This is the most important section of your event/activity build. This area allows you to build a pricing template to use across one or more events/activities. Please read through the HELP wizard to get a greater understanding of Pricing Templates.
When building an event/activity, 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’ has different pricing to ‘cheap Tuesday’ and ‘weekends’, then you will need three pricing templates. You may even create one called ‘main’ which will be allocated to most dates and times. In saying this, all days could use the 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 by the weekend template.
When creating new pricing at the event/activity level, 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. The table displayed under ‘Pricing Templates’ is your global area. For example, if you have the same pricing all year round, then having templates saved globally makes sense. Templates saved globally will help speed up the event/activity creation on your next build without having to create them over and over again on every single event/activity build. There will also be unique events/activities where you will save the template for that event only and it will then only be able to be accessed directly from the event itself rather than clogging up the global template area.
Once you create pricing, when creating events/activities, you’ll be able to copy the pricing template to specific dates/times.
Tool tip 1: Every date/time must have pricing assigned.
Tool top 2: When you adjust your pricing template, any associated dates/times for events/activities will be updated unless you’ve adjusted your pricing at the performance/session level. The advantage of pricing templates is mass updating rather than going into every single date/time. Pricing at the performance/session level is done on an individual basis meaning the pricing now has a different name to the pricing template of the event/activity.
Tool tip 3: Give your pricing templates generic names if applying them across multiple shows e.g. Main and Cheap Tuesdays or, for example, Wizard Main and Wizard Cheap Tuesdays if using specific event/activity level templates.
Tool tip 4: When saving templates that you may re-use again which have particular characteristics, ensure you create easily identifiable pricing template names e.g. Main Adult, Child, Group 6 or with pricing next to the ticket type. You can always copy a price structure and change the pricing if everything else is the same.
Pricing template filters
If you have many events/activities running at the same time and are saving your pricing templates to the pricing template area (globally), your list can be quite extensive.
Use the following filter options to quickly find your pricing template. Please remember to always click ‘Search’ to filter and ‘Clear Filters’ to reset your filters.
Enter search term – Use free text search to find your pricing template.
Date Created – Enter a date to filter by for when the pricing template may have been created. This is highly useful if you really need to narrow down the search results.
Select Venue – If you have multiple venues, this is a great filter to find pricing templates just for a specific venue/location.
Layout Type – Allows you to filter for either General Admission (capacity set number) or Reserved Seating (seat map).
Status – Active, Inactive and ALL are available options to filter by.
Group – Allows you to filter by grouped pricing templates you may have created (Enterprise only). You may have grouped pricing templates into departments e.g. workshops and theatre.
Analysing the table display of pricing templates
Active – Flick the switch off to make a price structure inactive. If you make a pricing template inactive, it will no longer apply anywhere in the system. You can, however, go back at a later time and make it active again.
Pricing Template Name – Shows the name of the pricing template. You can use the arrows to rearrange in ascending and descending order alphabetically. Always use the ‘Clear Filters’ function to return the table to the original.
Venue Name – Displays the venue that the pricing template is associated with. You can use the arrows to rearrange in ascending and descending order alphabetically. Always use the ‘Clear Filters’ function to return the table to the original.
Layout Name – This is whether it’s general admission or reserved seating, and if reserved seating, the name of the layout created will display e.g. Cabaret or Theatre. This is selected from a drop-down list when adding a pricing template.
Layout Type – Either General Admission or Reserved Seating.
Date Created – The date the pricing template was created. You can use the arrows to rearrange in ascending and descending order. Always use the ‘Clear Filters’ function to return the table to the original.
Event Price Range – The price range across the different sales channels from lowest to highest price.
Capacity – The capacity of the venue. If general admission, this is controlled by simply entering a number. If you have multiple price levels e.g. Upper, VIP, Stalls, the capacity will be of all the price scales combined.
Actions-
Edit: Allows you to edit an existing pricing template.
Copy: Copy allows you to copy a pricing template and make adjustments if necessary. This is useful if you want to use a similar pricing template to an existing one and only want to make some minor adjustments before assigning it to an event/activity.
Delete: The delete option will only appear if your pricing template hasn’t been assigned to an event/activity yet. Otherwise it can only be made inactive.
Click ‘+Add Pricing Template’ to create a new pricing template:
Template name: What is the name of your pricing template? Every price point that’s different e.g. Matinee, Weekends, Cheap Tuesdays where pricing is different, will need a different price template created. Use these generic names if you will use them over multiple events/activities or use more specific names (e.g. Wizard Main, Wizard Cheap Tuesdays) if the template is targeted to one event/activity.
Add Description: This is an internally viewed description as to why the pricing template has been created. This is particularly important if you have many pricing templates and/or multiple staff creating price structures so that everyone understands why a template has been created.
Venue Location: Where is the address of the event/activity or it’s location (which could be a meeting or collection point). Select a venue/location from the existing list in the drop down or click Add Venue to add a new one.
ADD VENUE HELP FILES
Layout: Is it general admission or reserved seating, and if reserved seating, what is the name of the layout? e.g. cabaret, theatre etc. The layout name is important to help you quickly identify the layout to assign.
Add group (Enterprise only): Add your pricing template to an existing group e.g. workshops, theatre or library to sort and quickly find these pricing templates when required. Select Add group to add a new group. Top of Form
Top of Form
Would you like to automatically inactivate this pricing template after the final off-sale date has passed for the event that it is applied to? – This will make the pricing template inactive only when the last offsale date, of which it is applied to, has passed whether it be one event/activity or multiple. This function is useful when you are using a unique/one-off pricing template and no longer need it after the event/activity has finished. It will therefore become inactive after the event and not clutter the Pricing Templates table.
- Set Price Levels – General Admission
Price Level Name: Create your different pricing tiers (e.g. General Admission, VIP, Upper, Stalls) where your ticket prices are different. Click ‘+Add’ or ‘+Add Price Level’ to add a new price level. A new column will be created. Simply enter the capacity against each price level.
Set Capacity:This represents the total quantity of tickets you have to sell against each price level. The number of tickets you want to sell in VIP could be different to your Stalls area, for example.
Holds(not available for the basic plan):Holds are deducted from capacity and only available to sell from the back end via 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 for purchase.
How to select and/or create new holds:
Simply select the hold type from the drop-down list of previously created holds (this is a ‘global’ holds system that is used across all pricing templates whether it is general admission or reserved seating). The hold type will appear in the grid, then simply enter the number of tickets you want to hold.
To create a new hold type, click ‘+New’, then select a hold code (letters) from the drop-down list and add a hold name e.g. P for Promoter or W for Wheelchair Access, then click the save icon. You can then enter the relevant capacity.
To edit a hold type, simply select the hold type from the drop-down list of hold codes and click the pencil icon. Edit the hold type and then click the save icon.
Click the bin icon to delete a hold type from your current pricing template grid.
Total Price Level Holds: Represents the total number of holds for the price level(s). E.g. VIP 40 and Upper 20, so your total price level holds are 60.
Total Remaining: This is your capacity less holds i.e. your amount that is available to sell.
Door(not available for the basic plan): For those clients that have multiple doors of entry, 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 entry point. Simply enter the new door name e.g. Door 3, press the save icon or cancel out of it if necessary. These are your global door defaults and this option will now be available for any events/activities you create with door requirements.
To adjust a door template, click the pencil icon and enter the new name and press save.
To unselect a door, simply click on the drop-down list and click ‘Select Door’.
Important: 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.
Where to next?
Click ‘Next’ to go to the next step, ‘Back’ to go back to the main page of Pricing Templates and ‘Cancel’ to cancel changes and revert back to the listing page.
- Set Price Levels – Reserved Seating
The difference here is Instead of entering a capacity amount, you’ll be presented with a seat map. Follow the below steps.
- If there are no price levels, i.e. VIP, Upper, Stalls etc., simply click ‘No Price Level’ and the system will automatically create a price level called ‘Allocated Seating’. All the sections/seats will be highlighted green. Click next to go to the next step and enter pricing.
- To create price levels, click ‘Add New Price Level’. In the overlay, Enter a unique price level name. Select an identifying colour so that when you allocate the price level to your section/seats, you’ll be able to easily identify which seats are allocated to which price level. Once you choose the colour, click outside the field and then click ‘Save’ to save your changes or ‘Cancel’ to ignore changes.
- Once you’ve created all your price levels, simply select a Price Level from the list.
- Select Sections/Seats on the seat map and click the “Assign” button to assign that Price Level.
- The other option is to create each price level, select seats and click assign, then create the next price level. It’s your choice.
- Use the select by ‘Multiple Seats’ to click all desired seats one by one, select by ‘Row/Table’ to select an entire row/table, select by ‘Seat Group’ which are the seats usually between isles or ‘ALL’ to select all the seats on the seat map. Tip: You can also highlight over seats by creating a box with your mouse to select your desired number of seats/rows/tables/groups before clicking the assign option.
- Display Seat Labels (numbers/Letters) – By clicking this option, any row labels (A, B, C), as well as seat numbering (1, 2, 3) will be displayed to allow you to easily identify seats on the map.
- Click the magnifying icon to zoom in and zoom out of the seat map and use the refocus option in the middle to bring the seat map back to the original size.
- Use the arrows shown below to move left, right, up and down and again a refocus option to bring the seat map back to its original view.
- The table below displays the price scale name, assigned colour and how many seats are currently assigned for your reference. Under actions you are able to delete price levels you have created. Open refers to the seats that are yet to be assigned to a price scale.
- Tip: You cannot move to the next step unless all seats are assigned to a price scale.
Step 2: Set Sales Channels and Ticket Types
Which sales channels will your customer be able to purchase tickets? Select by checking the relevant boxes from available sales channels that have previously been created by your organisation, i.e. Internet, Walk-up and Telephone. For standard and enterprise clients, you can create additional sales channels e.g. newsagency, front reception etc., or any other location that you want as a sales channel for pricing differences and/or statistics on how many tickets are being sold in a particular location via Settings > Organisation Settings > Step 3: Sales & Delivery.
Fees
Select and set any fees you want to on-charge onto your customers.
Add Fees: Here you can simply choose whether you would like to charge Ticket, Transaction or Inside Fees. It is important to note that only the fees selected during the setup process in Settings > Event/Product Settings will appear here.
Ticket Fee: A per ticket/item fee is charged based on each ticket/item that is in the shopping cart. This can be a percentage or dollar value. If you have 10 items in the shopping cart, you will be charged 10 per ticket/item fees. Select this option if you will be charging a per ticket/item fee.
Transaction Fee: A Transaction fee is charged on the total order price no matter how many items are in the shopping cart. This can be a percentage or dollar value.
Inside fee: An inside fee is a charge that is hidden in the event/activity price. For example, if you have an event/activity that is charging $50 and the inside fee is $5, the net value would be $45. Often, venues for hire work to collect the inside fee while the promoter will receive the net value (price less the inside fee). This functionality is only for reporting purposes and allows you to understand what to pay back to the promoter.
Fee template (Enterprise only): Select a fee template previously created by selecting ‘Import Fee Template from Event Settings’. From the drop-down list you can choose your desired template and once you’ve done this, the option will appear to ‘View Template’. You will still need to tick whether you want to include Ticket, Transaction or Inside Fees depending on whether they are turned on in the Event/Product Settings. It is in the Event/Product Settings under Fees and Charges where it is possible to build fee templates.
PLEASE NOTE that fee templates are ONLY applicable if you are using price ranges that have per ticket/item fees and/or inside fees. It will not work if you only have transaction fees.
Ticket type grid explanation
Select your ticket types from the list by clicking on the ones you want to use, and they will appear in a table where you are able to set pricing.
You can also create a new ticket type by clicking on ‘+New’. This will add your ticket type to your organisation/global list for future use.
Click the pencil icon to edit an existing organisation level ticket type. Note that ALL associated events will also be updated to any new name given.
For each ticket type (from the table), set the price for each price level (e.g. VIP, Standard) where applicable.
If you have multiple sales channels (e.g. Internet/Walk-up) and price levels (VIP/Standard), and prices and/or fees are the same across all sales channels, you can use our quick copy function (top left of the table). This will copy pricing across all sales channels for that price level or levels, doing all the work for you! You can also click the copy icon against each row if prices are the same for each price level, or if there aren’t different price levels, it will copy across all sales channels.
Complimentary tickets
Often complimentary tickets are not available on the internet for selection and we’ve added a blocker that automatically removes the auto-selection checkbox against the sales channel. Based on your complimentary settings, you may see the below Face Value parameter. Enter the price of the comp ticket as 0, then enter the face value which is the price that will be printed on the ticket or eticket to show a perceived value (i.e. what the ticket is worth).
Tip: If you are charging a per ticket/per transaction/inside fee, please remember to select a fee type from the drop-down list in the table, e.g. currency code ($,RM) or percentage (%) before copying across to any sales channels.
Ticket Type re-ordering
Currently, ticket types appear against a performance/session in the order that you add them to the pricing grid. In saying this, you may want them to display in a certain way. To adjust the order of ticket types, simply click the option ‘SET TICKET ORDER’ that appears underneath the price level. In the popup, you are able to drag and drop your ticket types into a desired order. For example, you may want ‘Adult’ to appear before ‘Child’.
If you have multiple sales channels and multiple price scales, you will be presented with the following:
The below image displays the popup to set the ticket order. It’s important to note that ‘Available in Sales Channel’ refers to the ticket type being active in the relevant sales channel/price scale.
Promotional Codes
This allows you to re-use generic promo codes over and over again and adjust the promo code that customers are required to enter at the price structure level or against a specific performance/session. Your generic promo codes created must have a unique name, e.g. Promo1, Promo2 and Promo3, and the parameters of the ticket type will remain the same. For example, if Promo1 was a min 5 and max 8 tickets, it can only be reused in the exact same circumstances.
Please follow the below process:
- Click into the pricing template or session level template.
- Click on Step 2: Set Sales Channels and Ticket Types.
- The first pencil icon is to edit the ticket type name and conditions at global level.
- Click ‘Edit Promo Code.
- Enter a new promo code and click save.
- The existing promo code will now be overridden just for that specific performance/session or pricing template.
- Under Customers and Transactions, against the transaction, the system lists the promo code name and code to easily identify what the promo code entered actually is.
- In the case below, the transaction is showing in brackets the promo code applied to a student ticket whereas the promo code can be different across other events/activities.
