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.
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:
Adding a new user to your Festival or Season
Eventotron allows you to add as many users to your Festival or Season as you need. All Festival and Seasons have a managing company. To grant a new user access to your Festivals or Seasons, just add them to the managing company. You can find all the companies you are...
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.
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!
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:
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:
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.
