not make any changes to the existing event created in TicketSearch.
- Layout: Cannot be updated once the event has been created. If you enter another layout ID in Artifax while updating, the batch job will not make any changes to the existing event created in TicketSearch.
- Pricing Template: Can be updated by entering a valid Pricing Template ID only if there are no sales against that specific session and the pricing template is not created at the session level.
- Eticket Template: Can be updated by entering a valid Eticket Template ID.
- Ticket Template: Can be updated by entering a valid Ticket Template ID.
- On Sale Date: Can be updated by entering a valid on-sale date.
- Venue Layout BA Path Template: Can be updated by entering a valid venue layout BA path ID.
- Venue Layout Door Template: Cannot be updated once the event has been created.
- Venue Layout Hold Template: Cannot be updated once the event has been created.
Importing Event Data from Artifax to TicketSearch
Please note that a batch job will take place every 15 minutes during working hours, that imports data from Artifax to TicketSearch. This batch job will ensure that all event data is transferred across from Artifax and built in TicketSearch immediately
Every day as part of our batch job, we send an Excel file through email containing the following fields. These fields are used to match the corresponding data in Artifax and provide the necessary event data from Ticket Search (TS):
- Event Name in Artifax is matched with Event Line 1 in TS.
- Seating Area in Artifax corresponds to Price Level Name in TS.
- Buyer Type in Artifax aligns with Ticket Type Name in TS.
- Seats Sold in Artifax reflects the Number of Seats Sold in TS.
- Net Value of Seats Sold in Artifax represents the Ticket Price excluding all fees, taxes, and discounts in TS.
- Gross Value of Seats Sold in Artifax represents the Ticket Price including inside fees, taxes, and discounts in TS.
- Seats Reserved in Artifax matches the Number of Seats Reserved in TS.
- Session Date in Artifax corresponds to the Session Date and Time in TS.
- Ticket Fee represents any additional fees included in the ticket price.
- Ticket Fee Discount reflects any discount applied to the ticket price.
- Inside Fee indicates any internal fees associated with the ticket.
- Tax Amount represents any applicable tax included in the ticket price.
By providing these mapping fields, we ensure that the sales data is accurately transferred from Ticket Search to Artifax, allowing for seamless integration and comprehensive reporting.
Client Options for Sales Data in Artifax
The client has the option to choose whether they want to send sales-related data to Artifax from TicketSearch. If the client opts for this, any event and performance that is mapped with Artifax events and sessions will have their sales data sent to Artifax.
When you enable the “Would you like to transfer sales data from Ticket Search to Artifax” option, we will send specific sales data to Artifax for generating comprehensive sales reports. This data is essential for analyzing performance and ticket type information.
The sales data we send includes the following key fields:
- Event ID (event_id): This identifies the specific event in question.
- Price level name (seating_area_name): It represents the different price levels or seating areas available for the event.
- Ticket type (buyer_type_name): This indicates the type of ticket purchased, such as general admission or VIP.
- Number of seats sold (seats_sold): It reflects the total count of seats sold for each ticket type.
- Net value of tickets sold (net_value_sold): This is the amount after deducting any applicable fees or taxes.
- Gross value of tickets sold (gross_value_sold): It represents the total ticket value before any deductions.
- Number of reserved seats (seats_reserved): It denotes the count of seats specifically reserved for the event.
- Performance date (datetime): This is the date on which the event is scheduled to take place.
By providing this comprehensive sales data to Artifax, you can gain insights into the number of seats sold, net and gross ticket values, reserved seat count, and performance date. These reports assist in better understanding the event’s ticket sales performance.
Handling New Events in TicketSearch
For example, let’s consider a scenario where 10 events were imported from Artifax to TicketSearch. If an operator creates the 11th event in TicketSearch and sales are made for all 11 events, we will only send the sales data of the 10 events that were imported from Artifax. This limitation is necessary to maintain a solid mapping between the two systems.
Venue and Layout Configuration
Under Artifax, users can set the venue, venue layout, e-ticket layout, and ticket layout under the Artifax event screen. These settings apply to all performances associated with the event. Additionally, pricing templates and other data can be set at the performance level under Artifax.
Customization Options at Performance Level
Users have the flexibility to override the e-ticket layout and ticket layout at the performance level. This allows for specific customization and adjustments based on individual performances.
Uniform On-Sale Dates
In Artifax, the on-sale date and time apply uniformly to all sales channels. Unfortunately, there is no provision to define different on-sale dates for different sales channels within the Artifax system.
Summary of Fields in Artifax
Here is a summary of the fields available at the event and session levels within Artifax:
Event Level:
- Venue
- Venue Layout
- Arrangement E-ticket Template
- Arrangement Ticket Template
- On Sale Date
Session Level:
- Pricing Template
- Performance E-ticket Template
- Performance Ticket Template
- Venue Layout BA Path Template
- Venue Layout Door Template
- Venue Layout Hold Template