STEP 1: General Information
Private: The ability to make an event private and only accessible via a direct link. For example, you may send out a campaign to VIP customers with an exclusive pre-sale link.
Sales Channel Sources: The sales channels applicable to this event (where you want to sell this event) i.e. on the internet and/or phone. Sources are only visible once you’ve already built the event and made it live. Our system will take into account every pricing template created against all dates and times which allows you to quickly switch off sales channels. For example, if you wanted to temporarily switch off internet sales, rather than going into each date and time, simply uncheck the relevant sales channel in Step 1.
Edit Page Settings (Enterprise Only): Allows you to customise the first page of the build to your specific requirements. You can change the order of the fields by dragging and dropping the fields into your desired position, choose how many characters fields should accept (e.g. change how many characters you can add to the description), choose whether certain fields are compulsory and must be completed, or you can simply hide functions that you don’t intend to use. This is a good way of ensuring your event builds occur according to your specific requirements.
Once you click into Edit Page Settings, simply make your changes and click ‘Save Settings’.
Event Details
Event Name: What is the name of your event?Here is where you enter the full name of your event/activity.
Add Event Title Line 2: If your event name is quite long, you can split the name across two lines. This is more applicable if you are using printed ticket layouts that are smaller in size rather than e-tickets. Printed tickets occur via a BOCA ticket printer. For more information about ticket printing, please see Settings > Organisation Settings > Step 2: General Settings > Ticket Printing.
Add Highlighted Info: Add details that highlight what makes your event unique. This description will appear highlighted against an event. This is crucial information you would like to communicate to your customers such as strict door opening times, over 18’s only etc.
Description: Tell people what your event is about.
Tip: Please enter a brief description of your event (max. 10,000 characters. This includes individual letters, spaces and symbols).
Upload Image: Upload multiple images to promote your event. You can even favourite an image so that it appears first in the rotation list.
This image or video will display at the top of each product page and as a tile in the online store. Use a high-quality image – up to 2mb: 1200 × 900px (4:3 ratio). You can add multiple images and images will rotate online.
Add Video URL: Allows you to add a YouTube video URL. Format must be http://www.youtube.com. This will rotate in the image area.
Where will your event be hosted?
‘Location’ is more suited for one-off scenarios where you want to advise your customers to go to a specific address (so simply enter a physical address or landmark into this field). If you’ve got a venue and you will be hosting multiple events/activities, you are better off creating a new venue. To do this select ‘Add Venue’. Also, if your venue requires a seating plan, you must build a new venue by selecting ‘Add Venue’ or going to Events > Manage Venues. If your venue has already been created, simply choose ‘Select Existing Venue’ and follow the prompts.
This is an online event
Select ‘This is an online event’ if this event/activity is virtual e.g. virtual conference or online workshop.
To be announced
If you are not sure of where your event/activity will be hosted, you have the option of selecting ‘To be announced’. Please note that once this option is selected, you will be unable to go back and add a venue to the event once you know the location. You will need to communicate the location details via a different communication method, such as in an email campaign or by SMS.
Venue Address
This is simply a confirmation of the address.
Ticket template selection
Eticket Template: Select a template from the list below and people who purchase will be sent an eticket.
Click ‘Add’ to add a new template, ‘View’ to view the template design and ‘Edit’ to change the details of the template (Standard and Enterprise clients only). We will email the ticket(s) to the customers nominated email address. The ticket can then be presented at entry for scanning and verification purposes.
Printed Ticket Layout: Select a template from the list below and people who purchase will have their tickets printed (for Standard and Enterprise plans).
Click the ‘Add’ icon to add a new template, the ‘View’ icon to view the template and ‘Edit’ to change the details of the template. Depending on your delivery methods selected below, all tickets will be printed via a BOCA ticket printer. You can also print an A4 page to a Local Printer. The ticket can then be presented at entry for scanning and verification.
Delivery methods: How do you want your tickets to be delivered? Select at least one option below by clicking the active switch.
Top of Form
Depending on your plan and access, select a delivery type from the list below. For Standard and Enterprise clients, click ‘Manage Global Delivery Methods’ to customise your delivery methods. You can also access your default delivery methods (Standard and Enterprise customers) by clicking on Settings > Organisation Settings > Step 3: Sales & Delivery.
For Basic account customers, your defaults are set to Email Confirmation Only (no tickets are issued), Local Printer (tickets are printed as A4 to a local printer), eticket (sent as an attachment to the confirmation email) and mobile phone (an SMS is sent to your mobile/cell number with a link to access the barcodes). For Apple users, you can add barcodes to your Apple Wallet for storing and easy access.
Please note: If you select Email Confirmation Only, all other delivery options will be disabled as the system will assume that the customer/patron will only receive an email – and no tickets will be issued.
For further details about delivery options click here: Steve this then references back to what we wrote under global delivery methods).
Additional information
Enter any extra event, venue, and admission details. Click ‘Add Another Text Field’ to add up to 3 additional text fields.
Free text line 1 to 4
Populate onto your ticket layouts important information such as who the presenter is, door opening times, any special rules etc. This will avoid you creating different ticket layouts with this information.
MARKETING AND SOCIAL MEDIA
Would you like to turn OFF marketing codes for this event? i.e. how did you hear about this event?
This will turn off the marketing code question from appearing just for this event. For example, you may have an internal show or workshop where collection of marketing codes is not required. Simply click ‘YES’ and the question will not appear.
Do you want to modify marketing codes for this event?
By selecting yes, you can change the default marketing code question and choose/add your own marketing codes. If you select no, the previously set up global marketing codes will apply. If you update your marketing codes below, this will also update your main marketing code templates list available under Marketing > Marketing Codes. Click ‘Manage’ to manage your global marketing codes template list.
Enter marketing code question e.g. How did you hear about us?
Change the default marketing code question that will appear for this event.
Tool tip: When people purchase, both back end/internal sales staff and online customers will view the marketing code question.
Select the marketing codes you wish to associate with this event
Select marketing codes from the drop-down list or click ‘Add’ to add a new marketing code. Any marketing codes created will also be added to your global marketing code templates list available under Marketing > Marketing Codes. To link directly to your main global marketing code templates, select ‘Manage’.
ADD MARKETING CODE
Enter the name of your Marketing Code and select or create a Marketing Code Group (groups option is for Enterprise only). Select whether the marketing code is available Online (display in online sales) for customers to select, Backend (display in back office sales) which is from an over-the-counter sale and/or in private links (Use in private links).
‘Use in private links’ is useful if you send out an email campaign and you add the extension to your sales link created in the ‘Link Generator’. The system will track the sale and include the sale in the marketing code report. You’ll then be able to track how many customers purchased using the marketing code, how many sales were attributed and total revenue. It’s important to note that the marketing code will not be visible at all during the sales process as the customer has already responded to the private link through an email campaign.
Opt-ins
Select the marketing opt-in messages you wish to activate for this.
Opt-ins are a form of permission marketing where users/customers “opt-in” to receive follow-up communication via a specific communication channel. For example, opt-ins can be employed to send further information about your events to customers or to add them to specific mailing lists.
Manage Global Opt-In
Click here to edit an existing global opt-in or add an opt-in that you wish to display in the entire system. Please read the HELP wizard on the page carefully to get an understanding of the process.
+ New Module Level Opt-In
Click here to add a module level opt-in, which means that it will only apply to this particular merchandise/product. This option is available so that your organisation level opt-in grid isn’t clogged by opt-ins that are only going to be used once.
Enter the name for the module opt-in
This is the title of this module level opt-in that appears for your ease of reference. This name does not display to the customer.
Enter the message for the module opt-in
This is the message that will appear to customers when they are using the system. For example, “How do you want to be notified about the latest events and products we have on offer?”.
Categories
For Enterprise clients only, thisis where you can associate an event with categories and/or sub-categories. If you classify an event as a category, you can generate a report to check how many sales have occurred by each event category, which will save you having to select all events to view certain sales data. There is no global area to manage categories apart from here. Click ‘Add’ to add a new category or ‘Manage’ to manage your global list of categories and sub-categories.
Social media integration
To integrate social media (Facebook, Instagram) with this product please select your preferences below
Tool tip: Set your social media defaults in Marketing > Social Media.
Social media settings allow you to change your specific settings for particular events/activities and products. You need to account for scenarios where this offering may be private and therefore not available on social media or where the product may require a specific direct link to Facebook.
Do you want to modify social media for this product?
Select YES if you would like to edit the social media settings for this particular event. With NO selected, your global settings under Marketing > Social Media will apply.
Change heading wording to below
What is the URL for the event Facebook page?
This is the specific URL for your event Facebook page. By adding the URL here, our system will connect ‘likes’ to the Facebook page.
Do you want to enable Facebook likes? This will enable Facebook likes to your event’s Facebook page.
Do you want to enable social media share settings? Allows people to share to Facebook, Instagram…
This allows you to turn on ‘Social Media Share’ so that people can share your event. You can choose how your customers share by selecting your preferred social media platforms and choosing the look and feel of the buttons presented online with 4 options given (grey, square, coloured, circle). We recommend turning on as many options as available. The more sharing, the more likely other people will see your event. Social media options are visible to people right up to the confirmation page and confirmation email. Let your people spread the word.
Meta Tags – Do you want to modify Meta Tags for this product?
Meta Tags are little content descriptors that help tell search engines such as Google what a web page is about.
Tool tip: The Meta Tags don’t appear on the page itself, but only in the page’s code. Meta Tags will help your organisation’s event appear in search results.
General Meta Tags relating to your organisation can be created through Marketing > Meta Tags. For more information on how they work, see Marketing > Meta Tags.
To add the Meta Tags, type the word in the box provided and click the plus symbol. It’s recommended that Meta Tags are no longer than 160 characters each.
EMAILS AND MESSAGES
Activate Internal alerts?
Internal alerts are communication alerts to your team members e.g. “international delivery is not available with this event’s printed tickets.”
Internal alerts appear as either a splash alert just below the header or pop up where the operator needs to press OK to confirm. The alert can either occur at the start of the sales process (i.e. you need to warn the customer before purchasing) or on the Finalise Order screen.
Activate Online Alerts?
Online alerts are communication alerts to your customers alerting them to specific conditions e.g. “This event’s printed tickets are not available for international delivery.” [change text]
Online alerts appear as a pop up where purchasers need to press OK to confirm and continue with their purchase. The alert can either occur at the start of the sales process (i.e. you need to warn the purchaser before purchasing) or on the Finalise Order screen.
Messages
Messages – Sold out, Allocation exhausted, Offsale
In Settings > Organisation Settings, you have the ability to add your default sold out, allocation exhausted (meaning that tickets are sold out online, but counter could still be processing sales via held tickets/seats, i.e. for members only, promoters) and offsale. Offsale is when the event online is now not selling e.g. not sales as soon as the event has commenced. You could advise customers that a limited number of tickets may be available at the door.
Click Yes to “Would you like to customise your messages for this Event?”. Click the pencil icon to edit.
Purchase Confirmation Email
Do you want to add a special note?
Tip: Your special note will be added to the confirmation email to alert your purchasers of important information outside of your terms and conditions.
Do you want to attach additional documents or files?
Select the document from the list or click ‘Add’ to add a document. Click on ‘Select a File To Upload’, enter a file name and description, if preferred, and click Save. You can also click on ‘Manage’ to manage any centrally controlled documents that might be being shared by multiple events/activities and products you are creating.
Example of document use: a document could be a form that needs to be signed and returned for an event. Documents will be attached to the confirmation email and be printed if that option is available. For Standard and Enterprise customers, batch printing/bulk printing (i.e. for mail and collect at ticket counter on the night of a show) will display the option to print documents as well.
Pre-Event email
Remind your customers that they have an event coming up or of any important information specific to the event. As these emails have a high open and click-through rate, we recommend always using pre-emails.
Do you want to activate pre-event emails for this Event?
Select a template from the list and schedule details such as days and hours. You can also send yourself a test email to see a sample of what the template will look like.
You can use our templates or create your own. There are 2 pre-reminder emails that are auto generated by our system before a session and let your purchasers know they have an upcoming event. The first email can be sent 1 week prior to the session, while the second reminder can be sent the day before with important, last-minute updated information such as parking or rules etc. Templates contain additional tools to help you sell more tickets such as upcoming events, cross-sells (related items to buy), your social media links and specific buying button e.g. to your program, drink voucher. To add additional pre-event emails, select ‘Add Additional Pre-Event Email’.
Pre-Event SMS
Remind your customers that they have an event coming up or of any important information specific to the event.
Do you want to activate pre-event SMS for this Event?
Select a template from the list and schedule details such as days and hours.
You can use our templates or create your own. There are 2 pre-reminder SMS’ that are auto generated by our system before a session and let your purchasers know they have an upcoming event. The first SMS can be sent 1 week prior to the session, while the second reminder can be sent the day before with important, last-minute updated information such as parking or rules etc. To add additional pre-event SMS’, select ‘Add Additional Pre-Event SMS’.
Post-Event email
Ask your attendees what they thought about their experience. Similar to the structure of pre-event emails, with the restriction of only 1 post-event email able to be sent in (x) days, (x) hours after an event starts. To add additional pre-event SMS’, select ‘Add Additional Pre-Event SMS’.
Post-Event SMS
Ask your attendees what they thought about their experience or thank them for coming. This is able to be sent in (x) days, (x) hours after an event starts. To add additional post-event SMS’, select ‘Add Additional Post-Event SMS’.
Terms and Conditions
Do you want to modify Terms and Conditions for this Event?
Select YES if you want to modify your terms and conditions for this event from your organisation terms and conditions i.e. you may operate different tours that have information that may vary depending on the tour.
FINANCE AND REPORTING
Primary and additional taxes
Review and adjust your taxes accordingly. By checking the active box, these taxes will be applied to all transactions associated with this particular event.
Tip: Click Manage Global Tax to adjust your taxes for your organisation.
GL Account Codes
Select a General Ledger account code from the list below or click ‘Add’ to add a new GL Account Code. You can also ‘Manage’ your global GL Account Codes.
General Ledger (GL) account codes are numerals you assign to different debit or credit entries to make accounting easier and more functional. This is useful for when you would like to generate a report and you would like to identify events with a specified code.
When clicking the ‘Add’ button for a General Ledger account code, simply enter the GL account code name and internal description.
Reporting Codes
Select a Reporting Code from the list below or click ‘Add’ to add a new Reporting Code. You can also ‘Manage’ your Global Reporting Codes.
Reporting Codes allow you to streamline your reporting, which is efficient and saves your organisation time. For example, you may setup external parties with a reporting code so you can generate a report to analyse how successful their events/activities and products are that you are selling at your venue.
Adding a Reporting Code: click the ‘Add’ button and enter the Reporting Code and click Save.
OPTIONS AND ADD ONS
Is this a featured Event in online sales?
If YES, this will be displayed with a featured badge and appear at the top of your online sales listing page.
Do you want to show the tickets remaining in online sales?
If YES, this will display online how many tickets are left for purchase. This is particularly useful if you don’t have many tickets left for sale. For example, if you had an event that had only 5 tickets available, if you had sold 4, and had only 1 left, it could be frustrating for the potential purchaser to have to continually adjust their quantity to try and figure out how many are actually available for purchase.
Do you want to obtain customer details for each ticket holder?
I icon
Select YES if you would like to obtain details for each ticket purchased rather than just from the purchaser (who may be ordering multiple tickets). This is an added layer of validity for your tickets.
Do you want to activate questionnaires per ticket?
Questionnaires/Surveys gives you the functionality to collect information from customers per ticket/item or per transaction. Per ticket questions could include questions about dietary requirements and per transaction questions could include topics about event improvement or thoughts on a show.
Select a Questionnaire from the list or click the ‘Add’ button to add a new one. Click ‘Manage’ to access previously created questionnaires through Tools & Templates > Questionnaires/Surveys.
Do you want to activate questionnaires per transaction?
Would you like to ask questions at a transaction level for the purchasing of your event?
Per transaction questions could include topics about event improvement or thoughts on a show.
Do you want to enable donations?
Select a campaign from the list to make your fundraising campaign(s) available when people purchase your event. Fundraising campaigns can be setup via the Fundraising/Donations menu.
Tool tip: You can create fundraising campaigns specifically for your organisation or for specific campaigns that you may be supporting e.g. Cancer Council Foundation.
Activate All Campaigns for this Event?
By selecting YES, all active campaigns will be associated with this event. You will also have the option to set a default campaign in this instance.
Cross-sell related events and products? Sell similar items or other items that would be of interest.
Tool tip: Enter Headline Text e.g. Customers who purchased xxx also bought these.
You are able to add up to 4 cross-sell items e.g. 1 cross-sell could be membership or click here to purchase other t-shirts available. You can also mark a ticket type/discount when building an event/activity as an exclusive offer so you could do a deal where if you purchase a t-shirt, you get 10% off selected events.
- Click Add Event/Product to add a cross-sell.
- Select relevant module and items that will form part of the cross-sell.
- Select relevant items from your list to be associated with the 1 cross-sell.
- Upload an image for your cross-sell
- Add a sub-heading, e.g. purchase a comedy show and get 10% off
- Add a description to explain further information about the cross-sell.
- Repeat the process above up to 3 times to add 4 different cross-sells.
Upsell / Add-on Merchandise?
Add an upsell as part of the sales journey of the customer to generate higher revenues. Also, sell wine, chocolates, programs and other items as part of the experience. Upsells can be added against an event and/or against a specific ticket type, e.g. alcoholic drinks for adults while children are offered popcorn.
Heading: Enter text to help generate interest e.g. Other people who bought this, also bought the below.
Click “Add product”
From the overlay, select one or more products or types from the list, i.e. do you want to sell all types of chocolate or particular types (only white chocolate) as part of the upsell experience?
THEN select:
Offer a discounted price for any item- Offer a discounted price for those people who purchase in advance e.g. if you purchase a drink in advance, we’ll offer you 20% off.
Match delivery and validity to event tickets selected- The system will match the delivery and validity to the performance/session date so that the person receives a ticket and a drink voucher that is valid for the same date/time. The system prints ‘valid for xxxx’. If you have a BOCA ticket printer, tickets that are batch printed i.e. box office collection, will appear in your Sales > Batch Print under ‘Upsells’ when searching.
Is the product a mandatory add on? – If you have specific requirements, add a mandatory add-on that stops you purchasing a ticket without said add on e.g. for a tour, you must collect a tour t-shirt in your size.
Set a specific quantity- Set a minimum, maximum or equal to the number of tickets purchased for the event e.g. if you purchase 4 tickets, at least 1 drink voucher must be purchased or if you set equal to the number of tickets, if you purchase 4 tickets, you must purchase 4 meal plans.
Image Upoad– An image is mandatory and must be added.
Use a high-quality image – up to 2mb: 800 X 600px.
Do you want to change the order confirmation redirect link?
This function allows you to redirect your customers to a default webpage once a shopping cart payment has been processed. Redirect customers back to your home page, a sponsor’s page or your social media page such as Facebook. It’s your choice.
Enter payment confirmation page redirect button label:
This is the label of the button that customers click e.g. Click here to go to our Facebook page.
Enter short description to appear above button:
Enter a short description such as “Now that you order is complete” which appears above the redirect button.
Enter URL:
Enter the full URL link that customers are to be redirected to including the http or https details.
Do you want to activate a waitlist if your Event sells out?
Select YES if you would like to activate a waitlist if your event/activity sells out. By selecting YES, you will be able to select a waitlist template to apply to this event. To setup or edit waitlist templates, go to Tools & Templates > Waitlist.
Adjust refund fee for this event only?
Under Event/Product Settings, for both refund and exchanges, you have the option to adjust these fees at the event level. If you do not check this box, the option would not appear here.
This allows you to then override your fee at the event level or reduce the price to 0. This could be ideal in situations where your policy could be to charge a refund and exchange fee, but when a show is cancelled or changed to a new date, this flexibility will mean that you will not need to adjust your organisation level refund and exchange policy
Adjust exchange fee for this event only?
Under Event/Product Settings, for both refund and exchanges, you have the option to adjust these fees at the event level. If you do not check this box, the option would not appear here.
This allows you to then override your fee at the event level or reduce the price to 0. This could be ideal in situations where your policy could be to charge a refund and exchange fee, but when a show is cancelled or changed to a new date, this flexibility will mean that you will not need to adjust your organisation level refund and exchange policy