Event Creation Guide

A Guide on How to Create and Edit Events in the Event Ticketing Portal

STEP 1 : CREATING OR DUPLICATING AN EVENT

Once you’ve logged into your ticketing portal site, you can start creating events!

First you’ll want to select Events from the left menu.

Once you click Events, you’ll be taken to the Event List, where any events you’ve created will show.

  • On the Event List, click the “Create New Event” button and a screen will pop up asking you to enter the basic event information.
  • Once you’ve entered the basics for your event, click the Create Event button and you’ll be taken to the Edit Event page, where you can customize the event further!
    • In addition to creating a blank event, if any events already exist in your system, you can click the Action menu and select the “Duplicate” option.
      • This will open up a modal very similar to the “Create Event” modal where you will be asked to enter an Event Name, URL, Event Processor, Time Zone, Start Date/Time, End Date/Time and Cutoff Date/Time.
      • Once you click the “Save Changes” button on this modal, you will be taken to the edit event page with all of the information duplicated from the previously created event.
  • The Edit Event Page is broken up into separate categories, each in its own tab.

STEP 2: ENTER YOUR EVENT DETAILS

GENERAL

The first tab you’ll be taken to after creating your event will be the General tab, and this article will explain what each of the fields on this page are for, starting from the top of the page.

  • Event Title
    • This is the title of your event, and will be displayed on the frontend the customer sees and the admin pages.
  • Event URL
    • This field will be automatically populated by taking the Event Title and removing any unusable characters.
      • There is also the “Override URL” button to the right of this field which allows you to link your event to any outside URL. 
  • Long Description
    • Any text entered on this page will show up on the Event Details page that the customer will see once they’ve selected that event.
  • Short Description
    • This field is for a quick blurb about the event. If any text is entered here, it will show on the frontend event list that the customers see.
  • Event Online Sales Cutoff
    • The date and time selected for these fields will determine when the event will cutoff online sales. Once this date and time have passed, all ticket types in the event will be set to “Not on Sale”.
  • Cutoff QTY
    • If an amount is entered into this field, ticket types will be set to “Not on Sale” once the cumulative sales for the event have reached this number.
      • For example, if you have entered 100 for the Cutoff QTY and you have sold 50 GA ticket types and 50 VIP ticket types, all ticket types in the event would be set to “Not on Sale”.
  • Show Cutoff
    • If this box is checked, the date and time you’ve selected for the Event Online Sales Cutoff will be displayed to the customer on the event page.
  • Venue and Address Information
    • If you have a specific venue for your event, you can enter in the Venue Name, Street Address, City, State/Province and Postal Code.
    • Next to each of these fields there is a box for “Show”. If that box is checked, these will be displayed on the event page for the customer to see.
    • Once you save the page after entering in your Venue and Address information, the Latitude and Longitude fields will automatically be filled out to display a Google Map location of the Venue and Address.
  • Time Zone
    • The Time Zone selected here will be displayed to the customers on the front end and on their receipts/e-tickets.
    • In addition to displaying to the customer, this will control the time zone used by the Ticket Type Price Change and Sales Rules, which will be explained later on.
    • Please be sure to select the correct Time Zone for your event!
  • Published
    • Selecting Yes in this dropdown will mean that your event is published, and can be accessed by the event list or directly by the Event URL.
    • If No is selected, the event will be hidden from the event list and cannot be reached by its direct Event URL.
  • Hide on Event List
    • Checking this box will hide your event from the frontend event list, but the event can still be accessed by going to the direct Event URL.
    • This is a great way to sell tickets to your private event to only the people who have been sent the direct event URL.
  • Hide on Quick Sale
    • Checking this box will hide your event on the Quick Sale Box Office. If this is hidden in the Quick Sale Box Office, tickets can still be purchased regularly on the front end by customers.
      • For example, you may want to use this if you have separate staff making Box Office orders over the phone, but you do not want them making Box Office sales for this event.
  • On Sale
    • If this is toggled ON, all ticket types can be purchased by the customer.
    • If this toggle is turned OFF, all ticket types in the event will be set to “Not on Sale” and cannot be purchased on the front end by customers.
  • Not on Sale Text
    • Any text entered into this field will be displayed for the ticket types when they are no longer on sale. If no text is entered, it will display the default text “Not on Sale”.

STEP 3: ADDING TICKET TYPES

TICKET TYPES

  • Ticket Type Name
    • The text entered here will be displayed in all instances the Ticket Type would be shown, whether on the checkout page, the receipt, or the e-tickets.
  • Price
    • The price entered here is the amount that will be charged for your ticket type when a purchase is made.
  • Max Qty
    • The number entered here will be the maximum quantity that can be sold for this ticket type.
      • For example, if 100 is entered here, the ticket type will no longer be on sale after 100 have been sold.
  • Status
    • Here you have the ability to select On Sale or Not On Sale before your ticket type is created.
    • This can be useful if you’re adding new ticket types to an event that’s already been on sale, but you wouldn’t like anyone to purchase this new ticket type quite yet.
  • Shipping
    • This field will allow you to select your shipping options for the ticket type. For example, you can select “E-Ticket” if you would like an E-Ticket to be sent out with every purchase of that ticket type.
    • Any custom Shipping options created manually will also be available here. Once you’ve entered in the Ticket Type Name, Price, Max Qty, and Shipping you can click the “Save” button to the right of these fields to create that Ticket Type. If you decide you’d like to cancel this ticket type, you can click the Cancel button.

Once your Ticket Type has been created, you have many different options to customize this ticket type.

To edit this ticket type, you’ll want to click the “Edit” button to the right of the page under the “Actions” column.

When editing a ticket type, there are 2 different tabs for Edit Type and Advanced.

  • Name
    • This is the Ticket Type Name entered when first creating the ticket type, should you ever want to change this.
  • Ticket Key
    • The Ticket Key will use the Ticket Type Name with stripped out spaces and special characters by default. This is used mainly for internal purposes.
      • You will not need to change this unless your Ticket Type Name has been changed, in which case you would want to change the Ticket Key to match this.
  • Price
    • The price entered here is the amount that will be charged for your ticket type when a purchase is made.
  • On Sale
    • Here you have the ability to switch the toggle ON or OFF Sale.
      • If this is toggled ON, your ticket type can be purchased by customers.
      • If this is toggled OFF, the ticket type will not be available for purchase.
  • Not on Sale Text
    • Any text entered into this field will be displayed for this ticket type when it is no longer on sale.
    • If no text is entered, it will display the default text “Not on Sale”.
    • This Ticket Type Level “Not On Sale Text” will override the Event Level “Not On Sale Text” for only the single ticket type.
  • Max Quantity
    • The number entered here will be the maximum quantity that can be sold for this ticket type.
      • For example, if 100 is entered here, the ticket type will no longer be on sale after 100 have been sold.
  • Shipping Options
    • Here you can select either “No Shipping Options” or “Shipping Options”.
    • If “Shipping Options” is selected, a field to the right will appear where you can add shipping options to this ticket type.
    • The shipping options shown here will include any and all shipping options you’ve added, as well as the defaults.
  • Ticket Description
    • Whatever is entered here will display underneath the Ticket Type Name on the event details page of your event.
    • With the editor, you have the option of formatting your text, inserting images, and adding links.

On the Advanced tab of the edit ticket type page, you have many options with which to customize your ticket type, which I will explain below.

  • Fee 1 & Fee 2
    • Here you can add extra fees to ticket types.
    • Simply switch the toggle to ON, enter the Amount for this fee, select the Type (Percentage or Flat) and enter the Name you’d like shown for this fee on the checkout page.
    • This is especially useful if you are selling merchandise items and you would like to add the cost of tax onto these items.
  • Skip Participant Questions
    • Since the Participant Questions are turned on globally for the whole site, this toggle allows you to skip those Participant Questions on a per Ticket Type basis.
      • For example, you may want to collect the Participant First Name, Last Name and Email Address on your regular ticket types, but not ask for those things if someone is simply buying a T-shirt.
  • Skip Billing Step
    • Since the Billing Information is turned on globally for the whole site, this toggle allows you to skip Billing Information on a per Ticket Type basis. However, if another ticket type is in the cart that is not skipping the billing information, the billing information will still be shown.
      • An example of when to use this would be if you are selling a “Volunteer” ticket type in your event with a $0.00 cost. Since the customer is not being billed for the “Volunteer” ticket type, you might not want to ask Billing Information for this ticket type.
  • Block Promo Codes
    • If this is toggled ON, promo codes cannot be applied to this ticket type on the checkout page and can receive no discounts.
  • Hide in Front End
    • This will allow you to hide the ticket type on the Event Details page unless customers have access to the direct link.
    • If you turn the toggle ON, a text box will appear that contains the direct link. If you access the event from this link, the hidden ticket type will display as normal.
  • Hide in Quick Sale
    • This allows you to hide the ticket type from the Quick Sale Box Office.
      • For example, you may want to use this if you have separate staff making Box Office orders over the phone, but you do not want them making Box Office sales for this ticket type.
  • Face Value
    • If an amount is entered here, this will show on any printed tickets instead of the actual price they paid.
  • Limit Quantity
    • With this setting, you can limit the minimum or maximum quantities that a customer can select from the quantity dropdown on the event details page.
      • For example, if you wanted someone to only buy 5 tickets maximum per order, you would enter “5” into the Max field. If you wanted them to buy a minimum of 2 per order, you would enter “2” into the Min field.
        • *Please note that if you are logged in as a Super Admin user, the quantity limits will be ignored.
  • Requires Membership
    • Turning this ON will require that the customer has a valid Membership, which can be set up on the Settings > Memberships page.
  • Custom Wave Time Display Name
    • If any text is entered in this field, it will display that text instead of the default “Wave Time” text on the checkout page.
      • For example, if I entered in “Custom Wave Time Name”, it would display on the checkout in the highlighted areas of the image below.
  • Access Package
    • This list will be populated with any Access Packages you have created.
    • Access Packages can be created by clicking Events > Access Packages on the left menu of your admin page.
  • Custom Receipt Text
    • Entering any text into this field will show on the customer’s receipt along with any Event Receipt Text or Global Receipt Text.
    • This does not override the Event or Global Receipt Text, it instead displays above them.
Once you have created all of your ticket types, you can drag and drop them to change the order in which they’re shown on the front end of the site and the admin. This can be done by clicking the icon to the left of the ticket type name and dragging them above or below other ticket types.

STEP 4: OPTIONAL EVENT SETTINGS

SHIPPING

On this tab of the edit event page, you can add or remove shipping options to all ticket types in your event.

This is convenient if you have a large amount of ticket types, but need to make the same change to all of their shipping options.

To add or remove a shipping option, you will want to select the shipping option from the dropdown menu, then check the boxes next to the desired ticket types, then either click the “Add Shipping Option(s)” button or the “Remove from Checked” button.

On this page, you also have the ability to enter in a cutoff for each shipping option which will require you to select a number of days before the event at which point the shipping options will no longer be available to customers.

For example, you may have a “Standard Shipping” option that you want to stop selling 2 weeks before your event. In this case, you would want to enter “14” in the cutoff field next to the “Standard Shipping” option.

TICKET RULES

On this tab, you can create Sales Rules and Price Change Rules. Price Change Rules will allow you to change the price of your ticket types when either a certain date has been reached, or a certain amount of tickets have been sold.

Sales Rules will allow you to turn a ticket type on/off sale when a certain date has been reached.

To get started, you’ll want to click the “Add New Rule” button on the top right of the page.

Once you’ve clicked the Add New Rule button, a modal will appear with several options.

  • Ticket Type(s)
    • Select the ticket types here that you would like your rule to apply to.
    • Multiple ticket types can be selected for one rule.
  • Rule Type
    • Select whether or not you would like this rule to be a:
      • Sales Rule
      • Dated Price Change Rule
      • Quantity Price Change Rule

FOR SALES RULES, YOU WILL HAVE THE FOLLOWING OPTIONS:

You can select either “Start” or “Stop” selling the selected ticket types when a specified number of tickets have been sold or a specified date has passed, depending on what was picked from the dropdown below this.

    • If “Date has passed” is selected, you then required to enter a date and time below that the tickets still stop or start selling.
    • If “tickets are sold” is selected, you are required to enter a quantity below. Depending on the quantity entered, the tickets will start or stop selling once the sold amount has reached the specified quantity.

IF DATED PRICE CHANGE RULE WAS SELECTED, YOU WILL HAVE THE FOLLOWING OPTIONS:

  • Price Description
    • This is the name that will appear on the frontend and admin for this price change rule.
      • For example, you could call this “Loyalty Price” or “Early Bird” if you wanted to show that to the customers.
  • Enter New Price
    • This field will show for each ticket type you’ve selected from the “Ticket Type(s)” dropdown. The amount entered here is what the price for the selected ticket types will change to.
    • Please be sure to only enter numeric characters and decimals.
  • Rule Takes Effect On
    • The date and time entered here will be when the price change rule will go into effect.
    • Please be sure that if you have multiple rules, the “Takes Effect On” date and time are the same as the previous rule’s “Rule Ends On” date and time.
      • If these are not the same, there can be a period of time where the price will revert to the original ticket type price until the next rule takes effect.
  • Rule Ends On
    • This date and time will be when the rule will no longer be in effect.
    • If you have multiple rules, please make sure that the End date and time are the same as the next rule’s “Takes Effect On” date and time.
      • If these are not the same, there can be period a of time where the price will revert to the original ticket type price until the next rule takes effect.

IF QUANTITY PRICE CHANGE RULE IS SELECTED, YOU WILL HAVE THE FOLLOWING OPTIONS:

  • Price Description
    • This is the name that will appear on the frontend and admin for this price change rule.
      • For example, you could call this “Loyalty Price” or “Early Bird” if you wanted to show that to the customers.
  • Enter New Price
    • This field will show for each ticket type you’ve selected from the “Ticket Type(s)” dropdown.
    • The amount entered here is what the price for the selected ticket types will change to.
      • Please be sure to only enter numeric characters and decimals.
  • Quantity Limit:
    • Here you have the option of choosing between “Per Ticket Type” or “Per Event”.
      • If you select Per Ticket Type, the price change rule will occur when the quantity (entered above this) has sold for the specified ticket type(s).
      • If “Per Event” is selected, the price change rule will occur for the selected ticket types when the quantity (entered above) is sold across all ticket types in the event.

    APPEARANCE

    On this tab you can change various aspects of the event details page for this event or upload gallery images and videos. I will explain each of these settings below.

    • Details Layout
      • From this dropdown you can select “Old” or “New”.
        • The new style is selected by default, and displays the event information in the format below.
        • The old style is our previous event details page before we switched over and does not display a Google Map of your event. This displays the event information in the format below.
    • Details Style
      • Here you can select either “All in One” or “Compact”.
        • All in One is the default option selected and will display each of the ticket types separately, as in the previous two images.
        • If Compact is selected, your ticket types will all be put under one dropdown on the event details page as shown below.
        • The difference for the Compact view is that if you have a large amount of ticket types, this is a convenient way of letting them select from any ticket type without too much scrolling.
      • Once a ticket type has been selected from the “Select item…” dropdown, the customer can then click the “Add New Selection” to select a different ticket type within another dropdown.
    • Ticket Description Style
      • This dropdown has “Expanded” selected by default, which means the ticket types on your event details page will show any ticket type description entered without need of clicking to expand.
      • If “Collapsed” is selected, the ticket type descriptions will not display unless the “More Info” link is clicked. 
    • Show Only Ticket Types
      • If this toggle is turned “ON”, your embedded iframe will show only the ticket types, and not any other event information.
      • Please note that this is only applicable if your event is in an embedded iframe.
    • Promo Code Required
      • This toggle controls whether or not customers will be required to enter an existing promo code from the system before they are able to purchase.
      • Once toggled on, another dropdown will appear below where you can either select “Enter code after ticket selection” or “Enter code before ticket selection”.
        • If “Enter code after ticket selection” is selected, they will be shown the screen above once they click “Proceed to checkout” after selecting their tickets.
        • If “Enter code before ticket selection” is selected, they will be shown this screen right when they select the event, before they are able to view any of the ticket types or event details page.
      • In both cases, the customer must enter a valid promo code into the “Enter Promo Code” field and click the “Apply” button before they can continue further with their purchase.
    • Include Promo Code field on Event Page
      • If this toggle is turned “ON” this allows customers to enter a promo code right on the event details page.
      • Once a promo code is applied here, it will display the cost of each of the ticket types including the promo code discount.
    • Display Rules on Event Details Page
      • If you select the “Upcoming Rule” option for this, any upcoming ticket type rules will be displayed using the “Price Description” for that rule as the name of the rule.
    • Event Details Image
      • The image selected here will be displayed on your event details page above your event address information and map.
      • Typically, this is where you would upload the flyer for your event.
    • Event List Image
      • The image you select and upload for this will be displayed on your front end event list.
        • If no image is selected, it will display a dynamic icon with the start date of your event.
      • Once your gallery images are uploaded and you refresh the admin page, they will be displayed in a table which allows you to search, reorder or delete images from your gallery.
    • Gallery
      • Images upload to the gallery will display underneath the event details image on the event details page for your event.
    • Videos
      • In this section you are able show videos on your event details page by taking the Embed code for the video.
        • Sites like YouTube and Vimeo will have these Embed codes available under the “Share” options.
      • Once you have your Embed code, click the “Add New” button in the Videos section, enter a Video Title and paste your Embed code.
      • When embed code and video title have been entered, they will display below the Event Description.
      • From the admin page, you are able to reorder, rename and delete any videos previously added.

    RECEIPTS & CONFIRMATIONS

    On this tab you can set a custom Event Receipt Text, custom E-Tickets Text, and enter any email address(es) that you would like to be copied on receipts for purchases made for this event.

    • Send Receipts To
      • Any email addresses entered into this field will receive a copy of the customer’s receipt whenever a purchase is made for this event.
      • If you enter multiple email addresses, they must be separated by commas.
    • Event Receipt Text
      • Any text or images entered through this editor will replace the global receipt text when a purchase is made for this event.
      • If any per ticket type receipt text was also entered, this will show in conjunction with the Event Receipt Text.
    • E-Tickets Text
      • Any text or images entered through this editor will replace the global E-Ticket text when a purchase is made for this event.

    INFORMATION COLLECTED

    This tab allows you to attach any Questions you’ve created to specific ticket types as Attendee questions, or add them as Purchaser questions which will be asked on the checkout once per order.

    First you’ll want to select whether you will be adding Purchaser Questions or Attendee Questions by selecting one of the options on the top right of the page.

    • If Purchaser is selected, you are able to click either the “Add New Question” button or the “Add Existing Question” button.

    When you click the Add New Question button, you will be taken to a new tab to the Create Question page, which will be be covered in another article.

    When clicking the Add Existing Question button, a modal will appear with all of the questions that currently exist.

    To add these questions, you simply need to check the box to the left of that question and then click the “Add Selected” button.

    Once a question has been added, it can be removed by clicking the “Action” menu to the right of that question and selecting the “Remove” option.

    If you have added multiple questions, you can then change the order in which they appear by clicking the icon to the top left of that added question, then dragging and dropping above or below other questions.

    • In addition to reordering the questions, you can set Conditional Questions by dragging a question below and to the right of another question. I will refer to the top question as the Parent Question and the bottom questions as Child Questions.
      • (Please note that in order to set conditional questions, the Parent Question must be a Multiple Choice question type.)

    After you have dragged the Child Question into the appropriate position, you can click the Action menu for that Child Question and select Set Conditionals.

    Upon clicking this, you will be displayed a modal where you can pick the options from your Parent Question. If an option is set as a conditional answer, if that option is selected by the customer on the checkout page, it will then display the child question.

    If you are adding Attendee Questions, they work the same way that I’ve explained above, except that you must first select a ticket type to attach the questions to. 

    ATTENDEES

    On this tab, you can see various statistics from your event, such as a General Report of the ticket amounts sold and refunded, a Point of Sale Report which shows the location of the ticket sales made, and a Questions Report which shows the statistics of any attached attendee or purchaser questions that were asked on the checkout page.

    In addition to displaying this information, you can further filter this by a specific date range or ticket type(s).

    If you have selected any filters, you will need to select the “Filter” option from the dropdown and click the “Go” button.

    From the same dropdown where the “Filter” option is selected by default, you have the option of selecting the following:

    • Print
      • Selecting this option and clicking the Go button will open a new tab with a printed page of the same information you are shown on the Attendees tab.
    • Export All
      • This option will allow you to export the order number, order time & date, ticket number, ticket amount, payment method, last 4 numbers of the credit card, all customer information, and all billing information for each ticket into a .csv file.
    • Export Report
      • This option exports all of the same information that’s displayed on the Attendees page into a .csv file.
    • Export to Profile
      • Once this option is selected, you will be required to select from your created Export Profiles which are created on the Export Templates page.
      • Once you select an Export Profile, click the Go button and this will export as a .csv file with the custom columns set for your Export Profile.
    • Export Purchaser Emails
      • This will export purchaser first name, last name, email address, phone number, physical address, city, state and zip for each ticket into a .csv file.
    • Export Attendee Emails
      • This option exports the attendee first name, last name, email address, phone number, physical address, city, state and zip for each ticket into a .csv file.

    SOCIAL MEDIA

    This tab allows you to set or enable invite friends features and input your Mail Chimp API key.

    • Enable Team Invite Promo Codes
      • Checking the box for this setting will allow customers to invite people, via Facebook or Email, to teams that they have created or joined right from the checkout page.
    • Enable Invite Friends
      • Checking this box will enable an Invite Friends feature that appears after the customer has placed their order, which they can then invite through Facebook or Email. 
    • MailChimp API Key/MailChimp Email List
      • Entering your MailChimp API Key into this field will allow you to select a Contact List already created in your MailChimp account.
      • Once a list has been selected, the customer information from any orders placed will automatically be sent to and stored in that list.
      • This is useful to build a MailChimp database which you can use to email all customers who purchased for an event without having to export and import manually.

    PROCESSORS

    On this tab, you are able to set a separate processor apart from your global processors for a specific event.

    Please note that only the ticket type and ticket type fee amounts will go to the event specific processor.

    For a processor to appear on this page, it must first be added via Manage > Processors on the left menu.

    ANALYTICS

    This tab allows you to set Google Analytics tracking code on either the Event Details page or the Order Confirmation page.

    ADDITIONAL FEATURES AVAILABLE FOR EVENTS

    AFTER CREATING YOUR EVENT

    Once you have created your event, we suggest that you go through the purchasing process just as a customer would, to make sure that your event is set up properly, and your merchant account is processing the money correctly.