Create events

An event date in the Tixly System is a specific date on which an event is held. One or more event dates are always connected to an event group. In the online buying process, all event dates connected to a specific event group are presented in one sales link.

To create multiple dates connected to a group, start by creating an event date and then copy it into multiple dates, so that each date has the same settings but different start and end dates and times.

Create event date

To create an event date, navigate to Administration > Events > Dates and press Add event in the upper right corner.

Information

1. Internal name (if active)

   1. The internal name of the event, needs to be unique for every event date.

2. Name

   1. The name of the event. Visible on the ticket, in Box Office and online.

3. Subtitle (Optional)

   1. The subtitle of the event. Visible on the ticket, in Box Office and online.

4. Organisation

   1. If there are multiple organisations, select the correct organisation.

5. Season

   1. Used as a filter in reports and determines which online exchange rules are applied to events within the season.

6. Promoter

   1. Used as a filter in reports and internally in the Box Office sales module. Can also be included on the ticket layout. 
      A promoter can quickly be created from this field or via Administration > Events > Promoters where they are also editable.

7. Date & Time / End date

   1. The start and end time of the event. The event is visible in Box Office until its end time.

8. Set Box Office sales period

   1. When set to yes it is possible to define when events are available for sale in Box Office and when an event becomes visible on the sales dashboard. This hides events from users who do not have access to the event outside the sales period.

9. Free admission event

   1. Used for free non-ticketed events. This information can be sent via the Tixly Event API and the event is also visible on the sales dashboard. 

   2. Once an event is saved as a free admission event it is not possible to change this.
      

10. Confirmed

    1. If No, the event will be marked as red on the sales dashboard and no date or time will be printed on the ticket. It is, however, still possible to sell tickets for the event.
    2. 

1. Sale status

   1. Event status visible in the online buying process and in Box Office. 
      • No status: Default status when creating an event.
      • Few tickets: Based on WG settings, can be last 100 tickets or 10% of the available tickets for instance.
      • Sold out: Based on WG settings, can be 0 tickets or 0% of the available tickets. 
      • Cancelled: Manually select this status when an event is cancelled. 
      • Sale not scheduled: Used if the event should be visible online, but no start sale date is known yet.

2. Auto Sales Status

   1. If yes, the sale status will automatically change to few tickets and sold out once the rules set on workgroup level are met. Do not forget to set auto sale status to No when manually changing the sale status to few tickets or sold out.
      Contact Tixly Support to discuss the workgroup settings.

3. Waiting list

   1. Activate the waiting list for the event. The waiting list is activated when the event has the status Sold Out. 
      • Max waiting list tickets: Indicates the number of tickets customers may request per sign up, it does not reflect the total number of waiting list spaces. 
      • CSV download: Once customers have signed up for the waiting list a Get CSV button will appear. This is a static list, but customers can remove themselves from the waiting list in their online account.

1. Duration

   1. The duration of the event, visible under the information button in the Box Office sale view and in the Tixly Event API.

2. Internal note

   1. Internal information visible for the Box Office staff in the information box.

3. Event groups

   1. Which event group or groups should the date be connected to. An event can be connected to multiple event groups, however, there is always only one default event group connected.

4. Categories (required)

   1. Select one or more categories. Used in Tixly Event API, in reports and to create customer segments using the Tixly customer segmentation tool. New categories can be created directly from this field and can be edited via Administration > Events > Categories.

5. Tags

   1. Add an existing tag or create a new one. Tags can be used to create customer segments and are also     searchable in the event search bar. They can be used by third party software through Tixly Event API. In the example below the name of actor has been added as a tag to the event, making it possible to find an event based on a custom search term.

6. VAT

   1. Select the VAT rate on the event.

   2. Enter the VAT rate when creating the event. In case that was forgotten and the event is already on sale, adding the VAT rate does not work retroactively.

7. Gift card groups

   1. Add a gift card group to allow customers to pay for this event using a specific gift card. 

Read more

Hall & Prices

1. Venue

   1. The venue where the event is held.
      Venues are created under Administration - Venues - Venues.

2. Hall

   1. The hall inside the venue where the event is held.
      Unnumbered halls can be created under Administration - Venues - Halls. Numbered halls are created by Tixly Support.

3. Configuration

   1. Select which configuration of the hall should be used for the event. A numbered hall can have multiple configurations with different price zones, entrances, ranking, seat notices, pre defined allocations and more.

4. Include service fee

   1. If yes, a fixed additional service fee per order can be set up. This fee is paid by the ticket buyer and added on top of the full order amount. When two events in the same basket have a different service fee, the highest fee amount is used. 
      It's also possible to set the order fee in a basket rule, then it doesn't have to be added to each individual event. 

5. Price template

   1. If applicable, select which price template should be used for this event. The price types and prices will be added automatically. It is still possible to add/delete ticket types and adjust the prices.

6. Prices / Fees

   1. Switch between prices and fees to adjust the amount per ticket type / price zone.

7. Fees

   1. Select which fees should apply to this event.
      Fees can be created or edited under Administration > Tickets > Fees & commissions.

8. Ticket types

   1. Select which ticket types should be available on the event. It is possible to search for available ticket types in the search field. The ticket types are then priced for each price zone individually. 
      Ticket types can be created or edited under Administration > Tickets > Ticket types.

9. Shopping cart icon

   1. By connecting a product to a ticket type a package can be created. The ticket type can not be bought without the product. In the buying process the final price of the ticket + product is shown.

If the star to the left of the ticket type is fully filled it's a subscription ticket type. A half filled star indicates it can be used in the subscription and standard flow. An empty star indicates it's a standard sales ticket type. 

Once a numbered event is saved it's not possible to change the venue, hall or configuration of the event. It is possible to change an unnumbered hall into another unnumbered hall, however, only the name of the hall will change. The capacity of the hall will remain the same, but can be changed on event level.

 Access

1. Sales and reporting access

   1. If external users (e.g. a promoter) should have access to the event, select Local users + specific users.  

2. Users / Organisations

   1. Add specific users or organisations to have access to this event. Users of the type promotor will show up in the dropdown. Other users can be added by typing out their full email address and clicking add external. On user level it is possible to disallow editing shared events.  

3. Sale access

   1. Select where the ticket type should be available:
      • Online: The ticket type will be available online for every customer.
      • Box Office: The ticket type is mainly available in Box Office only. Online access to this ticket type can be given by creating a special offer link or via a customer tag.
      • POS Api: The ticket type is available in the POS API for third party sales.

4. Quota

   1. Defines the maximum amount of tickets that can be sold of that specific ticket type. Quota can only be set per event date.  

5. Online quantity rule

   1. Define if there are any quantity rules connected to the ticket type.
      • 0,2,4,6,8: The customer can buy 0, 2, 4, 6 or 8 tickets. Not 1, 3, 5, 7, 9 etc.
      • 0,8-20: The customer can purchase between 8 and 20 tickets. No less than 8 and not more than 20.
      • 0,2,4,6,10-20: The customer can purchase 2, 4, 6 or between 10 and 20 tickets.

   2. Always start with 0, otherwise the customer is required to buy the ticket type. Do not use spaces in the sequence. 

How do you schedule a ticket type?

A ticket type can be schedule by clicking the clock icon behind the ticket type. There it is possible to define a date and time interval where the ticket type will be available online. The left date picker is the start and the right date picker is the end of the interval. 

Ticket types can also be scheduled in bulk:

How do you add a voucher code?

Read more on how to set up a voucher code here.

Ticket type specific layout

In addition, it is possible to connect a specific ticket layout to a ticket type. This will override the layout selected on event level for that specific ticket type

Membership scanning

To be able to scan membership cards, it must to be configured on event level. A profile icon may appear behind free ticket types to which a membership can be linked. When a membership is scanned at the door, the system will automatically sell the customer a ticket for the linked ticket type.

Membership scanning is only available on unallocated / unnumbered events. 

Internet

1. Available online

   1. Should the event be available for regular online sales.

2. Online sale start & end

   1. When does the regular online sale start and end.

3. Visible online

   1. Set when the event should be visible online and when it's sent to the external site through the Tixly Event API.

Event that is visible online but where sales is scheduled to start at a later date and time.

1. Skin

   1. Choose the skin / branding for the weblink.
      The skin is not saved on the event, so select the correct skin before copying the link. 

2. Weblink

   1. Link to the online buying flow for the specific event date. 

3. Min & Max tickets online

   1. Minimum and maximum number of tickets a customer can purchase online per order for this event. 

4. Numbered seating view

   1. Select whether customers will see the hall map in the online buying process.
      • No hall view mode: The hall is not shown in the online buying process.
        
      • Hall view without manual selection: The hall is shown, but the customer can't change the selected seats.
      • Manual seat selection: The hall is shown and the customer is able to change the selected seats. No seats can be left empty between sold orders, but tickets can be booked in different (price) zones
      • Manual seat selection any seat: The hall is shown and the customer is able to change the selected seats. Seats can be left empty between sold orders and individual seats in multiple sections can be selected. 
      • Social distancing: Will allow an offset of X seats between orders and a max capacity on the hall.

5. Pick seats first

   1. Set if the customer should select their seats or ticket type / number of tickets first in the online buying process. If yes, the hall will automatically open up when opening the link. 

6. Display 360

   1. If the venue has a 360 view, it can be activated here. 

7. Best search option

   1. Only applicable in high pressure ticket sales, when you want to set how best seat available should work. 

8. Show event start time as

   1. Set whether to show the date & time or only the date in the online buying process.

9. Delivery types

   1. Select which delivery types should be available for the event.

10. Permissions

    1. Select which permissions should be connected to the event. A permission that is connected to the season will automatically be connected to the events within that season. It is also possible to add event specific permissions.

11. WebTrackers

    1. This is where event specific Facebook Pixel, Google analytics and Google Tag Manager can be added. Commonly used if an external promoter wants to add their tracker to their own events. Default web trackers of the organisation can be added to the skin and will automatically be connected to all events. 

12. Additional Terms And Conditions

    1. Event specific terms & conditions can be added here. This will not replace the regular T&C's, but will add an extra checkbox.
       New additional terms & conditions can be created via Administration > Workgroup settings > Additional Terms and Conditions.

Internet +

1. Customer tag

   1. Add a customer tag to the event to give customers with certain tags access to specific ticket types that are not available in the regular sale and/or to give customers with a tag pre-sale access.

2. Special note (shown online)

   1. Extra text field that is shown online below the ticket type selection.
      Only visible when pick seats first is not active or when using the event group link.

3. Online sales

   1. Select whether to use the default confirmation e-mail layout or a dedicated one for the event. When the customer buys multiple events in one order, the default template will be sent.  

4. Extra information

   1. If yes, an extra free text field is added to the online buying flow where the customer can answer a question or enter additional information. It could, for instance, be used to ask customers to enter their allergies or t-shirt size when selling products.
      This information can be found in the customer report.
      • Information text: Explain what information is asked for, will be the header of the text field. 
      • Required: If yes, the field will be mandatory and the purchase can not be finalised without entering something in the text field.

5. Customer info on each ticket

   1. If yes, the customer needs to enter a unique name, email address or phone number for each ticket in the order. The information can be entered from the online receipt page. This information needs to be provided in order to be able to download the tickets.
      • Information text: Information text that is shown to the customer on their online receipt page, could be used to explain what is required and why.
      • Force unique: Select if the name, email, mobile number or a combination of them must be unique on each ticket in the order.

6. Position

   1. By default all event dates within an event group are ordered by date and time. It is possible to change this order by giving the dates a different position. 

7. Allow gift card

   1. Deactivate if gift cards should not be accepted as payment for the event.

Special offer

It is possible to create a special offer for a dedicated ticket type directly from this tab.

Read more

Products

Connect products to the event date.
New products can be created via Administration > Products > Products.

Read more

Layout 

1. Ticket title

   1. Can be used to shorten or alter the event title on the tickets. If nothing is entered here, the name of the event date will be used.

2. Subtitle 

   1. Can be used to shorten or alter the subtitle on the tickets.If nothing is entered here, the subtitle of the event date will be used. 

3. Info text 1-3 

   1. Text that can be included on the ticket if the variables are available on the layout. Often used for extra information such as; The entrance will open 2 hours prior to show.

4. Ticket for PDF, Epson, Godex, Boca, etc 

   1. Select if the default ticket layout should be used for this event or if there's another layout that should be used (numbered vs unnumbered layout for instance).

5. PDF Ticket image 

   1. Upload an image that can be printed on the PDF ticket layout provided that the variable is available in the layout.

Translations

Add translations for online and ticket elements to activated languages. 

Translations are also included in the API. 

SMS/Email 

Create automated emails and SMS.

Read more

Payment Types

Only use this feature if specific Box Office payment types should be available for the event.

Scanning

If Override scan settings is set to Yes, it is possible to specify a time interval when it should be possible to scan tickets to the event. If no interval is set, the default work group time (X hours before and after the event) will be used. If the default times need to be adjusted, please contact your local Tixly Support.

It is also possible to activate the unscan functionality on event level. 

Finance

If required, add an external reference number, department, account and/or dimensions to the events. These numbers will show up in several reports and the finance export.

Refunds

When an event is cancelled or moved it is possible to activate some self service refund options that will be available on the online receipt page of the customer. Activate the options by setting Refunds to Yes.

1. Fees to refund

   1. All fees that should be included in the refund need to be moved to the right box.
      Fees that are set to include in refunds on fee level will automatically be added to the right box, but can still be moved to the left box to not be included in the refund.

2. Include event product

   1. Set if event related products should be included in the refund.

3. Refund money

   1. Set to Yes to offer a monetary refund. 
      • Refund payment type: Select which payment method should be used for the refunds. If the order was paid for online, the refund will be made to the account number used to make the payment.
      • Mail template: Select the email template that will be sent once the customer has requested a refund.

4. Tickets bought before

   1. Only tickets that were bought before this date will have the option of getting a refund. E.g. if a show has been moved it is possible to offer a refund to all ticket buyers that bought tickets before the move was announced.

5. Limit refund period

   1. Set to yes if the refund option should only be available until a specific date and time, after this time the refund options will no longer be available on the receipt page of the customer. 

6. Available gift cards / donations

   1. To enable the option to transfer the ticket amount to a gift card / donation instead of requesting a refund, select one or more gift cards / donations by moving them to the right box.

Customers can only request a refund, gift card or donate the full amount of the event. No partial refunds are available via the online receipt page.