User: a user is an individual who is granted access to your organisation. A user has his or her own access login and password and privileges based on the role you assign. Each user must be assigned a role, which can be a role built specifically for this user or a role that is used by many individuals. (For example: your sales staff will have their own user accounts but will share your Sales Role.)
Once you have created a user within the system, you can manage and customise each user’s setting and access here.
Begin your search for a user by typing their first name or surname and click Search to see all the results. You can also search by status. Just remember to clear filters to reset your search parameters. See below in reference to Statuses.
Internal users are people who are employed by your organisation. Depending on your TicketSearch plan and access to roles, the users may not have the same system privileges as you. For example, a ‘Sales’ user will have different user privileges to a ‘Marketing’ user.
An external user is someone who is not directly employed by your organisation and needs access to various reports. For example, event promoters who tour shows often need access to specific reports and their own events/activities. By setting them up as an external party, they won’t have access to any other reports.
Select the status that best relates to this particular user. Select one or more statuses to search for users. You can select the appropriate status by checking the box and clicking Search. The results will display all users with that particular status e.g. if you selected Active, the results will show all Active users within the system.
What do the statuses refer to?
An activation email has been sent to the user and is awaiting acceptance for activation from the user. Once the user confirms, their status will click over to ‘Active’.
This user is currently active in the system.
This user has been made inactive in the system.
Activation of a particular user has been scheduled for a future date. For new employees or external users such as promotors, you may want to create and customise their profile and schedule to activate their account on a future date – whenever you want.
Click New User to create a new user in the system. Enter details such as the user’s first name, surname, position within the organisation (if applicable) and contact telephone number for any important updates we may send.
Email Address: enter a unique email address that is not being used by another user within your organisation. This will be the email address the user will use to log in. Repeat this email address to confirm it is correct. Copying from email to re-enter email address is restricted to ensure the right email address is entered.
Password: enter a password that is minimum 8 characters in length. Re-enter the password for password match.
****IMPORTANT*** If when you click on the page and you have pre-defaulted email address content in the fields or password, this is a browser cache/saving issue and not related to the Ticketing system. Clear your cache/password remember function to clear this issue. Also, you can simply delete the pre encrypted password field and click Save, and the system will remember your previously saved password.
“Is this user a promotor or third party…..”
Click Yes if you’re setting up a promotor or third party. This will allow the promotor or third party to only have access to reports for specific events.
Click the dropdown to select single or multiple events that you would like a promotor or third party to access and view reports on.
Click the dropdown to select single or multiple reports to which you would like your promotor or third party have access.
If user is not a promotor or third party…..
Click the dropdown to view the default roles that you can assign to your new user. Note: different roles have different levels of access, security and customisation in the system. You may also create different roles by completing Step 2. Manage Roles. Depending on your TicketSearch plan, you may not have access to create roles.
Assign a sales channel to the user by checking the box next to each applicable sales channel. Note: some users may need access to many sales channels while others won’t require any (e.g. only access reports and don’t sell tickets/items). Sales channels refer to where you want to sell tickets/items from – Internet, Phone, Walk-up etc.
Do you want to send an activation email?
Set an activation email that will be sent to the user, prompting them to activate their account. You may want to set a future date for the activation email. If so, select a date from the calendar. Note: all future activation emails will be sent after 12:01am on a daily basis.
Select automatic user deactivation date:
Select a future date to deactivate a particular user. You may want to do this for external parties or users who are working in your organisation for a specific period of time (e.g. contractors).
Step 2: Settings
Select the sales channels (where tickets/items will be sold from commonly):
Select one sales channel that will act as the default when processing sales. This will save time rather than having to select the sales channel to sell tickets from if, for example, 90% of your sales are phone based through the backend application rather than online. When processing a sale, you’ll be able to change the sales channel.
Select a default delivery method:
Select a default delivery method for the sales channel you have applied for this user. Hint: the default delivery method for each sales channel would have been set up in Organisational Settings -> Sales and Delivery -> Global Delivery Method. This will help you speed through the sales process. e.g. if eTickets are your most common delivery choice over the phone, select it here. You can always change the delivery method as you sell tickets/items.
The features below are only available when you are printing tickets:
Automatically print header cards for individual sales:
Activate this feature if you want a header card to be printed once a sale is processed. A header card will display your customer’s name, address and contact details. The header cards will allow you easily identify your customers by alphabetising them in files if filing them for specific circumstances.
Automatically print receipts:
Select the number of receipts you would like to print for each sale. You may want to keep a copy of one receipt, while distributing the other to the customer.
Automatically Print Batch Header Cards for Batch Print Jobs:
Batch print all the header cards to be attached to all tickets for box office collection/ticket counter collection before a session/activity. You could schedule your batch print jobs to occur two hours before the start of an event/activity, which will allow you to print and arrange all pre-purchased box office collection tickets. For any other tickets sold after the event commences, you can easily print these tickets and receipts on the spot.
Automatically print batch receipts for batch prints:
Batch print all the recepts to be attached to all tickets and header cards for box office collection.