Create a new Event Template/Create a new event using an existing Event Template
Description: Please reference the Business Rules document for guidelines on event types and various membership, discount and ticketing rules.
Source: Tango (opens in a new tab)
1. Click on Events
2. Click on Templates under Events to create a new event template or new event
3. Click on Create Template
4. Type in the Name of the Event. This will be visible to the public if sold online.
Please see the Business Rules document for naming conventions.
5. If this event has the same structure as an existing event, you can click "Start With Existing Template" and choose an existing template to copy
If this is a new event, you can move on to step 5.
6. Copy in the Event description
This copy should be submitted as part of the event request
7. Copy in the Short Description
This copy should be submitted as part of the event request
8. Copy in the Confirmation Email Message
This copy should be submitted as part of the event request
9. Copy in the Cancellation Email Message
This copy should be submitted as part of the event request
10. Click on Create & Continue
11. Continue filling out the Details tab.
Here you can add an image for the event, a GL Code for Finance in Identifier Code, and any custom fields for reporting. In addition, you can set up email notifications so that an email is sent whenever an order is placed for this event. Please refer to the Business Rules document for when these opitional fields should be fileld out.
12. Once you are finished with the details tab, hit "Save" and then click on the PRICING tab
13. Choose a Price List from the drop down menu
You can edit the price list here (prices, descriptions, sales channels) but the price list will no longer pick up changes you make to the price list over in the Pricing section of ACME. This means any changes made to the overall price list will not flow through. If changes need to be made, they should be made in the Pricing section of ACME (where you created the price list). Please see the Business Rules document for further instructions on when to modify the price list in each section.
14. If this is a members only event, check the Purchase Restrictions box.
15. Fill out ticket validity rules
Please reference the Business Rules Document to find ticket sales and validity rules for each event type.
16. Click on ORGANIZATIONS
If there are any organizational specific purchasing rules, you may set them here. Please reference the Business Rules document to find event and organizational discount rules.
17. Click on MEMBER RULES
If there are any membership specific purchasing rules, you may set them here. Please reference the Business Rules document to find event and membership discount rules.
18. Click on Add Rule
19. Click on Select Levels
You can create a rule for multiple levels at a time.
20. Select the discount from the drop down list that will apply to the member.
This discount is automatically applied when members verify online.
21. Click on + ADD LIMIT to set ticket limits
22. Click on Select a ticket type
Select the ticket types that will be automatically discounted when the member verifies.
23. Click on Per Day
Enter in the ticket limit for each member rule. You can set the rule to be "Per Day" or "Per Event".
24. Click on COUPONS to configure discounts
25. Click on Add Discount
26. Select the discount category you would like to add to the event
All coupon codes in this coupon category will be live and valid. You will not be able to control how many tickets this discount discounts (it will be all valid tickets in the order).
27. Select the discount you would like to add to the event
28. If you would like to add additional discounts, hit Add Discount
29. Click on TICKET RULES to set general public purchasing rules
30. Click on Add Rule
31. Click on Select a ticket type
Select the ticket types this rule will apply to
32. Set the limit. This rule only applies per order.
We will be setting ticket limits for special groups here. For example, for Corporate Partner's that get 2 free adult tickets, we will set the ticket type of Corporate Partner Adult and the limit to 2.
33. Click on Save to save your progress.
34. Click on SCHEDULES & RESOURCING to add the event schedule
35. Choose the Admission Type
General Admission is if the event takes place over the course of the day and Standard Admission is if the event takes place at a specific time. [NHM/LBTP General Admission events will use the "General Admission" admission type]
36. Click on Add new next to Published Schedules.
You will be using published schedules for all events the general public can buy into themselves. You will create a Private Event Schedule for any events that will have private events created.
37. Name the Schedule
38. Select the frequency this event will occur
Please reference the Business Rules Document to find scheduling configuration rules by event.
39. Select the Start Date (first day this event happens)
40. Select an End Date.
This is the last day you would like on sale right now. For example, if tickets are released in one month batches, the start date may be 7/1 and the end day 7/31. Once you are ready to release more dates, you can come back into this event template and extend the end date. Please refer to the Business Rules document to see when checking "Indefinite" is appropriate.
41. Enter the Event Capacity
42. Enter the event start and end time.
If the event has a standard schedule, you will add the individual event start times (no end times needed, you stipulate the duration). The capacity you enter is for each event slot, not each day.
43. Disable Flex Pay
44. Click on Edit exceptions
45. Check both options as needed
This ensures events are not created on holidays we have configured in ACME or any events outside of open hours. If the event is taking place outside of General Admission hours, leave the second checkbox unchecked.
46. Click on Commit exceptions
47. Click on Save & Continue
48. The event schedule has been created.
Information on the General, Organizations, Member Rules, and Coupons tab will copy over from what was configured in the pricing tab.
49. Click on Save to save your progress
If needed, you can create multiple schedules but they cannot overlap.
50. Click on the RESOURCES tab
Add any resources as required. Please reference the Business Rules document for more information on resources.
51. Click on TICKET LAYOUTS
52. Click on FORMS
If we need to collect any information on the customer, we can add a form here.
53. Click on Select a form
Choose the form to attach to the event.
54. Click on Save & Close
55. Click on ADD-ONS
56. Click on Select an inventory item
You can add any configured Add-ons here. Add-ons are any products we sell through the system that is not attached to an event template.
57. Click on EXCEPTIONS
Exceptions is a depreciated setting and you will not have to check this tab going forward.
58. Click on Publish when you're ready for the Event to be live.
If you are still building the event and waiting for information, hit Save. Once an event is published, it will be visible by the public and they can but into the event.
59. It will ask you what the display order should be.
This sets the order in which all published events are presented online with 1 being the first event the public will see.
60. Click on Continue once you've decided the order.
61. Now that you've created a new template, you can edit the information on the template, the price list, the schedule and add Upsells and Dependents.
To add Upsells and Dependents, double click on the name.
62. You will see a new view with the three options in the top right hand corner.
Click Upsells to add the upsells you want to appear with this event.
63. Click on the plus sign and choose which event you would like to set as an Upsell.
Once the upsell is added, you can set rules for how much time must be between the main and upsell event. Once you've added Upsells and Dependents as needed, it will save automatically.
64. Click on Events List to see all the Events happening today.
65. You can navigate to a day when the event will be taking place to make sure it is showing up correctly. You're now finished creating a new event!
