3 | Managing Venues

3 | Managing Venues

Seatmaps & Venues

Seatmap and Venue Basics & Introduction

The central part of all organisations within Flowte is the clients venue(s) and seatmap(s). These are the building blocks which the system will use to help  you manage your organisation more efficiently. It is essential that you add your venue before you move on to add events, products or other items for sale. Typically Flowte clients have two main types of venues. These are seated venues (eg a stadium where the customer can choose their own seat from a seatmap) and non seated venues (e.g. an open space with standing room only such as a concert in a field) This article talks you through the process of adding these two venue types.

You may have different layouts for the same venue.  To avoid confusion
you can use the same name for the layout but add a different description
to the layout table to allow you to tell them apart.  Just put your cursor
over the column and click "edit" to add it.

Non Seated Venues

Navigate to Ticketing > Venues

Step 1 | Enter venue name and address.

Step 2 | Within a venue you may wish to have different areas e.g. 'Premium' or 'VIP'. Here you may add as many of these sections as you require. When you create tickets for events at this venue you will be able to set tickets for each of these areas.

Seated Venues

Step 1 | Click "Add Seated Venue / Layout".
Step 2 | Select the venue type that suits best: "without sections" or "with sections" per image below.

Without sections

If you choose the first option, you'll immediately get all the tools to draw bookable objects: seats in rows or as a block of rows, seats at tables, booths and general admission (GA) areas: Pro tip: Some tools have a little > arrow next to them, indicating there are multiple variants of the tool available. For example: the GA tool allows you to draw rectangular, round or polygon GAs.

With sections

On charts with sections, things are a little different. There you need to first draw a section, and then fill it up with bookable objects. 
First step: Use the section tool to draw a section (either as a polygon or a rectangle): 
Second step: go to section mode, either by double-clicking the section you just drew, or by selecting it and using the Edit Contents button on the top right: 
Third step: In section mode, you see a large version of your section. You now have all the tools you require to draw bookable objects within this section: 

Final step: When you're done, click the "Exit Section" button (top left) to go back to your sections overview.

How to draw sections with a curve

Find out how to draw sections with rounded borders or a curvature:

Most venues have rounded or arching boundaries defining their Sections. You can draw this with our designer tool, too.
The trick is, when drawing a Section, to create multiple points across the curvature or rounded border you wish to lay down, as seen above. Wide angles will have a curve applied to them to smoothen them out.
After you are done drawing, you can adjust the smoothing of the section or polygon by adjusting the Smoothing slider.
While drawing, if you make a mistake, that's fine! You can always right click to remove the last node you laid down. You can learn more by looking at the status bar at the bottom of the screen while you are on the Section tool.
If you feel it's needed, you can hold the alt key while drawing to disable snapping to other points, or deselect Snap to grid for even higher precision. Don't forget to turn Snap to grid back on after you are done. This will make it easy to lay down rows symmetrically across the chart.
If you had already drawn a section but wish it was smoother, you can always use the Node tool to click on the sides that look more rough and add additional nodes.
Please note that using a Reference chart to draw on top of is always the most effective and fastest way to draw a precise seating chart. You can upload one by dragging an image to the Reference chart property, visible when no object is selected on the right hand of the screen.

Now you are a master of sections. Go ahead and draw a great seating chart!

Mixed Venues (A mixed venue has GA and Seated sections)

1. Create a Seated map containing all seated sections and a GA map that has all GA sections.
2. Create a new event using the Seated map and define all settings for those sections.
3. When created > go to event info page and click the "new time" button.

Configuring & Optimising the sales flow for a mixed venue

Once your mixed venue has been created you now need to customise the purchase flow to make it easier for your customers online and back office operators to make a sale
Step 1: Navigate to Ticketing > Events > Event Info > Set the selection text to "Select Area / Section" or other words of your choosing.
Step 2: Navigate to Ticketing > Events > Event Info > Set the select type option to "Buttons".

Step 3: Navigate to Ticketing > Events > Event Info > View / Edit times and prices > select your GA event.
Step 4: Set the "Custom" name for each item on the table to "Standing" or whatever similar naming makes sense for your event.
Step 5: Navigate to Ticketing > Events > Event Info > View / Edit times and prices > select your seated event.
Step 6: Set the "Custom name"  to " Seated" or whatever similar naming makes sense for your event.

Now when a customer clicks on the event you created, they will be offered the different Custom names (see example).

Online Flow Display Optimisation
A way to help your customers to know which section they are looking for online is to give them a guide to work from.

1. Make sure your map sets a common colour for all seated sections and a different one for seated (blue and red above for example).

2. Take a picture of the map, this will be the guide for your customers.

3. On the section name, make sure to indicate which colour is for seated and which for standing and make sure they are set to "buttons" option type.

4. To display the map to the left of the section:
      a. Upload the image to https://imggmi.com/, untick "Image resize" and click "Upload Now".
      b. One uploaded, there is a link called "1. Viewer links": Make sure to take note of this!
      c. Go to Ticketing > Events > select the event.
      d. In the description, click on "Source" and paste the following code:
                  <img src="IMAGE_URL" style="height:auto !important; width:100% !important"/>
      e. Replace IMAGE_URL with the link from step 'a' in the description code.

5. Click "Save" for the event.  This image will now display in the description for an online sale as shown in the example above.
3D Maps

3D Maps. Create a seating chart with multiple floors
Section-based charts can have subsequent floors created after the first one is drawn.

In order to create a new floor:
Create a new section-based chart, or load an existing section-based chart.
Start drawing the first floor.
Once you are done, click the + (plus) button on the floor picker at the bottom right corner of the canvas, to add a new floor.

Every time you begin drawing on a new floor, the + (plus) button will become available again, all the way up to nine floors.

Converting existing charts to multiple floors
If you are converting an existing floor plan where each floor is a separate section, simply add a floor, then copy/paste the relevant section into that floor, and delete it from the initial floor where you copied it from.
You may need to readjust the sections/floors to ensure a good end user view, which you can check by clicking on the Preview button at the top left of the designer.

Editing & Copying Venues

Once you have created your venue, you might want to edit it, and this can be easily done via the blue Edit button.

However, once the venue is added to an event, when attempting to edit the venue you will see this message: "
This cannot be edited as the following events are already using this venue". Therefore, to edit a venue that's already in use:
Make a copy of the venue


Edit the copy.
Replace the old venue with it's edited copy in your event.
Deactivate the old venue.


Ruleset Editor

 The ultimate social distancing solution: Real time seat picking, with venue occupancy optimization.

Build trust

By indicating that seats near a booking won't be sold to others, you build trust with returning patrons, local regulators and your event promotor.

Set the rules

Create social distancing rulesets, test them on the playground, and apply them to your events.

Update rulesets on the go as social distancing regulations change. No coding required.

Adjustable spacing

Determine how many seats to be left open to the sides as well as front and back.


Limit group bookings
Allow family members to seat together by increasing the limit of seats that can be selected together.

 Disable aisle seats
Keep aisles safe to walk on by disabling a provided number of seats next to aisles.


Manually override rules
Hand pick seats that must be disabled, or enabled over existing rules.

Maximum occupancy

The floor plan prevents the ticket buyer from selecting seats in a sub-optimal layout, thereby ensuring that rows are filled up as much as possible, while procuring social distancing.


Creating and Applying a Ruleset

To do this, go to:
Ticketing >  Venues > Edit Ruleset Button > add your rules for social distancing 

Then apply the ruleset to your events as follows: 
Ticketing > Event > Edit Prices > View Map Preview > Click Apply Ruleset 

Please note that the rulesets can only be applied to newly created venues and events.