Yesplan

Table of Contents

• What does the integration between Tixly and Yesplan do?
• Setting up the integration
  •      Set up integration in Tixly: Venue management settings
  •      Set up integration in Yesplan
    •           General settings
    •           Protocol support
    •           Publish event - Data flow from Yesplan to ticketing system
    •           Publish productions - Data flow from Yesplan to ticketing system.
    •           External data - Data flow from ticketing system to Yesplan.

What does the integration between Tixly and Yesplan do?

1. Automatically create events in Tixly from Yesplan

The integration allows Yesplan users to automatically forward events created in the planning system to Tixly. By using this, event information only needs to be entered in one system.

As Yesplan is typically used earlier in the process, before events are made public or ticket sales begin. Information can be available to be sent to Tixly via the integration in preparation for sales.

Through the integration, among others, the following data can be sent from Yesplan to Tixly:

• Event title
• Date and times
• Location and hall configuration
• Price template

Once published to Tixly, these events need to be completed with Tixly-specific details, including:

• Allocations
• Ticket layout
• Prices and ticket types

Once all information is present sales can start.

2. Feed sales information back to Yesplan

Not only is information sent from Yesplan to Tixly, but data is also sent back to Yesplan:

• Number of tickets sold (including free)
• Total number of reserved seats
• Available capacity
• Total revenue per event

This allows Yesplan users to monitor their ticket sales and hall occupancy directly in their planning tool.

Setting up the integration

To set up the integration between Tixly and Yesplan, a number of steps must be completed.

Set up integration in Tixly: Venue management settings

First, the integration in Tixly needs te be set up.

Navigate to Administration > Integrations > Venue Management and click on Add venue management configuration.

Authentication

1. Username

   1. Create a username for the integration.

2. Password

   1. Create a password for the integration.

      The password should be stored securely and locally. If it is lost, a new one will need to be set.

Settings

1. Type

   1. Select Yesplan.

2. Name

   1. Enter an internal name.

3. Organisation

   1. Select an organisation. When an event is published via this integration, it will automatically be assigned the selected organisation as its owner.

4. Filter by organisation

   1. If the workgroup has multiple organisations, this option can be set to Yes. In that case, only data for events owned by the selected organisation will be retrieved via this integration. If set to No, data for all events in the workgroup can be retrieved.

5. Max tickets online

   1. Select the maximum number of tickets that may be purchased per order online for events published via this integration.

6. Numbered seating view

   1. Select the default numbered seating view for events published via this integration.

7. RemoveConnectionOnly

   1. In Yesplan, a Revoke Event button can be added to the integration. This setting in Tixly determines what action is taken when the button is clicked in Yesplan.
      • If set to No, the event is deleted from Tixly when it is deleted in Yesplan.
      • If set to Yes, only the link between the Yesplan and Tixly events is removed, the event remains in Tixly and can be manually deleted if needed.

8. Disabled Values

   1. A value can be marked as non-editable by moving it to the right. Once marked, the field can’t be changed in Tixly, making it clear to users that it is managed in and sent from Yesplan.

      If a field is marked as non-editable, a value must be sent for it from Yesplan. If no value is sent, an error will be shown when the event is published from Yesplan.

Fetch data from external API

1. API-key

   1. This field can be left empty.

2. API path

   1. This field can be left empty.

3. Sync categories

   1. X

4. Set duration

   1. If set to Yes, this option automatically fills in the Duration field based on the event’s start and end time for events published from Yesplan.

5. Auto Sales Status

   1. If set to Yes, this option sets the Automatic sales status to Yes for events published from Yesplan.

6. Manual connection

   1.  If set to Yes, the option allows the Yesplan ID to be added or edited manually for an event in Tixly. It appears on the Venue Management tab when editing an event date. 

Once the above settings have been filled in correctly, the configuration can be saved. The integration is then ready for the next step.

Set up integration in Yesplan

Yesplan has written an extensive manual about available options in Yesplan for generic ticketing integrations, the manual can be found here.

Before continuing, the integration must be prepared in Yesplan by adding a publish button, custom fields, and remote data fields. A step-by-step guide can be found in the Yesplan manual. 

At this point, only complete the section Preparing for the Integration from the Yesplan manual.

Once the publish button, custom fields, and remote data fields have been added, the integration with Tixly can be set up in Yesplan. To do this, navigate to Your user > System settings > Integrations and add a new integration by clicking the plus sign if needed.

General settings

1. Integration name

   1. Fill out a name to identify the integration, for example, Tixly.

2. Integration type

   1. Select Generic ticketing.

3. Authentication type

   1. Select Basic Auth.

4. URL

   1. Enter the correct country url - https://adminapi.[country url]/v1/admin

5. Username

   1. Fill out the username used in the Venue Management module in Tixly.

6. Password

   1. Fill out the password used in the Venue Management module in Tixly.

7. Mappings

   1. Click to update.
      • If an error appears, check that all data is filled out correctly. 
      • If Updated is shown next to the button, everything is ready and the next steps of the manual can be followed.

Protocol support

1. Server Supports Productions

   1. Check this option.

2. Server Supports Deletion

   1. If this option is checked, the ability to revoke an event after publication is enabled. What happens in Tixly when the button is pressed in Yesplan is defined in the Venue Management settings (see explanation above).

3. Server Supports Retrieving Events by Month

   1. Check this option.

Publish event - Data flow from Yesplan to ticketing system

Here, the fields that are sent from Yesplan to Tixly when an event is published are configured. Some fields are required (marked with *), while most are optional.

In Yesplan, the values below should be entered under Field in ticketing system. Then, under Field in Yesplan, select the Yesplan field that holds the value to be forwarded. For some fields, a mapping from Tixly must be selected.

1. name *

   1. The title of the event.

2. location *

   1. The location of the event.

3. starttime *

   1. The start time of the event.

4. endtime *

   1. The end time of the event

5. hallconfigurationid *

   1. The hall configuration of the event in Tixly.
      The field type of the field in Yesplan must be dropdown.
      For mapping, select HallConfigurations.

      After an event is published, the hall configuration can no longer be changed. If it is changed, only the hall name is updated in Tixly, the hall plan itself remains unchanged.

6. seasonid *

   1. The season of the event in Tixly.
      The field type of the field in Yesplan must be dropdown.
      For mapping, select Seasons.

7. promoterid

   1. The promoter of the event in Tixly.
      The field type of the field in Yesplan must be dropdown.
      For mapping, select Promoters.

8. pricetemplate

   1. The price template of the event in Tixly.
      The field type of the field in Yesplan must be dropdown.
      For mapping, select PriceTemplates.

9. eventcategory

   1. The category of the event in Tixly, if you want to forward just one category.
      The field type of the field in Yesplan must be dropdown.
      For mapping, select EventCategories.

10. eventcategories

    1. The categories of the event in Tixly, if you want to forward one or more categories.
       The field type of the field in Yesplan must be checkboxes.
       For the field options, enter the name of the genres in Tixly. The genre name in Yesplan must match exactly with the genre name in Tixly.

11. free

    1. This will set the Free admission event option for the event to Yes.

12. external-reference-number

    1. The ext. ref. number of the event under the finance tab.

13. account

    1. The account number of the event under the finances tab.

14. department

    1. The department number of the event under the finances tab.

15. dimension1 - dimension8

    1. Dimension 1 to dimension 8 of the event under the finances tab.

16. availableonline

    1. The date and time when the event becomes visible online (The Visible online date on the Internet tab in Tixly).
       The field type of the field in Yesplan must be Date-time field.

17. onlinesalestart

    1. The date and time when the online sales start (The Online sale start date on the Internet tab in Tixly).
       The field type of the field in Yesplan must be Date-time field.

18. onlinesaleend

    1. The date and time when the online sales end (The Online sale end date on the Internet tab in Tixly).
       The field type of the field in Yesplan must be Date-time field.

19. subtitle

    1. The subtitle of the event (Subtitle on the Information tab in Tixly).

20. vatrate

    1. The VAT rate of the event (VAT on the Information tab in Tixly).

21. tickettitle

    1. The title of the event on the ticket layout (Ticket title on the Layout tab in Tixly).

22. tickettextone, tickettexttwo, tickettexthree

    1. The fields Info text 1, Info text 2, and Info text 3 under the Layout tab.

23. note-titel

    1. Various Yesplan fields can be forwarded as internal notes that appear with the event in Tixly. These notes show up on the post-it in Tixly, displaying Yesplan sync details when editing an event. Replace titel with the note’s title.

       You want to forward a note with information about whether a drink during intermission is included. You then forward the intermission drink field in Yesplan to Tixly as note-IntermissionDrink. In Tixly, the following is shown on the post-it:				
       

Publish productions - Data flow from Yesplan to ticketing system.

As with events, the data to be forwarded when publishing a production from Yesplan can be configured. In Yesplan, the event within a group that serves as the production can be specified. 

If no production is set for the group, the information from the published event is used as the Event Group data. More information about setting a production in Yesplan can be found here.

1. name *

   1. The Name of the Event Group under the Information tab.

2. description

   1. The Description of the Event Group under the Information tab.

3. available-online

   1. The Online available option for the Event Group under the Information tab.

4. sub-title

   1. The Subtitle of the Event Group under the Information tab.
      

5. external-reference-number

   1. The ext. ref. number of the Event Group under the Finance tab.

6. account

   1. The account number of the Event Group under the finances tab.

7. department

   1. The department number of the Event Group under the finances tab.

8. dimension1 - dimension8

   1. Dimension 1 to dimension 8 of the Event Group under the finances tab.

External data - Data flow from ticketing system to Yesplan.

After publishing an event, Yesplan can periodically retrieve information about that event. For this, the following fields can be set up. In Yesplan, these fields should always have the type External data.

1. tix-event-id

   1. The Tixly event ID.

2. tix-eventgroup-id

   1. The Tixly Event Group ID.

3. closed

   1. Yesplan continues to update event data until Tixly reports the status closed. Since Tixly doesn’t have a real closed status, this status is assigned when the event date is 30 days or more in the past. After that, the event is no longer synced between Yesplan and Tixly.

4. salestatus

   1. The sales status of the event as id:
      0 = No status
      1 = Last tickets
      2 = Sold out
      3 = Cancelled

5. salestatustext

   1. The sales status of the event as text.

6. ticketscapacity

   1. The total capacity of the event (total hall capacity minus blocked allocations).

7. ticketssold

   1. The number of tickets sold (excluding free tickets).

8. ticketsfree

   1. The number of free tickets issued.

9. ticketsreserved

   1. The number of reserved tickets.

10. ticketsallocated

    1. The number of allocations (not blocked) for the event.

11. ticketsblocked

    1. The number of blocked allocations for the event.

12. ticketsavailable

    1. The number of seats available for sale (total hall capacity minus sold and reserved tickets, free tickets, and allocations).
       

13. ticketstotal

    1. The total number of tickets sold (including free tickets and reservations).

14. ticketstemporarilyreserved

    1. The total number of temporarily reserved tickets (internet and box office orders that have not yet been completed).

15. ticketsheldforsubscribers

    1. The number of tickets reserved for Subscription renewals.

16. ticketsscanned

    1. The number of tickets scanned.

17. ticketsrevenue

    1. The total revenue of the event including VAT (excluding revenue from reserved tickets).

18. ticketsrevenue-excluding-vat

    1. The total revenue of the event excluding VAT (excluding revenue from reserved tickets).

19. ticketssold_tickettype

    1. The number of tickets sold for a specific ticket type is retrieved by replacing tickettype with the name of the ticket type.

       For the number of tickets sold for the ticket type Student, enter the value ticketssold_student.

20. ticketsrevenue_tickettype

    1. The revenue from tickets sold for a specific ticket type is retrieved by replacing tickettype with the name of the ticket type.

       For the revenue from tickets sold for the ticket type Student, enter the value ticketsrevenue_student.