1 | Managing Events

1 | Managing Events

Creating New Events

How to add a new Event

Events:  Navigate to Ticketing > Events


Venue: Select the venue from the dropdown that our event will be held in.




 

Event Name  - Enter your event name (NB Do not use special characters (< > ./.  ) or more than 30 characters).




Event Categories:  Click options > type the category name e.g. "Sports" > press enter - this will add the name as tag.


Select Event Date:  Use the calendar to select a single or multiple date(s) for your event. Click each date then click "done".





Each date will be given the default time of 20:00. Modify this as needed using the time selector.





To add multiple times per day > click the " + symbol"  to add another time. Add as many timeslots as required.
To copy a group of time slots from one date to the next please click on the blue clipboard icon.





When you have finished click Continue.

Price Information - Here you can add ticket types and ticket prices.

To add an extra ticket type to a section click "add ticket".

When you have entered a name and price for all ticket types you will see a continue button.

Click Continue to proceed to the next section.



 

Ticket Settings: If you click the cog wheel next to any ticket type you can add more advanced settings for each ticket.

You will be presented with all of the options shown in the image below:








Order Min -  Set a minimum number of tickets required to buy this ticket type. This is often used for family or group tickets.

Order Max -   Set a maximum number of tickets required to buy this ticket type. This is often used for family or group tickets.

Scan Max - This is the maximum number of scans allowed for this ticket type for its lifetime.

Daily Scans -  This is the maximum number of scans allowed for this ticket type in any single day.


Description -   Set a ticket description i.e. 'Please bring proof of ID' for concession tickets.

Description Online - This allows you to define if the description is visible in the online sales flow.

Dependency -   Specify if this ticket type must be purchased with another ticket type. E.G. Child ticket requires an adult ticket.

Contact Tag -  Define a tag that the purchaser must have to purhase this ticket type eg member, vip etc.


Quantity - You can limit the number of your defined tickets that are available for sale in this section of the venue, if you wish.

Start Date / End Date -   Define when tickets sale will begin and end. Often used for limited tickets like 'early bird' specials.

E-Tix  - This allows you to define the eticket template that should be used for this ticket.

Printer-Tix  - This allows you to define the printed ticket template that should be used for this ticket with your thermal printer.

Sources -  Restrict sales of a ticket to being Available Online; Available Back Office; or both.

Hidden -   Restrict sales of a ticket to being secret or hidden.

Password -   Require the purchaser / operator to enter this password to make a purchase.

Ticket Tag -  Automatically assign this tag to any patron who purchases this ticket type.



Extra charges 

Once you have added all ticket types you now have the option to add extra charges.





 

Delivery Fee Options: Add delivery methods such post, fed ex, e-ticket etc. Define the following options for each method:
To add a second delivery option click the green 'Add Delivery' button, you may add as many delivery options as you need.
Address Required Online - This makes an address a required input during the purchase process for this delivery option.

Venue Section - Here you can choose to restrict delivery options by venue section (e.g. for VIP sections).

Ticket Type Here you can choose to restrict delivery options by ticket type (e.g. only vip tickets have the post option).


Tax & Transaction fee options:  Add tax or transaction fees to your event by clicking yes for the relevant option.

Create Event


Once all extra charges are completed click "Create Event" to complete the process of adding the event.

How to build a new event using the copy event feature:

1. Navigate to Ticketing > Events > Select Copy Events





2. Pick the event you want to copy from the dropdown.

3. Determine how many copies of the event you want.

4. Choose if you want to copy all event times / performances.

4. Name the copied event.

5. Select the dates for the new event. 




6. Click "Copy Event".

To find your copied event. Navigate to Ticketing > Events. 



How to Edit an Existing Event


Go to Ticketing > Events and select the appropriate event and edit the fields on the screen and click "Save".


Navigate to 
Ticketing > Events > Select Event




Event Name
You can edit the name of the existing event by changing it in the input and clicking "Save".

Event Categories
Event Categories or Tags allow for category to be used for reporting, online linking, special offers or season tickets.  To set, you can choose an existing tag or create a new one by typing the tag name and pressing enter.

E-Ticket Design
This dropdown allows you to set a custom e-ticket design to be used for tickets sent via email to people who purchase tickets for this event.

Ticket Design
This dropdown allows you to set a custom design for those tickets sold and printed via your back office thermal ticket printer andprint ticket design for those tickets back office, these are created in https://help.flowte.com/portal/kb/articles/ticket-designs.

Upsell
This dropdown allows you select multiple events and / or products to suggest as part of the sales flow when a customer is purchasing tickets for this event online.


Scan Start
This is how far in advance of the performance time the scanning will begin in minutes.

Scan End
This is how long after the performance time the scanning should end in minutes.

Secret Event
Defines if the event should display on the online storefront (No) or should be hidden (Yes) unless using the direct link for the event.  This is useful for private member events that can be sent as a campaign linking to events for select customers.

Contact Info Per Ticket
Defines if tickets sold online should have one set of contact information (No) or allow for a contact per ticket purchased (Yes).


Event Image
You can upload a new event image SEE GUIDE HERE.

Event Description
Update the event description which displays online.


Times And Pricing
This section allows for editing of times and pricing for your existing event.



Edit Ticket Settings: If you click the blue cog wheel next to any ticket type you can add more advanced settings for each ticket.
You will be presented with all of the options shown in the image below:




Order Min -  Set a minimum number of tickets required to buy this ticket type. This is often used for family or group tickets.

Order Max -   Set a maximum number of tickets required to buy this ticket type. This is often used for family or group tickets.

Scan Max -  This is the maximum number of scans allowed for this ticket type for its lifetime.

Daily Scans -   This is the maximum number of scans allowed for this ticket type in any single day.


Description -   Set a ticket description i.e. 'Please bring proof of ID' for concession tickets.

Description Online -  This allows you to define if the description is visible in the online sales flow.

Dependency -   Specify if this ticket type must be purchased with another ticket type. E.G. Child ticket requires an adult ticket.

Contact Tag -  Define a tag that the purchaser must have to purhase this ticket type eg member, vip etc.


Quantity - You can limit the number of your defined tickets that are available for sale in this section of the venue, if you wish.

Start Date / End Date -   Define when tickets sale will begin and end. Often used for limited tickets like 'early bird' specials.

E-Tix  - This allows you to define the eticket template that should be used for this ticket.

Printer-Tix  - This allows you to define the printed ticket template that should be used for this ticket with your thermal printer.

Sources -  Restrict sales of a ticket to being Available Online; Available Back Office; or both.

Hidden -   Restrict sales of a ticket to being secret or hidden.

Password -   Require the purchaser / operator to enter this password to make a purchase.

Ticket Tag -  Automatically assign this tag to any patron who purchases this ticket type.

Selection Text
To change the name of the performance selection you can define custom text here.

Selection Type
This dropdown allows you to select how the performance options will display online.
1. Dropdown - this converts the list of performances into a dropdown, this can be very useful if you have a large number of performance.
2. Buttons - the performances will be displayed as buttons on the page for easy selection.  Best used for a smaller numbers of performances.

Deactivate / Activate (button)
Click on this to deactivate / save the event.
    
Change Event Image
Navigate to Ticketing  > Events > Select Event
1. When you select the event, you will be in the "Event Info" section.  Here you will see the currently set image  (or the placeholder if none is set).

2. When you place your cursor over the image the display will change to indicate you can click on it.



3. When you click on the arrow icon it will ask you which image file to upload, select the file you want to upload.

There is a file size limit of 20mb.  Keep in mind, the larger the image the longer it will take for your customers browsers to display it depending on multiple factors so it is advised to limit the dimensions and size of the image to give you the best combination of quality and speed.

4.  A loading bar will appear when you select your file, once complete the image will change.  At times it may appear blank in some browsers but if you reopen the event image it will display correctly.

5.  You're finished, you should now see the new image in the back office and online.

Change Package Image
Navigate to Retail & Hospitality >  Offers

1. You will see a list of your different offers including your packages.


2. To the right of the name of the product the current image  (or placeholder if none set)  will display, click on it.


3. A model should appear with the current image displayed.
  

4. If you place your cursor over the image, it will change to an option to upload. Click on the arrow icon.


5. When you click on the arrow icon it will ask you which image file to upload, select the file you want to upload.

There is a file size limit of 20mb.  Keep in mind, the larger the image the longer it will take for your customers browsers to display it depending on multiple factors so it is advised to limit the dimensions and size of the image to give you the best combination of quality to speed.

6. The model will disappear, the page will refresh and you should now see your new package image.


7.  You're finished, you should now see the new image in the back office and online.

Order Limits                   
You can easily set the maximum number of tickets allowed per order by editing the custom settings for your event.

1. Navigate to the event info page, you will see an input called "Order Limit". 


2. Input the limit amount.


For example if you input 3, customers will only be able to buy three tickets max for this event. This is regardless of what ticket types they choose.

Editing Prices / Dynamic Pricing

Edit Prices for a single event.

Navigate to Ticketing > Events > Select Event > Select Time

1. Click on the blue cogwheel icon.


2. Change all the prices you need to.
 

3. If you click the blue cogwheel next to each ticket type you can change all of the advanced settings for that ticket type.
 

4. To edit your extra charges, click the extra charges button on the top right.
 
5. Click "Save".

Using the Drag and Drop Option:

Rearrange the order of your ticket types using the drag and drop arrows displayed in the image below. 



Edit Prices for multiple events or event times simultaneously / Mass Update

Dynamic Pricing

Navigate to  Admin  > Events > Your Event > Click Dynamic Pricing

Updating Item Prices; Item Fees or Delivery Fees

When you click the drop-down on Dynamic Pricing you have the ability to manage, add or remove ticket types and ticket prices; ticket fees; delivery fees - across all or selected performances of an event.


Using it you can:

  • Amend the prices of any ticket type across one or more performances.
  • Add a new ticket type to any or all performances.
  • Change the ticket names across any performance.
  • Add ticket dependencies.
  • Remove ticket types (by making then Inactive).
  • Add a new item fee to any or all performances.
  • Change the item fee name across any performance.
  • Remove item fees (by dis-associating them from the ticket types).
  • Add a new delivery fee to any or all performances.
  • Change the delivery fee name across any performance.
  • Remove delivery fees (by dis-associating them from the ticket types).
Update Item Price
Clicking the 'Dynamic Pricing' button in the top left of your events 'Event Info' page and selecting 'Update Item Price' will bring you to the Performance Select menu.


Click each performance you wish to update and click the 'Confirm' button to continue.

Tickets & Prices

Depending on the layout of your Venue and the tickets you have set up previously, your menu may have less or more sections and tickets than the example here, but the features and functions will remain the same.


In the above image I have 2 sections for my Venue - 'Ground Floor' and 'Pit', and in each there is 3 ticket types - 'Adult', 'Child' and 'Complimentary'.

To change the Name or Price of a ticket  - enter the new name or price in the relevant fields and click 'Update Ticket'.

To make a ticket Inactive, or reactivate a currently inactive ticket  - Select Inactive or Active from the dropdown menu and click 'Update Ticket'.




To change ticket properties  - Click the blue cogwheel next to the ticket you wish to update. From this menu you can change Quantity Available, Scanning properties, Sales Availability, Start and End Sales Dates, Dependancy settings, and more.

To Add a new ticket type to an event  - Fill in the new ticket Name, Price, and select Active / Inactive, and click the 'Add Ticket' button. You may then click the blue cogwheel to access the Ticket settings Menu.

Update Successful


When you have clicked 'Update Ticket' the above message will be displayed to inform you the ticket has been updated to your new settings.
NOTE: When you add ticket types, check to confirm if you need to add ticket delivery or booking fees to these new ticket types.

Update Item Fees
Follow the same process as under 'Update Item Price' to select the performances you wish to update.


To change the Name of an existing item fee simply overwrite and click 'Update'
To add a new Item Fee, complete the Name; Value and specify if it is an Inside or Outside charge; apply any item fee properties (as required) under the blue cogwheel and click 'Add'.
To remove an existing item fee access the item fee properties by clicking the blue cogwheel and remove the checks for the ticket types. This dis-associates the item fee from being applied.
NOTE: You cannot amend the price against an item fee once it has been created. You will need to remove the 'old' item fee and add a new one with the correct details.

Update Successful


When you have clicked 'Update' the above message will be displayed to inform you the ticket has been updated to your new settings.

Update Delivery Fees

Follow the same process as under 'Update Item Price' to select the performances you wish to update.


To change the Name of an existing delivery fee simply overwrite and click 'Update'.
To add a new Delivery Fee, complete the Name; Value; apply any delivery fee properties (as appropriate) under the blue cogwheel and click 'Add'.
To remove an existing delivery fee access the delivery fee properties by clicking the blue cogwheel and remove the checks for the ticket types. This dis-associates the delivery fee from being applied.

Update Successful


When you have clicked 'Update' the above message will be displayed to inform you the ticket has been updated to your new settings.
NOTE: You cannot amend the price for a delivery fee once it has been created, it will be greyed out. If you need to amend the price or any other settings, you will need to disassociate the fee first (see above), and then create a new one with the correct price and associate it to the ticket again. You can then check that the needed changes have come into effect.

Delivery Methods & Extra Charges

Extra Charges:
Navigate to Ticketing > Events > Edit Event > View / Edit Times and Prices > Click Extra Charges


Delivery Types & Fees
When creating an event you must add at least one delivery option for your event tickets. 


To add a delivery option click on 'Add Delivery'.  Insert your ticket delivery name and price.
You can click the button multiple times to add multiple delivery methods.


Clicking the blue cogwheel icon allows you to set your delivery options.  When finished click on "Save" to save your delivery options.
Extra Charge Settings
  • Available Online - Delivery displayed for online sales.
  • Available Back Office - Delivery displayed for back office sales.
  • Send E-Ticket - If checked, tickets will be sent by email, otherwise they will only be printable from the transaction Info page.
  • Address Required Online - This will require an address to be entered if this delivery option is chosen by an online customer.
  • Section - Restrict delivery options by event section. This is especially useful for VIP sections or Seated Events.
  • Sales Source - Choose which sales source the delivery method is available for (online, back office or both).
  • To add a second delivery option click the green 'Add Delivery' button, you may add as many delivery options as you need. 
(NOTE: If no custom delivery fee is added, the system default of 'E-Ticket' will apply to both online and back office orders)

Box Office Collection


To add an option to allow ticket collection from the Box Office you can set up the delivery method as pictured above.

Title and Fee - These are set to 'Box Office Collection' and 0.00 (a no fee option).
Sales Source -  Choose which sales source the delivery method is available for (online, back office or both).
Define which ticket types this delivery method applies to in the lower table.

Postal Delivery


This delivery method is useful for organisations who normally offer a mail service.
Title and Fee - This method is called 'Home Delivery' and the cost to be added to the customer's order is €2.50.
Sales Source -  Choose which sales source the delivery method is available for (online, back office or both)
Send E-Ticket is again left unchecked as the customer will receive a hard copy of their ticket from you.
Address Required Online is checked. This makes entering an address a requirement for your online customers.

Edit an Existing Fee
To amend fees for an event, simply edit them using the Dynamic Pricing feature.
Navigate to the event > Dynamic Pricing > Update fees. 
Here you can edit your existing fees or add a new fee. 
To add a new fee > enter the fee name and price. Use the dropdown to define if the charge is an inside or outside charge. 
An inside charge means the cost is covered by your organisation.
Outside charge means your customers pay the fee on top of the original ticket price.


To edit an existing fee, simply make the changes you like and click update. 


By using the blue cogwheel you make sure the fee is applied to all ticket types before clicking update:


Tax
To add tax - click the "add tax" button. You can edit existing taxes by clicking the edit button next to the relevant fee type.

Transaction fees
To add transaction fees - click the "add transaction fee" button. You can edit existing fees by clicking the edit button.

Item Fees
To add transaction fees - click the "add transaction fee" button. You can edit existing fees by clicking the edit button.

Ticket Settings & Restrictions

Creating Ticket Dependencies

Navigate to Ticketing >  Events > Event Info > Edit Times and Prices > Next to the section you wish to edit click the settings cog wheel > Next to the ticket you wish to edit click the settings cogwheel

You will see all the ticket options. The seventh option shown is called "Dependancy". You can use this to make one ticket be dependant on the purchase of another. E.G. A child ticket can only be bought if there is already an adult ticket added to the purchase. In other words, one cannot be bought without the other.

To set your dependancy, select the ticket type from the dropdown menu and then click "Save". Now during the ticket purchasing process the user will have restricted options.
They will not not be able to select ticket "Child" without first having selected ticket "Adult".

Password Tickets

Password tickets, are used to require a pre-set password to be entered to allow a purchase to be made.
This feature is perfect for when you want to restrict certain staff members from being able to sell tickets. 
For example if you can restrict complimentary tickets to only be sold by operators who have the password.
Password tickets are located in the advanced ticket settings menu and can be applied to multiple tickets.

You can activate password tickets online. This will ask customers for a password before they purchase the ticket. 
To do so navigate to Admin > Settings > click the storefront tab and select yes on the "Password Tickets Online" Option. 



Ticket and Seat Holds

Users can add an unlimited number of holds across reserved seating and general admission events.
Once you create your event you have the ability to create or copy holds. 
Navigate to Ticketing > Events > Event Info > View /Edit Times and Prices
You are presented with the default view of your reserved layout showing all seats available for sale. 

Adding a seated event hold
  • Click on New Hold and name your hold in the popup window
  • Set your hold colour for this hold type. This distinguishes held seats from available seats
  • Click on save hold and repeat this process to create all your hold types.


To assign seats to a hold type
  • Select your seat(s) on your reserved layout and click on Holds.
  • Set your hold type by clicking it > The seat colour automatically changes on assignment.
  • NOTE: Hold seats can only be processed in the back office.
  • For online customers all hold seats appear as unavailable and cannot be selected.
To remove seats from a hold type
  • Select your seat(s) on your reserved layout and then click on Holds. 
  • Select Remove Seat Hold and your seats are removed from your hold. 
  • These seats are now automatically available for sale. 
Copy a hold from an event or performance 
  • Click on Copy Holds. 
  • Select the performances you wish to copy your holds to.
  • NOTE: All existing holds will be removed on your selected performances.
  • The event information page shows your total capacity, held seats, and sold seats for your live events.


To sell / issue a ticket from a hold 
  • Storefront - Select Your Event.
  • Select the seats you wish to process.
  • Notice these seats are a different colour and when you hover over your seats the hold type is highlighted.
  • Select your seats and proceed to process this transaction to allocate your seat.
  • These seats are now allocated.
Adding a general admission hold 
  • Select your event / performance time. Notice that Held is defaulted to 0.

  • Click on Held and you create a new hold type by clicking on the + option. 
  • Insert your hold name, the quantity you wish to hold and select your hold colour. 
  • Note this name and colour will be available across all events. 
  • Repeat this process to create your hold types. 
  • These tickets are now held and can only be processed by back office operators.  

To increase / decrease your hold count 
  • Click on the edit symbol and proceed to increase / reduce your hold numbers.
  • Click save and your hold count is now updated.
When you reduce your hold numbers you are releasing these seats for sale to online and back office customers. When you increase your hold numbers you are reducing the number of tickets that are currently available for sale to online customers.  You can not reduce holds below the number of tickets already sold out of this hold allocation.


To sell or process tickets from a general admission hold 
  • Storefront - Select Your Event - Select your performance. 
  • Select the correct hold type you wish to process from.
  • Insert the number of tickets you wish to process. 
  • The hold type shows the number of tickets currently available for this hold type. 
  • Process this transaction as normal.
  • These tickets have now been processed and these held ticket(s) are no longer available.


Event Holds

Navigate to Ticketing >  Events   Select Event



Click on the  View / Edit Times and Prices  and select the date you want to set the hold on:



Seated Events

Add Hold
1. Scroll to the map at the bottom of the page
2. Select the seats you want to hold 
3. Once done you can click on the "Holds" button above the map and click on the hold you want to apply. 

Note: If you don't have a hold you want to use, you can also create it by clicking "New Hold"         

 

Remove Hold
1. Scroll to the map at the bottom of the page, you can click on the "Holds" button and select "View Hold Map" to see current set holds.
2. Select the seats you want to remove the hold from.
3. Once done you can click on the "Holds" button above the map click "Remove Seat Hold".

General Admission Events

Add Hold
1. Find the section you want to add a hold to on the list and click the edit button next to the hold total.



2. On the model that appears you can set the number of each hold you want to add.
3. You can also add a new one by clicking on the + button on the bottom right of the model.
4. When done, click "Save Holds".

 

Remove / Edit Hold
1. Find the section you want to remove or edit hold to on the list and click the edit button next to the hold total.



2. On the model that appears you can set the number of each hold you want to edit, or change to zero to remove it.
3. You can also add a new one by clicking on the + button on the bottom right of the model.
4. When done, click "Save Holds".


Change GA Event Capacity

Navigate to Ticketing >  Events  >   Select Event  



1. Click on the  View / Edit Times and Prices  and select the date you want to set the hold on:



2. In the list of sections, you can change the capacity for each section. You can not reduce it below held and sold seats.

 

3. Click "Save".

Selling Away Tickets

In this section we will focus on two scenarios you might encounter concerning away tickets - selling away tickets to your home fans, and selling home game tickets to away fans: 

Away Game Tickets for Home Fans
To sell your home fans tickets to an away game:
1. Create a 'dummy' GA venue calling it 'Away Venue'. 
2. Create a 'dummy' event based on your GA away venue calling it 'Away Game X'. 
3. Sell the allocated amount of tickets to your fans. 
To provide some additional info for your home fans regarding details about how/when they will receive their away tickets and any seating or other information they might need, create a custom e-ticket with all the relevant details and connect it to your dummy away game. 
Home Game Tickets for Away Fans
To sell away fans tickets to your home game: 
1. Create a 'dummy' contact calling it 'Away Team X'.
2. If needed, create a ticket type called 'Away Ticket' if there needs to be a special price/area that you wish to allocate to away fans. 
3. Sell the allocated amount of tickets to your 'Away Team X' contact. 
By creating a contact for your away team, you will then be able to report on the amount of tickets sold, keeping things organised.