Build your event/activity with ease using our 5-step wizard. All fields are marked with information to guide you through the process. Please read the HELP wizards carefully throughout the process to guide you with each step.
Click ‘+Create A New Event’ to begin building a new event or search for an existing event in the table below.
The following can be changed directly from the table below:
Date/Time: You are able to update the date/time for a specific session/performance.
Pricing: You are able to change price levels (such as VIP or Standard), pricing and fees for a specific date/time.
Capacity/Holds: This applies to General Admission (not seating plans), where you can update and increase/decrease capacity and manage holds (i.e. tickets held back from public selling).
Filter Event Listing: Simply click to show/hidefilters. Fill in any of the relevant search options available and click the ‘Filter’ button to produce results. Select ‘Clear Filters’ to remove any existing filters and start again.
Text Search: Enter a specific search term to narrow down your search results. This is particularly important for organisations that have a long list of events. TicketSearch will, by default, show 20 events. Click ‘+Show More’ to show more of the list.
Event Status: This is one of the most important parameters to understand.
- Active Incomplete: This event has not been completed. Please complete all details and click ‘Go Live’.
- Active Complete: This event has been completed, however in step 5 you either have not clicked ‘Go Live’ or it’s been scheduled to go onsale at a future date and time (via Step 4, Onsale/Offsale).
- Active Live: This event is currently live and selling
- Active Offsale: This event is now not available for sale. You can always change your onsale and offsale dates at any time to bring this back onsale.
- Inactive: This event is inactive and not available in your default grid list preview.
Select Event Categories: Select from one or more categories to narrow down your search and find types of shows/events, e.g. Comedy, Sports etc.
Select Venues: For organisations with multi venues, this is a quick way to filter and find events within a specific venue.
Show Events on within: Select from a predefined option such as Today, Tomorrow, This Week or This Month to filter by.
Reporting Code: Select a reporting code from the drop-down list to narrow your search. Reporting codes allow you to group events by departments, venues etc., allowing you to quickly filter events.
Event Date Range: This will narrow down events that are created between your specified date range. For a single date range, you must enter the same date in the second date field.
Date Created Range: Every event is marked with a created date. Enter a single date or date range to narrow your search. For a single date range, you must enter the same date in the second date field.
MANAGE EVENTS TABLE
Via the grid you are able to make performances/sessions inactive, change the date and time, change pricing, holds and more without ever needing to go into the event itself to make your changes. This is very useful when your event is live and you need quick access to make changes.
Active: Here youcan make an event/activity (including all its sessions/performances) active or inactive by flicking the switch. If you would like to make specific sessions/performances inactive, simply expand the field and flick the switch associated with that performance. The status of the event is also shown in this column.
Event Name: This is the name of the event you have created. Here, you can also expand ‘+Performances’ to see each individual session/performance that is available for that event.
Venue/Location: The venue or location where your event/activity will be held.
Created Date: When the event was created.
Last modified: When the event was last modified by a user.
Performance date/time: The date and time of specific sessions/performances of the event. Expand the ‘+Performances’ option under ‘Event Name’ to see all the sessions. Click the pencil icon to change the date and/or time.
Pricing: Click the pencil icon against the session to edit the pricing of the specific date and time only. Are sales low for this 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 and time)? This will adjust the pricing only for this specific session.”
This avoids you having to go into the event/activity itself and to Step 3: Schedule Editor to make the adjustment. If you have a pricing template that is connected to multiple dates and times e.g. weekend pricing and you need to update the pricing template for all sessions at the same time rather than individually, you’ll need to process that through Step 3: Schedule Editor from the table or if you have a Standard or Enterprise plan, from Tools & Templates > Pricing Templates.
See our full guide on changing pricing by clicking on the following link.
Capacity/Holds: Totaltickets available to sell, how many have actually sold and how many on hold will give you your total available capacity. Holds are held from the capacity and only available to sell from backend operators e.g. house seats, promoter seats, director seats or sound desk blocked seats that you can’t sell. Holds and doors are not available for the Basic plan.
To adjust capacity holds, click the edit, pencil icon. A warning will advise that you are editing the holds/doors for a specific date and time.
See our full guide on changing capacity holds by clicking on the following link.
Sales pending: Shows how many sales are in progress of being sold, i.e. in the reservation period.
Tickets available: How many tickets are available to sell (capacity less sold less holds).
Actions: Icons available include:
Edit- This will take you into an event build.
Copy- This will copy your event which is useful if you have a similar event (only step 1 from the process will be copied).
Delete- This will delete the event as long as there are no sales associated with it. The delete icon is not visible if there have been any sales processed. The principals about deleting also apply to individual sessions/performances.
Click +CREATE A NEW EVENT
Event ID: This is the unique ID of the event that enables you to link directly to this event online (for those clients that don’t want to use our general listing page which lists all the items you have to sell).
Status: This is the current status of the event. When building a new event, the status will be ‘Active Incomplete’ until you have completed all relevant details.
Active Incomplete: This event has not been completed. Please complete all details and click ‘Go Live’.
Active Complete: This event has been completed, however in step 5 you either have not clicked ‘Go Live’ or it’s been scheduled to go onsale at a future date and time (via Step 4, Onsale/Offsale).
Active Live: This event is currently live and selling
Active Offsale: This event is now not available for sale. You can always change your onsale and offsale dates at any time to bring this back onsale.
Inactive: This event is inactive and not available in your default grid list preview.
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 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.
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).
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.
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?”.
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 – 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.
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’.
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’.
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’.
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.
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?
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?
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 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.
STEP 2: Dates & Time
If you only have 1 date and time, the following modal overlay will appear as a quick process to get to your next step.
For multiple dates, select an option from the list below. The default is Performances.
Performances/Sessions allows you to setup specific dates and times of each performance/session e.g. A theatre show with 21 performance times or a tour that runs daily with 5 sessions a day.
Consecutive date range are events/activities that run from (x) date and time to (x) date and time. This is widely used for festivals that run for a weekend, for example. You can also hide the dates in the online sales if required so that you show the details in your desired format in the event/activity name e.g. ABC festival 14-16th Feb.
Open pass is a ‘valid to’ option. For example, a museum could allow people to enter anytime up until a certain date. The museum would sell a pass with a particular expiry date. This option also allows you to ‘hide these details in online sales’.
Steps to using the Performances/Sessions and applying to calendar:
- Select the start date and end date of your event/activity.
- Select the days that the event/activity will apply to (e.g. every Friday and Saturday for the start and end dates above).
- Create times by selecting options from the drop-down list. Please ensure that AM/PM is correctly applied. Click the ‘Add’ function to add each time and repeat the process for multiple times on a single date.
- Final step is to ‘Add to Calendar’ your default times.
The system will bulk apply these times. If you have specific days with different requirements, i.e. only 2 Saturdays with a morning session of 10am, simply adjust your start and end dates/times as required. To bulk copy, click the applicable days, click on a time and click the (x) option to remove the time. Then simply add your new time and copy to calendar by clicking ‘Add to Calendar’.
Alternative options directly from the calendar:
Tip: You can go directly to a specific month by clicking on the calendar < and > options.
- Create times directly from the calendar
Simply click into the relevant date and click ‘+Add’ then ‘Custom Time’. To create specific time(s) to your date, create all of your applicable times, e.g. 10am, 8pm, always remembering to click the ‘Add’ button. Then click ‘Save’ and the times will be saved to that date.
- Using the Bulk Copy Tool
- Create your custom dates and times. Then click the ‘Bulk Copy Tool’ to copy these functions to various options.
- Select days of the week to copy the times to e.g. only apply to Saturdays and Sundays.
- Then select from months (e.g. January only), weeks (week 1 of January only), a start date and end date to copy.
- Click save to copy your times to your specified dates.
- Repeat this process as many times as required if you have various days with various time slots.
- Click the copy icon
From the calendar, click the copy icon to bulk copy your time slot to another time.
Tip: Click on a time and use the pencil icon to edit and the (x) to delete a time slot.
Click ‘Preview and Save’ to preview all of your dates/times. Select a time and click the (x) to remove it from the list if it is not needed.
Click ‘Save and Next’ to continue.
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.
See our full guide on Pricing by clicking on the following link [Steve to add]
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.
STEP 4: Onsale/Offsale
This option allows you to speed through the setup process by selecting an Onsale/Offsale that permits going ‘live now’ and offsale according to your organisation settings under Settings > Organisation settings > Step 3: Sales & Delivery. Simply click ‘Go Live Now’ to use the current venue’s date/time and offsale defaults, or select ‘Schedule’ to select your options from the page.
To adjust your default onsale/offsale times, please follow the steps below:
- Sales channels: Set your desired onsale and offsale period of your event/activity for your different sales channels such as internet and telephone. By default, the current date and time of the venue’s time-zone is populated.
To adjust your onsale time, you can either bulk copy your desired onsale date/time by clicking into the header, selecting your new date and time, and clicking on one of the copy functions.
– ‘Copy to selected Sales Channels’ will copy to the specific sales channels selected e.g. only internet and walk-up.
– ‘Copy to all’ will copy to all sales channels.
– You can always click ‘clear’ to clear your current selection or ‘undo’ to return back to your original selection.
- Click the (x) on the right-hand side to cancel your changes.
Offsale policy is when each date/time/session will go offsale (turn off from selling). Automated defaults have already been applied to your organisation that can be changed via Settings > Organisation Settings > Step 3: Sales & Delivery.
For example, your system defaults were originally set to go offsale on the internet at 0, meaning it will go offsale right when your performance/session/tour starts. If you have multiple sessions, each date/time will be on a timer and automatically turn off when required.
With e-tickets and mobile phone delivery, these options now allow you to sell tickets right up until the start time. Other sales channels are often set to go offsale at 5 hours after start time. This gives you enough time to deal with late-commers and any admin requirements such as refunds and exchanges. If your event has gone offsale, you can always bring it back onsale by entering a ‘days’ after the performance/activity starts e.g. 2 days after to allow the required sales channel to do an exchange.
You can also set your offsale to an absolute date by clicking the ‘date’ option e.g. at 5pm, 25th Jan. If you had multiple dates and times onsale, all would turn off at that specific date/time. For example, for a school, if you had to provide lists of attendees or dietary requirements to the kitchen, at 5pm on the Friday before a 2-day weekend festival, this would be your best option.
Max Tickets Per Transaction: For the desired sales channel, set an absolute max number of tickets that can be sold in one transaction. We recommend adding a max on your internet sales channel to stop issues with your inventory being locked for a reservation duration.
- B) Ticket Types: This allows you to select specific onsale and offsale dates for specific ticket types i.e. pre-sale tickets go on sale today while standard ticket types go onsale next week. Please ensure that your onsale and offsale dates are within the main sales channels onsale/offsale period. For example, your pre-sale tickets cannot go onsale on the internet prior to your main onsale/offsale dates/times. You’ll need to set your onsale period to then match your pre-sale period and then schedule your standard ticket types to go onsale after that period. Leave the offsale period blank to then go offsale at the main sales channel option A’s offsale period. If you leave your onsale/offsale period blank in this section, again your onsale/offsale period will match the main sales channel option in A.
- Simply select a date and time from the header to copy, or from an individual date/time.
- Per transaction Min Max- You are able to override the min/max per transaction that currently applies to the ticket type. If the min and max is an equal value, e.g. 4, you can only override to another equal value, e.g. 2, 2 rather than a range (min 2, max 5). For min and max of range value, you can only change your input to a range.
- Max Tickets per date/time- This refers to the max tickets that can be purchased for a specific date/time. For example, if you had 25 performances/sessions, and you only wanted to sell max 100 promo code tickets, to balance the capacity against multiple performances, you may put a limitation on each performance/session e.g. 10 each. Although 10 promo codes for each performance would equate to 260 of them being sold, the system would max out at 100 which you would limit by clicking the option below, ‘Event Ticket Maximums’.
- Event ticket Maximums- This is the absolute limit you want to sell for a specific ticket type no matter how many performances you have. You can only sell up to the capacity.
Schedule On-sales– This option will be launching in May/June 2020. Select a specific date and time for a performance/session to go onsale, then schedule additional dates/times to go automatically onsale by a date/time, e.g. a week later, by capacity sold e.g. 90% or by price scale. This allows you automatically setup triggers without having to monitor sales.
STEP 5: Event Summary
You are almost there! Review all the details relating to your event/activity.
For Enterprise clients, enter a capacity target as a % or number that will be populated to our Tableau Analytics Dashboard reporting system. You’ll be able to track how far you are from your desired capacity sold. You can also enter a revenue target for your event/activity and track your success.
The front-end sales link allows you to copy and also send the link for review to as many email addresses’ as you like.
Either click ‘Save’ to save your work or click ‘Submit and Go Live’ to make your event live and start selling! (according to the onsale dates).