Events

"List" View:

"Shortcut" Buttons:

  • Create Event
    • Please note that when creating a new Event, you can only set select fields in the "Main" and "Misc." tabs, and your Event itself won't be immediately active and visible to the public.  After the first save of the new Event, more fields will be available.

Table of Events:

  • A table of all Events you have access to based on your Organizer Invites can be seen here.
  • Click on a row in the table to edit an Event.

 

 

"Edit" View:

"Shortcut" Buttons:

  • Save
    • Saves the current state of fields in the "Main" and "Misc." tabs (data in other tabs can be managed without clicking this Save button).
  • Copy Event
    • Copy the current state of select fields for this Event, and save it as a new Event.
  • View Event
    • Shows a link to the Event's current Custom URL.
  • Scan Link
    • If a Scan Page ID is set, shows a link to the Event's current Scan Page URL.

 

"Main" Tab:

  • Details
    • Event is Active
      • Controls if the Event can be accessed and used by the public in general.
    • Event is Always Unlisted
      • Force the Event to never be listed publicly.
      • Please note that this will override any "Event Is Visible" settings in the "Schedule" tab.
    • Organizer
      • Tie this Event to an Organizer, based on a list of your Organizer Invites.
    • Name
    • Custom URL
      • Enter text that will be used as the URL to reach the Event page.
      • Please note that the selected Organizer's Custom URL will also be part of the Event's URL (ex. "/events/organizer-custom-url/your-custom-event-url").
    • Starts & Ends
      • Set a date range for the Event.
    • Show Event "Ends" Date
      • All labels showing this Event's date (even inside emails) will include the Event "Ends" Date.
    • Event Category Tags
      • Select from a list of our main Category Tags that best fit the Event.  Used for searching purposes only.
    • Optional: Venue
      • Enter a name for the Event's location.
      • Used for searching purposes, and will also be part of a Google Maps link on the Event's page (along with any other address-related fields).
    • Optional: Address
    • City
    • Country
    • Province / State
    • Optional: Postal Code / ZIP
    • Use Organizer's Address
      • Control if the Event should automatically use the Organizer's Address instead of entering one manually.
    • Poster Image
      • Upload an image that will be used when listing the Event publicly, and when on the Event's page.
  • Email
    • Optional: Order Notification Recipients
      • Add up to five BCC recipients on every order email for your Event.
    • Optional: Sales Report Recipients
      • Add up to five recipients that will receive a Sales report email every 7AM and 5PM ET.
  • Payment
    • Currency
      • Only available during the first creation process of the Event, and cannot be changed after the first save.
      • Set the currency that the Event will use for all orders and the final payout.
    • Optional: Tax Registration Number
    • Use Organizer's Tax Registration Number
      • Control if the Event should automatically use the Organizer's Tax Registration Number
  • Content
    • Optional: Important Notice
      • Enter important information you want customers to know.  Appears on the Event page, and when viewing orders.
    • Optional: Preview Description
      • Enter a brief description of the Event that will be used when sharing it on Social Media platforms.
    • Optional: About Event
      • Use an HTML content editor to add general information about the Event.
    • Show "About Event" After End Ends
      • Control if the Event should still show the "About Event" content after the Event ends.

"Misc." Tab:

  • Optional: Cancel Event
    • Clicking the Cancel button and accepting the confirmation will close your Event from selling Tickets again.
    • Please note that Cancelling an Event cannot be undone, and it will not automatically refund all applicable orders.
  • Time Zone
    • Use Alternate Time Zone
      • Only available during the first creation process of the Event, and cannot be changed after the first save.
      • Set a time zone that the Event will use for all of its dates.  If not used, the default time zone will be Eastern Standard Time.
  • QR Codes
    • Hide QR Codes
      • Control if the Event will include a QR code in all Tickets that can be scanned
    • Optional: Scan Page ID
      • A unique string of text will be generated that is used as part of the Event's Scan Page URL.
      • Click the New button to generate a new string of text, or the Clear button to have no text.
      • If there is no text for the Scan Page ID, you will be unable to scan Tickets for the Event.
      • Please note that if you generate a new Scan Page ID or clear it, previously shared links of the old Scan Page ID will no longer work.
  • Ticket Form
    • Show Ticket From Above Overview
      • Control if the "Buy Tickets" form should appear above the "Overview" when on the Event's page, which will make the form appear first.
    • Optional: Session Timer (Minutes)
      • Set the number of minutes that customers have to buy Tickets in a session.
      • Cannot set a value lower than "10".
    • Optional: Max Items Per Order
      • Set the maximum number of Tickets or "package deals" an order can have for the Event.
      • Set a value of "0" for no limit.
      • Please note that this limit ignores Add-Ons added to the order, as they are not Tickets.
  • Custom Questions
    • This section is only available after saving the Event for the first time, and after at least one question was created on the "Custom Question" tab.
    • Use Custom Questions
      • Control if customers must answer additional questions after purchasing Tickets.
      • Please note that if this setting is active, customers will not be able to see their Tickets until they have answered your questions.
    • Optional: Allow Answer Editing
      • Control if customers can edit their answers, whether in general, or after a specified cutoff date.
    • Optional: Edit Answer Cutoff Date
      • Only available if "Allow Answer Editing" was set to "Use Cutoff Date"
  • Tags
    • Extra Event Tags
      • Add extra Tags that you want to associate to the Event for searching purposes only, either by picking from a list of existing Tags used on other Events across EVENTBay, or by entering in your own.

 

"Ticket Types" Tab:

  • Click on the "Create Ticket Type" button or on a row in the Table of Ticket Types, then follow the form in the popup window:
    • Active
      • Only available after the first save of this Ticket Type.
    • Show Ticket Stock
      • Control if this Ticket Type will show its remaining stock on the "Buy Ticket" form.
    • Ignore Custom Questions
      • If this setting is used in tandem with Custom Questions, customers will not need to answer questions for Tickets they purchased of this Type.
    • Name
    • Optional: Short Name
      • Replaces the regular Name of this Ticket Type when scanning Tickets.
    • Price
      • Set a value of "0" to make this Ticket Type free.
    • Stock
      • Set the number of available Tickets for this Type.
    • Limit Per Order
      • Set the maxmimum number of Tickets of this Type that can be purchased per order.
      • Cannot set a value lower than "1".
    • Redeem Mode
      • Control how often Tickets of this Type can be redeemed ("Once Only" or "Once Per Day").
    • Optional: Description
      • Enter a brief description that will appear in the "Buy Tickets" form.
    • Optional: Redeem Start & Redeem End
      • Set a date range for when Tickets of this Type are allowed to be redeemed.
      • Clear both fields to allow Tickets of this Type to be redeemed at any time before the Event ends.
    • Optional: Publish Start & Publish End
      • Set a date range for when this Ticket Type is available to purchase in the "Buy Tickets" form.
      • Clear both fields to always show this Ticket Type in the "Buy Tickets" form.
    • Tickets Generated
      • If setting a value over "1", this Ticket Type will be considered a "package deal" that gives customers your specified number of Tickets for each package in their order.
      • If setting a value of "0", customers will not recieve Tickets for this Type.
    • Optional: Show Stock Limit
      • If showing Ticket stock on the "Buy Tickets" form, set a threshold for when it should be vislble (ex. in a case where you only want to show available stock when there's five Tickets left).
      • Set a value of "0" to always show the current Ticket stock.
    • List Order
      • Set a value for the order the Ticket Type is listed in the "Buy Tickets" form.
    • Optional: Passwords
      • Enter one or more Passwords in order to view this Ticket Type in the "Buy Tickets" form.
      • Ticket Type Passwords go at the end of the Event's Custom URL, which you can share with special groups of customers after saving the Ticket Type (ex. "/event/ ... /?ref=password")
      • Remove all Passwords to disable the Password requirement for this Ticket Type.
      • Please note that all Ticket Type Passwords are not case-sensitve.
      • Please note that it's possible to set the same Password on multiple Ticket Types.

 

"Ticket Add-Ons" Tab:

  • Click on the "Create Ticket Add-On" button or on a row in the Table of Ticket Add-Ons, then follow the form in the popup window:
    • Active
      • Only available after the first save of this Ticket Add-On.
    • Ticket Type
      • Tie this Ticket Add-On to an existing Ticket Type.
    • Price
      • Set a value of "0" to make this Ticket Add-On free.
    • Optional: Description
      • Enter a brief description that will appear in the "Buy Tickets" form.
    • List Order
      • Set a value for the order this Ticket Add-On is listed in the "Buy Tickets" form.

 

"Fees" Tab:

  • Click on the "Create Fee" button or on a row in the Table of Fees, then follow the form in the popup window:
    • Active
      • Only available after the first save of this Fee.
    • Fee Type
      • Set the nature of the Fee ("$ per Ticket", "$ on Order", "% on Order")
    • Name
    • Fee Amount
      • If Fee Type is a percentage, enter a value in whole numbers (ex. 2.5 instead of 0.25).
    • Optional: Description
  • Please note that the "Processing Fee" item cannot be edited.

 

"Schedule" Tab:

  • Click on the "Add Schedule Item" button or on a row in the Table of Schedule Items, then follow the form in the popup window:
    • Event is Visible
      • Control if this Event is publically listed on EVENTBay during this Schedule Item or not.
      • If this Event is not visible, you will need to share the Event's Custom URL.
    • Enable Ticket Sales
      • Control if Tickets can be sold during this Schedule Item or not.
    • Name
      • Used for labelling purposes while managing Schedule Items only.
    • Starts & Ends
      • Set a date range for when this Schedule Item is active.
    • Optional: Passwords
      • If this Schedule Item allows Ticket sales, you can enter one or more Passwords required to use the "Buy Tickets" form.
      • Customers enter Schedule Passwords after clicking the "Start Now" button on the Event page.  If the Password is incorrect, the page will reload.
      • Remove all Passwords to disable the Password requirement for this Ticket Type.
      • Please note that all Schedule Item Passwords are not case-sensitve.
  • Please note that you can Delete existing Schedule Items.
  • Please note that if no Schedule Items are saved, this Event will always be visible and allow Ticket sales until the Event ends.  If Schedule Items are used, the Event will strictly follow all Schedule Items entered.  For example, if no Schedule Item can be found for the current date, the Event will not be visible or allow Ticket sales.
  • Please note that it's possible for settings in Schedule Items to be grouped together if their date ranges overlap.  This can cause multiple Passwords across several Schedule Items to be allowed, or cause an Event to be visible when other Schedule Items were hiding it.

 

"Custom Questions" Tab:

  • Click on the "Create Custom Question", then follow the form in the popup window:
    • Required
      • Control if this Custom Question is required for customers to answer (otherwise they can leave the field blank or without a selection).
    • Question Type
      • Choose how you'd like customers to answer this Custom Question ("Text", "Email", "Multiple Choice - Select One", "Multiple Choice - Select Any")
    • Question Text
      • A label for the question you want customers to answer.
    • Please note that you can add the Multiple Choice "options" after the first save of this Custom Question.
  • If more than one Custom Question exists, click the Reorder Questions button to change the order in which Custom Questions will appear to customers.
    • Click-and-drag the existing Custom Question items to change the ordering, then click Save or Cancel button to continue.
    • Please note that any unsaved changes to a Custom Question will be lost while reordering Custom Questions.
  • Click on a Custom Question listed underneath to open its "Edit" form.  The form will look similar to the "Create Custom Question" form but with extra options:
    • Active
      • Only available after the first save of this Custom Question.
      • Please note that while customers won't see inactive Custom Questions, if answers existed while it was active, they will not be deleted.
    • Multiple Choice Options
      • Only available for Multiple Choice Custom Questions.
      • Click on the "Add Choice" button, set the Choice Text value in the popup window, then click Save.  It will then be added to the list of existing Choice options for this Custom Question.
      • Each Choice Option can be individually edited or Deleted.
      • Please note that if a Multiple Choice Custom Question does not have any Choice Options saved, customers will not see it.
    • Please note that the Save button will only appear after making a change inside of the Custom Question's "Edit" form.  Clicking on a different Custom Question or the Reorder Questions button will lose any unsaved changes.
    • Please note that if you decide to change a Multiple Choice Custom Question into a Text / Email type, the related Choice Options will be Deleted after saving.  However, answers that used these Choice Options will not be deleted. 

 

"Orders" Tab:

  • A table of orders for this Event can be seen here.
  • Click on a row in the table to manage an order (see the Orders page for more information).

 

"Reports" Tab:

  • The same General Reporting interface from the Overview page can be seen here, but limited to find results for this Event only.