STEP 3: Schedule Editor
This is the key part of the event/activity build. Based on the dates and times you have created; this is the confirmation that these dates/times have been successfully created.
For first time users, please read our HELP wizard carefully for tips on how to best use the Schedule Editor. As a minimum, all dates and times must be allocated pricing to proceed to the next step.
Filter by Date/Time: Select from available dates/times. This is particularly useful if you have many dates and times in your list. Please ensure you click ‘Search’ to narrow down your dates/times and ‘Clear Filters’ to clear any previous filters.
Schedule Editor Table
Select All or select specific date/time row option: This allows you to select ALL or click the checkbox to select specific dates/times to copy pricing to.
Active: Click individual dates and times to deactivate or activate them. You can also use the header to “DEACTIVATE ALL” or “ACTIVATE ALL” quickly.
Date: Click the pencil edit icon to edit a specific date i.e. if the date has now changed. Use the calendar to select. Please remember to click ‘Save and Next’ to save your date changes and go to the next step.
Time: Click the pencil edit icon to edit a specific time i.e. if the time has now changed. Use the time controller to increase/decrease your time in 5-minute increments using the directional arrows. The alternative option is to directly input your time preferences into the time control. Please ensure you correctly assign either AM or PM and also click out of the field once complete. Click ‘Save and Next’ to save your date changes and go to the next step.
Pricing: This is the most important section of your build. Every date/time must have pricing assigned. Either select from previously created pricing by clicking on the drop-down list or click ‘Add Pricing’ to create new pricing.
The key is identifying how many pricing templates you need. For every date/time that has different pricing, you’ll need to create a pricing template. For example, if Saturday Matinee is different pricing to Cheap Tuesday and Weekends, then you will need 3 pricing templates. You may even create one called Main which will be allocated to most dates and times.
Typically, all days could use a main template, while Tuesday will use the Cheap Tuesday template. Your Saturday Matinee time will use the matinee template and finally, your Weekend pricing will be taken care of by the weekend template.
When creating new pricing, you’ll always be asked if you want to save the pricing template to this event only or as a global template for future use. For example, if have the same pricing all year round, then having templates globally saved makes sense. Templates will help speed up the event/activity creation on your next build.
Once you create pricing, you can then copy it to specific dates/times.
Adjusting Pricing once sales have occurred: You can either adjust pricing from the header or adjust a specific date and time.
a. Adjusting from the header:
If you are using the same template across multiple dates/times, by updating the header, all applicable dates/times and even other events and products if this template was saved to your template list will be updated. This will save you time rather than going into every single date/time to make an adjustment. You can also go to Events > Tools & Templates > Pricing Templates to change a main pricing template.
Tip: Changing capacity, holds and price level names (e.g. General Admission, VIP) can only be done via Holds/Capacity once sales have occurred.
b. Adjust pricing on a specific date/time:
Click edit to adjust the pricing of the specific date and time only. Are sales low for the specific date and time? Do you want to introduce a promo code? Activate Cheap Tuesdays? By clicking to edit pricing, you will receive the following warning “Are you sure you want to edit the Pricing for (the specified date). Follow the 2-step pricing wizard to update your pricing.”
Tip: Changing capacity, holds and price level names (e.g. General Admission, VIP) for existing price levels can only be done via Holds/Capacity once sales have occurred.
Holds Capacity: For general admission, i.e. no seating plan, you have the following options:
Capacity: The total quantity of tickets you have to sell.
Holds (not available for the Basic plan): Holds are deducted from the capacity and only available to sell via the backend from a system user. Holds can be tickets held for staff, promoters, sound desk, competition winners etc. If your capacity was 1000 and your holds were 100, 900 tickets would then be available online.
Available: Capacity less sold is your available to sell.
Sold: How many tickets you have sold.
Click the pencil edit icon to edit any of these functions.
Tip: To add price levels, e.g. Section A, VIP, or change existing price levels (i.e. change Gold to Platinum) or pricing and fees, you can manage all of this from the Pricing column (previous column). To update your price levels for a template that is in use by this or any other events/activities, you must go into each individual date and make these changes by clicking ‘Edit Pricing’. The system will ask you:
“Are you sure you want to edit the Pricing for <date/time>? This will adjust the pricing only for this specific session.”
EDITING A CAPACITY, HOLDS, DOORS FOR A SPECIFIC DATE/TIME FOR GENERAL ADMISSION
When editing pricing for a specific date/time, you are presented with the following:
You are editing the Capacity/Holds/Doors for Event “Guns N Roses Not in This Lifetime – Performance 27 Aug 2019, 07:30 PM”, for example.
Pricing Template Name: “Main Template.”
Price Level name: This cannot be changed via the Holds/Capacity column. To add a price level, e.g. VIP, Section A, simply click back to your pricing column and adjust either from the template header and apply to all applicable dates/times that have the same pricing template or adjust for a specific date/time. For example, if the new price level name will only apply to 1 particular date, go to that specific date and ‘Edit Pricing’.
To adjust an existing price level name, i.e. change VIP to VIP Main, this can only be done on a session by session basis. Your main template price scale names cannot be changed on a global level once assigned to any events/activities.
Set Capacity: Enter your new capacity. If you have multiple price levels, you will notice that the Total Allocated will also update. The system displays sold tickets under each capacity to ensure that when adjusting capacity, you take these into account.
Holds: Holds are not available for Basic plan customers. Upgrade your plan to access this function. Simply adjust your holds by entering the new value. Your total price level holds will adjust as well as your total remaining to reflect what’s available to sell. Sold tickets can only be sold via the backend administrator area. Online customers do not have access to these held tickets. Also, the sold value against a hold type is also listed for your reference.
Select an existing hold to apply – Simply select a previously created hold type from the list and the hold type will populate to the grid. Enter your hold type value to reduce your capacity. You can then sell these holds via the backend system.
Hold Edit icon – This icon will appear when you select a hold type. Click the edit icon to change the name of your hold type i.e. VIP to Platinum. Please take care when adjusting hold names as this is a global change.
Adding a new hold type to your organisation – Click ‘+New’, choose from an available letter to recognise the hold type, e.g. H for House, S for Sound Desk. Enter a name for the hold type and press the save icon. Click cancel to cancel your addition of the hold type. When adding a hold type, it will immediately appear in the table to then enter a hold capacity.
Total price level holds – This is the total number of tickets being held against your hold types.
Total remaining – Total remaining is auto calculated from your ‘Set Capacity’ less ‘Total Price Level Holds’.
If you receive the following error message, where your price level holds are in negative, please adjust your capacity (higher) or holds (lower). Your holds cannot be greater than your capacity.
Total Price Level holds should not be more than total capacity of price level.
Door: This option is not available in the Basic plan. For those clients that have multiple door entries, e.g. VIP through Door 1 and General Admission through door 2, select an existing door to allocate to a price level.
Click ‘+New’ to create a new door name e.g. Door 3. Simply enter the new door name, press the save icon or cancel. This will add to your global door defaults and will now be available for any events/activities you create with door requirements.
To adjust a door template, click the pencil icon, enter the new name and press save.
If scanning has been activated for your organisation, it will be set to turn on/start scanning 2 hours before the performance/session/activity starts, which will provide you with enough time to setup and test your scanning device. End scanning is set to end automatically at the end of day, 11:59pm. For example, if your session starts at 8pm, scanning will appear on your scanning app at 6pm, and will then remove itself at 11.59pm that night.
To change these defaults, e.g. increase scanning start to 3 hours, or in the case of a weekend festival, you may need to end scanning 2 days after the festival starts, click the edit icon. If you click the edit icon from the header, this is a bulk copy tool to other sessions. Clicking the edit against a specific date/time, on the other hand, will only update the single date/time.
Start Scanning (Days/Hours/Minutes): Set when you want to start scanning. The default is 2 hours before a performance/session.
End Scanning (Days/Hours/Minutes): Set when you want to end scanning. The default is ‘End of Day’ and the system also calculates for you how many days/hours/mins until the end of day. For example, if the performance/session starts at 8pm, your end of day would show 3 hrs 59 mins.
Number of Days Allowed to be Scanned: This is the number of days a ticket is allowed to be scanned. This is particularly helpful for a weekend long festival that may require the same ticket to be scanned each day.
Set Limit Total Number of Doors/Gate Entries: Set how many door entries are required. The default is 1. If you need your customers to go through a main entry and then into a second entry point, your door entries should be set to 2. For example, if you have a VIP entry event, customers may need to be scanned through the general admission area, then through the VIP area. The scanners at the gate entry would have 2 events selected to accept both General admission customers with tickets and also VIP customers. The second scan point will only list the VIP customers for scan entry.
Do you want to activate scan out? Activate scanning out and this option will be available on your scanning device. Staff can then be dedicated to either scan in entry points, only scan out exit points, or flick between scan in and out.
Set the Daily Re-entry Limit: This will set how many times a customer can be scanned out and then enter back in again e.g. max 2 times.
Set options specific to a date/time or multiple dates/times. For example, change your ticket layout for opening night that may include a drink coupon in the design or send a specific pre-email reminder to opening night attendees reminding them of special conditions e.g. opening night will be filmed.
If you select an option below, it will override the options set at Step 1: General Information, except for Questionnaires. Questionnaires will apply at all levels.
You can always select from existing templates or create new templates directly from this page. Select your options and click ‘Apply’. Click ‘Cancel’ to cancel changes.
Ticket number range: For General Admission events/activities, enter a start and end number range that will be printed on your tickets. This is particularly important if you are using a third-party agent who may be selling tickets for you and you need to allocate tickets to them. The number range will ensure that the numbers are in order to then allocate i.e. number 100-200 and understand the exact tickets they have. Any unsold tickets can then be easily identified and refunded using their unique number.
Second option on Schedule Editor: B) Ticket types
This section allows you to be even more creative and add specific functions such as upsells, documents, ticket layouts and questionnaires for specific ticket types. For example, a ‘group’ ticket type could be offered group package upsells and a document that explains how to enter the venue as a group. A child could be offered popcorn while the adults are offered alcoholic beverages. It’s your choice.
Tip: By leaving this page blank, we will use all the options/templates selected in Step 1: General Information.
Filter by date/time and/or Ticket Types: To narrow down dates/times, simply select options from filter by date/time. Then select one of more ticket types and click ‘Search’. To clear filters and show all content, click ‘Clear Filters’.
Selecting options: Selectfrom the header to bulk copy or select a specific date/time, it’s your choice. If selecting from the header, you will be asked to select a ticket type, then select copy to selected performances/sessions or to all. You can always undo your changes and clear. The copy to all function will not be available if you have filtered to only select specific sessions. You can manually select applicable dates/times, or in the header tick the check box ‘Select ALL’. Selecting one at a time: You can always select a specific date/time and ticket type and select one of the options i.e. documents, upsells.