Knowledge Base
Guides to help you get the most out of Eventotron.
We have put together some handy guides to help you get the most out of Eventotron. We are adding to this all the time and are always happy to hear from users if there is a topic missing that you would like covered here. You can also find video guides on our youtube channel.
Please email help@eventotron.com or use the help button if you can’t find what you’re looking for.
Getting Started with Eventotron
Who is Eventotron for?
Eventotron is for everyone involved in live arts events.
Signing Up
Signing up for Eventotron is easy. Here is a quick guide to show you how.
Your Account
An overview of how to manage your Eventotron account.
Navigating Eventotron
A quick guide to help you find your way around Eventotron when you first sign in or register.
Understanding Eventotron Terminology
A helpful list of the words and descriptions we use in Eventotron.
Video Tutorials
Events and Reporting
An in-depth tour of the Events tab in your Eventotron festival / season management dashboard. We look at how to search your event data, create and save reports, accept applications, bulk email event managers and all the other great functions available in this tab.
Working with Venues
Learn about the different ways you can work with venues in Eventotron. We focus on the Venues tab in the festival / season management dashboard, showing you how you can add venues, invite venues to apply to be part of your festival or season, keep in touch with venue managers and schedule performances.
Introduction to Super Simple Box Office
This is a guided tour of our in-built ticketing system – Super Simple Box Office. The session covers setting up SSBO in Eventotron and look at how the Eventotron wordpress plugin allows you to sell tickets from your website and in-person.
Creating and Applying Contracts
Find out all about the Contracts tab in Eventotron. We cover creating a contract template, how to add in fields from your info collection, applying the contract to an event, venue or both and taking digital signatures.
Super Simple Box Office Advanced
Learn how to get the most out of Super Simple Box Office (SSBO). We look at creating different ticket types, setting up holds or comps and selling merchandise on your website. We also cover sales reporting, analysing your audience data, building basket offers and how to upsell merch using our splash page function.
Sharing Information with Portals
A guide to using the Portals feature on Eventotron. Portals is a versatile tool that allows you to share information you choose about a selection of your shows with groups of invited users. You can then collect responses, scores, ticket and booking requests from your Portal users.
Applying to a Festival or Season
You’ve found out all about the festival / season you want to apply to and you’ve been directed to Eventotron. What now?
Create an Event and Build a Touring and Promotion Profile
A step-by-step guide to adding an event to Eventotron and building a profile.
Promote your Event in Eventotron
You’ve put together a show, applied to a festival / season or two and really want to shout about what you’re doing… Take out an event ad in Eventotron.
How to Find Your Event in Eventotron
So, you have completed part of your application and have logged out. Now you want to log back in and finish what you started. Here’s how.
Trouble Editing your Forms?
Are you having trouble editing your application or registration forms? Check out this troubleshooting guide to find out why.
Interacting with Venues
If you are applying to a festival or season which requires you to apply to venues – this guide is for you.
How to Add People to Your Event
You have created an event and applied to a festival or season. You are working with other people on the event and you’d like to give them access to it in Eventotron. Here’s how.
Uploading and editing images
You’re applying to a festival or season and have been asked to upload an image for promotional use. The Eventotron image uploader is very simple, here’s how to use it:
Is Your Question For Us?
Eventotron works with over 100 different festivals and seasons. We are here to help with any questions you might have about using our service, however, the festival or season you are applying to may be the best place to start…
Add People to Your Company
You manage a festival, season or venue in Eventotron and you want to give other people in your team access. To do this you need to add them to your company. Here’s how:
View Ticket Sales
If you are part of a festival or season using Eventotron’s built-in ticketing system: Super Simple Box Office, you can view your ticket sales in real time in your event profile.
Changing an Event Title
It’s simple to change the title of your event while you are still in the process of applying or registering to a festival or season. Here’s how:
New Festival or Season Sign Up FAQs
If you run a festival or season and are considering using Eventotron – we’ve put together these FAQs to help you in your decision-making
Find your Festival or Season
If you are new to Eventotron and have set up a festival or season and need to know how to access it again, or if you’ve been added to a company that manages festivals or seasons – this guide is for you.
Setting up a new festival or season
This guide gives step-by-step instructions on how to set up a new festival / season.
Add People to Your Company
You manage a festival, season or venue in Eventotron and you want to give other people in your team access. To do this you need to add them to your company. Here’s how:
Info Collection
This guide will help you set up your application and registration forms to collect all the information you need from events.
Question Types
A handy summary of all the question types available to you in Info Collection.
Taking Payments
This guide will show you how to set up automatic payments to take application, registration or marketing fees from events.
Working with Venues
This is a guide to working with venues for festival / season managers. It covers the different ways to add venues to your festival or season, joining events to venues and moving events to different venues.
Understanding Application, Registration and Finalised Phases
There are three possible phases to the application / registration process. You can set your festival or season up to move events through these phases in whichever way works best for you.
Testing your application forms
How to test your application and registration forms to check your questions work in the way you want them to.
Going Public – make your festival or season live
You have set up your new festival or season, tested and checked all your settings – you’re ready to launch!
Using the Eventotron API
The Eventotron API allows you to pull all the information you need about your festival out of Eventotron and into your other platforms, like your website or app.
Events and Reporting
This guide covers everything in the Events tab. How to run reports on events, export data and send bulk emails.
Sending Bulk Emails
This guide covers how to send out emails to events in your festival / season.
Using the Address Book
Are you trying to track down an artist or venue manager? Want to see previous events a company has performed with you? You can now use the Address Book to search all your contacts.
Super Simple Box Office Plugin Documentation
You have all your events and venues, dates, times and prices are set – now you need to promote shows and sell tickets.
Eventotron’s built in Super Simple Box Office lets you do this in a very quick and easy way. You just need to install the Eventotron SSBO plugin on your wordpress website.
Setting up Super Simple Box Office
This is a guide to setting up the Box Office – SSBO tab so you are ready to start selling those tickets!
Download Phone Numbers to CSV
Excel and other spreadsheets have a habit of removing leading zeros from numbers. That can be annoying when you want to view a downloaded report that contains phone numbers or bank details. Here’s a tip to get round it.
How to Open, Close and Lock Sections in Info Collection
Here’s how to open, close and lock individual sections in your Info Collection
How to Accept, Reject or Unaccept an Event Application
If you are a festival/season that wants to approve applications – this guide is for you:
Using Super Simple Box Office
This is a guide to using Super Simple Box Office – it covers everything from resending tickets, issuing refunds, exchanging tickets to using the door tool.
How to Cancel a Performance or Event
If you need to cancel a single performance or a whole event from your festival or season – this is how:
Front of House Tool Set Up
New for 2023, the Front of House tool allows festival and season managers to share detailed information about each performance with front of house (FOH) staff. Functionality includes: check-in audience and record attendance, highlight ticket types, customer tags and audience questions.
Info Collection – Payments
The Payments section in Info Collection is a special section and is automatically added to a newly created festival or season. The Payments tab is where the event manager will see the amount they will be required to pay and a downloadable pdf invoice/receipt...
Info Collection – Office Use
Office Use is a section in Info Collection which is hidden so only festival/season administrators can access it. (You know it is hidden by the crossed eye icon) You can add questions in Office Use that you, the festival/season administrator, answer. For...
Info Collection – Venue Finder
The Venue Finder is a standard section in Info Collection and is automatically added when you create a new festival or season. Click on the Venue Finder section. Under Venue Settings: Festival allots Venues - choose YES if the festival/season...
Working with Red61
Red61 is a very powerful and versatile box office system that is particularly suited to large festivals. It is a popular choice of box office provider with several Eventotron users. This guide covers set-up, exporting data and syncing.
Publications
Need to create a brochure or other print-ready document with the information you’ve collected from events in Eventotron? Here’s how:
Activate Blurbotron
Introducing our fun new feature, Blurbotron! Give your participants the option to try out generating show descriptions using artificial intelligence.
Contracts
The Contract tab allows you to create contracts between you (the festival or season) and events and / or venue managers. You can even take digital signatures – all in Eventotron. Here’s how to set up contracts:
Portals
Portals is a new feature which allows you to share select information from your Info Collection forms with specified users. Here’s how to set up a new Portal:
How to find your venue in Eventotron
You’ve created a new venue in Eventotron and signed out or you’ve been added as a venue manager to an existing venue. Here’s how to find your venue again when you log back in:
Add People to Your Company
You manage a festival, season or venue in Eventotron and you want to give other people in your team access. To do this you need to add them to your company. Here’s how:
Creating a Venue
A Guide for Venue Managers. This document will help you set up a venue in Eventotron and, if necessary, join a Festival/Season.
Working with Events
This guide will help venue managers set up events or accept other people’s events when they apply to your venue.
Super Simple Box Office Guides
Super Simple Box Office Plugin Documentation
You have all your events and venues, dates, times and prices are set – now you need to promote shows and sell tickets.
Eventotron’s built in Super Simple Box Office lets you do this in a very quick and easy way. You just need to install the Eventotron SSBO plugin on your wordpress website.
Setting up Super Simple Box Office
This is a guide to setting up the Box Office – SSBO tab so you are ready to start selling those tickets!
Using Super Simple Box Office
This is a guide to using Super Simple Box Office – it covers everything from resending tickets, issuing refunds, exchanging tickets to using the door tool.
Front of House Tool Set Up
New for 2023, the Front of House tool allows festival and season managers to share detailed information about each performance with front of house (FOH) staff. Functionality includes: check-in audience and record attendance, highlight ticket types, customer tags and audience questions.
