1. Overview
The Plugin is an out-of-the-box solution designed to integrate your Eventotron event and venue data seamlessly with your WordPress website. It provides:
• Website integration with real-time sync of information collected from artists and venues in Eventotron.
• Automatically generated, filterable “What’s On” pages, event, performance and venue posts using customizable templates.
• Flexible search and filtering options.
• Display of related events and venue profiles.
• “What’s On Next” and “Nearby” functionality via shortcode.
• Full support for selling tickets directly through your website, as well as facilitating in-person ticket sales at your venue(s).

2. Installation and Support
The Plugin is simple to install and set up. Eventotron will provide support for installing and configuring the Plugin using the default templates, subject to our overall Terms of Use: /terms-of-use/.

3. Ticket Sales
The Plugin includes functionality to sell tickets for your events directly on your website. It also supports in-person ticket sales, giving you flexibility to manage and sell tickets in the way that best suits your festival, season, or venue.

4. Customization
• The Plugin allows you to customize templates to match your website’s style.
• You may add or modify search and filter functionality based on data you collect via Eventotron.
• You may customize event, performances and venue posts.

5. Custom Code and Templates
The Eventotron Plugin is intended to be used ‘as-is’. We suggest that clients exploit the built in customisation options and, if necessary, implement their own CSS and javascript. However there is provision for clients to override the built in-templates and direct manipulation of the code is not prohibited, subject to the following conditions:
If you choose to:
• Build your own templates,
• Make significant changes to the default templates, or
• Modify the Plugin’s code itself,
you will be outside the scope of our support policy. Support requested for resolving issues due to customizations is provided at the discretion of Eventotron and will incur additional fees.

6. Data Control and Display
• The Plugin is designed to give Eventotron clients control over the information they display on their website and the tickets they sell.
• If a developer, agency, or third party makes changes to the Plugin files that impact this functionality, Eventotron will not be liable for any resulting issues.

7. Disclaimer of Liability
Eventotron is not responsible for any disruptions, errors, or issues that arise from:
• Custom modifications or template changes made by you or your developer(s).
• Changes to Plugin files that affect event, venue, performance or ticketing data display.
• Any misuse or misconfiguration of the Plugin.

8. Updates
Eventotron may, from time to time, provide updates to the Plugin to address bugs, improve functionality, or comply with evolving requirements. It is your responsibility to apply these updates in a timely manner.

9. General
• These Terms of Use apply in addition to Eventotron’s overall Terms of Use (/terms-of-use/).
• In case of conflict between these Plugin Terms and Eventotron’s overall Terms, these Plugin Terms shall prevail solely concerning the Plugin.

By installing and using the Plugin, you acknowledge that you have read, understood, and agree to be bound by these Terms of Use.

The post Eventotron SSBO WordPress Plugin – Terms of Use appeared first on Eventotron.

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. Here’s how:

Here are some quick links to help you navigate this guide:

Install the Plugin

Getting Started

Import Festival / Season

Plugin Settings

Festival / Season Set Up

Event Template

Filter Options

Performance Template

Venue Template

Performances List Template

Starting Soon and Nearby shortcode

Install the Plugin

Request the plugin from Eventotron

Go to your wordpress dashboard. Click Plugins and Add New. Upload the Eventotron plugin. Click Activate.

You will now see Eventotron in your dashboard menu. You will also see 5 new post types: Merch, SKUs, Venues, Events and Performances

Click on Eventotron – you will be in the Settings tab.

Getting Started

Load the standard Event, Performance and Venue templates and import useful icons to your media library. Click the Load Templates (unless you are building your own templates in which case leave as the default)

Ensure your permalinks are set to Post Name, for example: https://your.website/sample-post/ (you can check this and edit in WordPress Settings – Permalinks)

The plugin creates customer-facing search pages for Events, Performances and Venues at the following locations:

Events https://your.website/events

Performances https://your.website/performances

Venues https://your.website/venues

Merchandise https://your.website/merch/

You should consider adding menu items to your main nav for one or more of the above pages.

Import a season or festival

Open a new window in your browser and log into Eventotron. Go to your festival/season dashboard and click on Setup – API Keys
Put a name (eg: website) and then hit Generate new key

Copy the key, and return to your wordpress dashboard
Paste the API key into the Eventotron API key field in Eventotron Plugin Settings and click Validate
You will now see your festival or season as a tab.

Plugin Settings

Search results per page: Choose the number of search results you want per page (default is 9)

Display Login / Account button. Allow customers to create accounts and log in to retrieve tickets, manage payment methods, access member benefits etc.

Prompt for user login: Encourage users to login from the ticket chooser and checkout.

Display Wishlist button: Show a wishlist button in the user’s account. Additional setup required to present wishlist buttons on events and performances – please contact Eventotron.

Prompt for voucher / credit claim: Invite customers to activate a voucher or account credit at checkout. Customers can always claim vouchers from their account page.

Display Basket button: tick to display basket button in main nav

Basket Title: We call it a ‘basket’. If you want to call it a ‘cart’ or something else, you can.

Allow booking fee changes: Allow logged in users (cashiers) to amend or cancel booking fees at checkout.

Enable Stripe Terminal Transactions: Allow logged in users to accept payments from customers using a Stripe Terminal card reader.

Enable Recording of EPOS transactions: Allow logged in users to record payments made with a third party card reader.

Apple and Google Pay: BETA: Apple and Google Pay enable customers to check out quickly using card details stored on their device.
This feature is in beta and require additional configuration of your web hosting and Stripe Account. Please contact Eventotron before enabling this feature.

Show Promocode Box: Select if you are using promocodes

Show ticket button on past performances: This may help with testing. In most cases it should NOT be enabled.

Show events without performances: If you want to show events that are yet to have performances scheduled

Require Customer Name: select to require customer name is inputted in the checkout process

Request Customer Phone – Select if you wish to collect this data

Request Customer Address – Select if you wish to collect this data

Request Customer Postcode – Select if you wish to collect this data

Request Season Communications Opt-in – Select if you want customers to have an opt-in to your mailing list

Season Opt-in Wording – Tell users more about the list they are signing up for.

Request Venue Communications Opt-in – Select if you want customers to have an opt-in to venue mailing list

Venue Opt-in Wording – Tell users more about the list they are signing up for.

Request Artist Communications Opt-in – Select if you want customers to have an opt-in to artist mailing list

Artist Opt-in Wording – Tell users more about the list they are signing up for.

Request Eventotron Communications Opt-in – Select if you want customers to have an opt-in to the Eventotron mailing list

Custom CSS – Advanced: Check this box to prevent loading our standard styling

Don’t load standard WordPress Header and Footer: Advanced: Useful for resolving conflicts with some WordPress templating plugins and themes

Find a performance button: Defaults to ‘Find a performance’

Performances Slug – Advanced: Modify the URL for your performances posts. Please refresh your permalinks after saving

Events Slug – Advanced: Modify the URL for your events posts. Please refresh your permalinks after saving.

Ticket Printer: Select a connected ticket printer if applicable

Ignore Custom Templates: Advanced: You can create your own templates by copying files from the plugin to your theme folder. Ticket this box to ignore any custom templates you may have created.

Search Synonyms: Enter a list of search=replace pairs, each on a new line, to improve search results.

Search Exclusions: Enter a list of terms, each on a new line, to ignore when searching.

Tracking Code: Insert tracking code into the ticket, basket and checkout modal.

Transaction Completion Tracking Code: Insert tracking code into the transaction complete modal. Use [[TRANS_ID]] and [[TRANS_VALUE]] as placeholders for live data.

Departure Board Start Offset: Set the start time offset for you departure board in minutes. Defaults to -5 minutes

If you want to create a What’s On Next / Starting Soon & Nearby page to point customers to events starting soon near to their location – either leave the departure board start offset time as it is and it will display events up until 5 minutes after the start time or enter a different offset to suit your needs (this can be useful if your website is running off a server in a different timezone)

Departure Board Range: How far ahead should the departure board search in minutes. Defaults to 300 minutes (5 hours).

Change the range if you want events to appear on your What’s On Next / Starting Soon & Nearby page further ahead than 5 hours or on a shorter time span.

Hit Save Settings.

To create a What’s On Next or Starting Soon & Nearby page – just add a new page and enter this shortcode: [etron_dboard]

Season / Festival Set Up

Click on your festival / season tab

You will see the name of the festival/season start and end dates and the API Key you inputted and validated.

Check the Sell tickets box

Now you need to match up the three main data fields. You must to make sure that you have inputted an API field name in Eventotron for the fields you want to have appear on your website.

Event Image: – choose the API field name you have given your event images

Event Description – choose the API field name you have given the event copy you want to have appear on the website

Genre Field – choose the API field name you have given genres

Hit Save Options

You will see your events appear in the Available Events table

To import all events, tick the top box next to Event Name and click Import Selected Events

To check your progress go to the frontend of your website and put /events/ at the end of the URL: https://your.website/events/ and you will see those events you have just imported.

If there is merchandise set up in Eventotron (Add-ons in the Box Office – SSBO tab) this will also appear under Available Merchandise. Click import and to check progress go to the frontend of your website and put /merch/ at the end of the URL: https://your.website/merch/ and you will see the merch you have just imported.

Editing Templates

Event Template

Use this section to determine what information from Eventotron you want displayed on event pages, set up your results tiles and search filter options.

Click on Header – here you can add more information to the event header. For example you may want to include the company/artist name. Make sure you have assigned this field an API field name in Eventotron and then you will see it as an option in the dropdown. Select and click Add.

Now you will see your API field name (eg: companyname) under Meta Key.

Styling – choose any styling you’d like to apply

Follow on – tick this if you want the company name to follow on from the field above on one line (test this as it can look odd in some instances)

Icon – click and upload an icon you’d like to use to the media library or use one installed by Eventotron

Label – Insert a label if you would like one (for example Company name:)

Display Value – Tick this to display the data from the Meta Key

Link – Add a link if required

Append – Enter any text you would like to have appear at the end

To add any further information click on the Add some free text dropdown and select the meta key you want to have appear. You can reorder your information by simply dragging and dropping.

Save settings.

Social

Here you can add social media links. Facebook and Twitter are automatically included – to add another, click the dropdown and select the relevant meta key (eg: Instagram)

Set it up as you want (see above for details) in the link field, put the social media platform URL followed by /*

eg: https://www.instagram.com/*

(You need to make sure social media links have been added correctly in Eventotron for this to work. You could add the following advice in the help text: Do not include ‘www.facebook.com/’ )

Sidebar – this refers to the sidebar on the right– here you can add any information you want, follow the same process as detailed above.

More Info – this appears at the bottom of the event description. Add in anything you’d like here – maybe a quote or the company/artist website.

CSS – You can add CSS here

Filter Options

Tick which standard filters you would like to have appear.

You can add your own custom filters:

Custom Filter One – choose the meta key you would like to have as a filter (Venue for example) give the filter a name and select either dropdown or multi-select depending on how you want users to be able to search. Save settings.

Advanced Search – select this to create more detailed search options on your festival/season criteria

Toggles – build your advanced searches in toggle dropdowns:

Result Tiles

Add more information to the result tiles. For example, you might want to include the venue name. Click the dropdown, select the venue meta key and add it. Style as described above and save settings.

Import / Export

This feature is experimental – please double check your export has downloaded properly.

Performance Template

Use this section to determine what information from Eventotron you want displayed on performance pages (https://your.website/performances)

Works in exactly the same way as the Event template – see above for details.

Venue Template

Import Venue – Venues are imported alongside their events but, if you need to display a venue that doesn’t have any events then please enter its Eventotron ID.

Set up works in the same way as the Event template, however, all the meta keys are from the venue sections in Eventotron rather than Info Collection.

Performance List Template

You can choose whether to show performance list template on Event Template Only or Event and Performance Template. This is an advanced feature – The Event template will always show all available performances. By default, the Performance template will only display details and buy button for the performance the user has selected.

Column One – You can add to or change the meta key data in the first column in the performance list here.

Column Two – works in the same way as above

Column Three – works in the same way as above

The post Super Simple Box Office Plugin Documentation appeared first on Eventotron.

Go to the Box Office – SSBO tab in your management dashboard.

Here are some quick links to help you navigate this guide:

Options

• Messages and Labels
• Booking Fees
• Artist Reporting
• Donations
• Splash Screen
• Membership or Pin-Badges
• Suspend Sales
• Miscellaneous

Special Tickets

Basket Offers

Holds

Audience Questions

Add-ons & Merch

Options

Messages and Labels

Full Price Name Override – Here you can give your full price ticket a different name in Super Simple Box Office if needed.

Full Price Description Override – Change the description of the Full Price ticket (Defaults to ‘General Admission’)

Concession Price Name Override – here you can give your concession price ticket a different name in Super Simple Box Office

Concession Price Description Override – Change the description of the Concession price ticket (Defaults to ‘General Admission’)

Ticket Footer – Here you can add some text to appear in the footer area of your tickets. If you are confident with HTML, you can change formatting and add images in the source code.

Comp Ticket Footer – This text will feature before the standard ticket footer for recipients of complimentary tickets.

Ticket Reminder Email – *Please note: this is an add-on feature and has to be activated by Eventotron* Send emails automatically to all ticket holders the day before their shows.

Sold Out Message – Change the sold out message. Defaults to: “No tickets are currently available. Please contact the venue directly or try a different performance.”

Sales Stopped Message – Change the sales stopped message. Defaults to: “Sales have been stopped for this performance. There may be some limited availability on the door.”

Booking Fees

If you wish to take ticket booking fees – put in the amount:

Per Ticket Fee (free) – enter a number (no currency sign) if you want to take a booking fee on free tickets

Per Ticket Fee (regular tier) – enter a number (no currency sign) if you want to take a booking fee per regular tier ticket

Per Ticket Fee (top tier) – enter a number (no currency sign) if you want to take a different booking fee on more expensive tickets.

Tier Threshold – The ticket price at which top tier fees kick in.

For example, all tickets under £10 are regular tier and all tickets over £10 are top tier, the tier threshold is 10

If you do not have a different fee for regular and top tier this can be left blank.

Fee Cap – Put a cap on the total booking fee per transaction. Please note that Stripe and Eventotron charges will continue to be applied and may therefore exceed the total booking fee in some limited circumstances.

Artist Reporting

Season Split – If you take a percentage cut of the ticket price, please enter it here.

Full Price Ticket Reporting Value – If you take a cut of the advertised full ticket price which can’t be calculated as a straight percentage, you can set how the artist’s share is presented here. Accepts a percentage, a +/- value or a stright number. Please note that reporting values for other ticket types can be set in ‘Special Tickets’. This is an advanced feature – in most cases it should be left blank.

Hide Ticket Value – Select Yes to hide the ticket value of sold tickets to artists

Always show audience contact details to artists – If set to ‘No’ – audience contact details are only visible to artists if the audience member has opted in (this can be enabled in the SSBO WordPress plugin). If set to ‘Yes’, please ensure you are complying with privacy laws in your region.

Allow artist access to door tool – select Yes to allow artists access to the door tool. Venue and season / festival managers always have access

Donations

SSBO Donation Text – Super Simple Box Office encourages ticket buyers to make a small donation to the Festival. Please include any relevant messaging here.

Possible Donation Amounts – Please a list of numbers, seperated by commas and no spaces

Default Donation – enter the amount you want the donation option to default to

Donation Declaration – Do you require donors to make a declaration in relation to their donation? For example, ‘Gift Aid’ in the UK.

If answered YES – you will see:

Donation Declaration Text – here enter the text to display with your donation declaration. For eg:

Boost your donation by 25p of Gift Aid for every £1 you donate

Gift Aid is reclaimed by the charity from the tax you pay for the current tax year. Your address is needed to identify you as a current UK taxpayer.

I am a UK taxpayer and understand that if I pay less Income Tax and/or Capital Gains Tax in the current tax year than the amount of Gift Aid claimed on all my donations it is my responsibility to pay any difference.

Donation Declaration Image – Upload an image to accompany the donation declaration. Your image will be converted to a .jpg measuring 800 pixels wide by 280 pixels tall. Once uploaded, you can click the pencil icon  to resize or crop your image.

Splash Screen

Ticket Splash Screen –  flip to YES if you want to display a message to ticket buyers before they add tickets to their basket. Use for T&Cs, point them towards membership schemes or similar.

Splash screen image – upload an image to appear on your splash screen

Splash screen content – add text to appear on your splash screen

Splash screen background – choose a background colour for your splash screen

Splash screen text – choose a colour for the text on the splash screen

Call To Action text – this is a button that appears on the splash screen, this text should be short and explanatory, ie: Find out more about membership

Call to Action link – input the link for the call to action button (the membership info page in this example)

Splash Screen Dismiss Button Text – this is the button to dismiss the splash screen, this text should be short and explanatory, ie: No, take me to the box office.

Membership or Pin-Badges

Membership or Pin/Badge Required? – If customers must own a pin, badge or membership to purchase tickets, please specify.

Bypass Pin/Membership – Select any paid ticket types that will bypass the pin/membership count.

Suspend Sales

Suspend All Sales – select YES to suspend all sales

Sales Suspended Message – Displayed to customers if they click a ‘Buy Now’ button when sales are suspended.

Allow Tagged Customers – Customers with this tag can bypass the suspension of sales.

Miscellaneous

Allow counter staff to issue comps from holds – select YES if you want your counter staff to be able to issue comps from holds

Door Tool Terms and Conditions – Before using the Eventotron Doortool, all users must agree to your terms and conditions. Policy details your enter here will replace our standard privacy notice.

Stripe Test Account – Enter your Stripe Test Account for the purposes of testing an integration. It is important that this field is cleared before going live. Please note this is NOT your Stripe Public key (which starts pk_test_******) but your test account number, which should look something like acct_**********

If in doubt, we suggest you test in live mode and refund any test transactions.

Streaming Site – By default, audience members with a ticket for a live streamed or archived event will be sent to an Eventotron-hosted page to view their stream. If you are set up to host the streams on your own website or box office sub-site (for example, you may be using the Eventotron WordPress plugin) then enter the base address of the site here. Only applicable if you program live streamed or archived digital shows.

Default booking button type – Change the default booking button style when creating new performances. Leave blank for standard Super Simple Box Office behaviour.

Special Tickets

Here you can create special ticket types and apply them to individual performances or events. Here’s how:

Click on New ticket type…

We’ll use a 2 for 1 offer as an example.

Ticket Details

Ticket Name – this needs to be something that will make sense to your audience. In this case we’ll call it 2 for 1

Ticket Code – for your reference. This is NOT a promo code that audience members use to access this ticket.

Ticket Description – this is audience facing so a short description giving more detail about the ticket

Display Order – Change the order this ticket is displayed. Note that standard full price is at slot 5 and standard concession is at slot 10.

Price Adjustment – enter a number, a percentage or a +/- value. For this example we’ve inputted 50%

Reporting Value – Leave blank unless this ticket’s price should be reported to artists differently (ie it was paid in advance as a pass, multi-ticket or similar). Enter a number, a percentage or a +/- value.

Booking Fee: If different to your standard booking fees.

Streaming – select Yes if you want to include a stream link with the ticket

Ticket Multiple – what multiples can be added to a basket. In this instance enter 2 – meaning tickets must be bought in pairs

Minimum Tickets – The minimum number of tickets that can be added to the basket. For this example it’s 2.

Maximum Tickets – The maximum number of tickets that can be added to the basket.

Limit per Event – Limit the number of times a customer can buy this Special Ticket. You can do this by tag count or choose a number.

Tickets Available – how many of these tickets can be purchased?

From hold – Should these tickets be taken from the general pool or a specific hold.

Not Available Until… – For late release of tickets – if you want this special ticket to become available at a specific time, select the time from the dropdown.

Spaces taken – does this ticket represent multiple seats? In this example, each ticket represents 1 space taken

Hide Standard Prices – indicate whether or not to display standard Full Price and Concessions for performances with this special ticket

Allow Overselling – select Yes and venue capacity will be ignored in favour of ‘Tickets Available’.

Restricted Access – Users must have a code to access the offer – we’ve chosen Yes in this example

Promocodes – Restrict this ticket to users with the following promocode(s).

Always available to counter staff – select Yes if you want counter staff logged into the box office website to always be able to issue this ticket type.

Tags – Restrict this ticket to users with the following tag(s)

Then hit Save

Now go to Applying the Ticket to in the right hand column and click +

You can filter your events by date, title, venue or performance tag. Click the arrow/s next to the event or individual performances you want this ticket offer to apply to

Click Save at the bottom of the page.

Basket Offers

This gives you the ability to run offers based on what the customer has put in the basket. If you want to give a discount when tickets for 3 different events are purchased at once, for example, then you would set up a Basket Offer like this:

To set up a Basket Offer, click Create a new offer

Offer Name – give the offer a name that will make sense to your audience (for example: 3 Show Discount)

Description – This will display in the checkout when the offer is active

Offer Code – for your reference (this is NOT a promo code for the audience to access the offer)

Offer Scope – Is Event

Ticket Quantity Required – this is the minimum number of tickets required for the offer to activate. In this example it is 3

Adjustment Scope – Is ticket

Price Adjustment – this is per ticket, so in this example the offer is £3.33 off each ticket when booking for 3 shows at once, so the price adjustment is -3.33

Click Save

Click the + next to Applying the Offer to and hit the arrows next to the events you want the offer to apply to.

This is how the offer looks in the basket:

Holds

This is where you can create holds, effectively putting tickets aside for your specified groups on applicable performances.

Create a new hold…

Hold details

Hold Name – for example: Press

Hold Access – Select who can access the hold (Season / Festival Manager, Venue Manager, Event Manager / Artist)

Available to sell – select whether the hold can be sold if not taken up.

Release – Select a time when the hold can be released for sale

Tickets to hold – maximum number of tickets to hold.

Shared hold – shared holds are spread across all selected performances/sessions of an event. If you select NO – the tickets to hold will be on a performance by performance level (so in this example, 4 tickets will be held for Press at every performance it is applied to)

Click Save

Now click Applying offer to… +

Select the performances you wish to apply the hold to.

Click Save.

To view and allocate your holds – go to the event/performance you have applied holds to via the Events tab in the management dashboard. Click on Dates, Times & Prices. Click the Details button under the specified performance.

You will see the Event Hold listed. To allocate a hold click +Issue a Comp or Reservation

Ticket Type – As a Season Manager, you always have the ability to issue a ‘Season Comp’, regardless of capacity and whether tickets have been held aside. Click on the field to see the dropdown:

Select the number of tickets

Payment – Select whether this is complimentary or a reservation to be paid for on the door

Input the customer information – name, email, phone no, organisation and notes.

Hit Save.

You will see your hold listed and the attendee will have received an email ticket.

Audience Questions

Audience contact details are collected by default. You can use this section to create some simple questions to gather additional information from your audience members.

You can make questions required and select Display in Door Tool if you want Front of House staff to be aware of a customer’s answer (eg: if a customer has access requirements)

You can also add explanatory text which appears at the Checkout point of the ticket sale:

Here’s how this looks on the frontend of your website:

Add-ons & Merch

Create items that can be sold to audience members and your event managers. Items you create can be placed within your registration questionnaires and/or in your Super Simple Box Office checkout.

Whats a SKU? It stands for ‘Stock Keeping Unit’. Every item must have at least one SKU. So for example, your item might be ‘Tote Bag’ and you might have ‘Red’ and ‘Green’ and ‘Pink’ SKUs, each with their own inventory, description and even pricing.

Click Create an Add-on

Give your add-on a name and choose the type (Digital Goods, Physical Goods, Ticket Insurance, Membership, Voucher, Advertising)

Click Create Add-On

Item Options

Name – here you can edit the name you inputted if needed

Description – explain what the add-on is

Include in SSBO checkout flow – choose whether you want the item to appear in the checkout flow for the customer. You can select ‘Staff Only’ if your are selling a physical item at your sales counters that is not available to buy online

If you select YES to include the item in the checkout flow you can choose whether the item is available when a customer is purchasing tickets for any event or specific events (an example of when you might use this is if you are selling a play script for one of your events)

Tag – Set if this add-on is limited to tagged customers only.

Message to non-tagged customers – If you have limited the item to tagged customers only – you can enter a message here for non-tagged customers explaining why they cannot purchase (for example – you have to be a member to access a multi-buy pass)

Status – set to Available, Sold Out or Hidden as appropriate.

Save options

SKU – Stock Control Unit

Give it a name

Description (if different to the main item description)

Price – enter the price

Internal price – enter if different to the price

Add Tax – select No or the appropriate tax rate

Require a delivery address – select Yes for physical items that need to be mailed out to purchasers

Status – select available, sold out or hidden

Per Sale – select whether single or multiples of the item can be purchased in one transaction

Tag – Tag customers who purchase the item (for eg: Member)

Ticket Note – Enter any text you want to have appear on the ticket

Click save.

If you have further SKU, click Add SKU and complete the form.

You will see sales, customer details and fulfilment (on physical goods) in the Add-ons & Merch tab:

Once you have completed your Add-On set up, log into your wordpress website and go to Eventotron Settings in the dashboard. Click on your festival/season tab and Refresh Season. You will see your add-on/s appear under Available Merchandise in a similar way to Events. Import.

The plugin creates posts for add-ons in a similar way to events – the posts will appear here: https://yourwebsite.url/merch/

The post Setting up Super Simple Box Office appeared first on Eventotron.

Quick Links:

How to… Resend Tickets
How to… Move / exchange tickets to a different performance date
How to… Issue Refunds
How to… Message audience members
How to… Use the Door Tool
Artist / Event manager ticket sales view
How to… Run Ticket Sales Reports
How to… Run Customer Reports
How to… Manage gift vouchers
How to… Track Donations

How to… Resend Tickets

To resend tickets to a ticket holder, go to the SSBO – Box Office tab in the management dashboard and Customer Reports. Filter to find the customer, click on the name, then on Tickets and the ticket you wish to resend, at the bottom of the pop-up window click Resend tickets. You can enter a message to the ticket holder before sending. This can also be done in a similar way from Sales Reports.

This can also be done from the Events tab, filter for the event the ticket holder is attending, click on the ID button, click on Dates, Times and Prices at the venue the ticket holder is attending, click on the performance Details… button, find the ticket holder in the list, click on the name field, select the ticket/s to resend and click Resend tickets. You can enter a message to the ticket holder before sending.

Move/exchange tickets to a different performance date

To move someone’s ticket/s to another performance date, go to SSBO – Box Office tab in the management dashboard and Customer Reports. Filter to find the ticket holder, click on Tickets and on the ticket you want to move/exchange. You will see an arrow next to the performance date click on it and this will show the alternative dates available.

Click on the arrow next to the date you want to move the ticket/s to and you’ll see a notification the ticket/s have been moved and to prompt you to resend the revised tickets. This can also be done in a similar way from Sales Reports.

This can also be done from the Events tab, filter for the event the ticket holder is attending, click on the ID button, click on Dates, Times and Prices at the venue the ticket holder is attending, click on the performance Details… button, find the ticket holder in the list, click on the name field, click on the arrow next to the performance date and click on a new date from the Move ticket to… list. You’ll see a notification the ticket/s have been moved and to prompt you to resend the revised tickets.

Issue refunds

To issue a refund go to the SSBO – Box Office tab in the management dashboard and Customer Reports. Filter to find the ticket holder, click on tickets and the ticket that needs to be refunded. You will see the ticket amount plus the booking fee breakdown. Tick the ticket amount and then click the red refund bar. It is possible to also refund the booking fee – please not that Stripe and Eventotron fees are not refunded to the festival/ season. This can be done in the same way from Sales Reports in the SSBO – Box Office tab.

This can also be done from the Events tab, filter for the event the ticket holder is attending, click on the ID button, click on Dates, Times and Prices at the venue the ticket holder is attending, click on the performance Details… button, find the ticket holder in the list, click on the name field, you will see the ticket amount plus the booking fee breakdown. Tick the ticket amount and then click the red refund bar. It is possible to also refund the booking fee – please note that Stripe and Eventotron fees are not refunded to the festival/ season.

Message audience members

To message ticket holders of a performance – go to the Events tab in the management dashboard and filter for the event. Click on the ID button, click on Dates, Times and Prices at the venue the audience you wish to email is attending, click on the performance Details… button and click Email Attendees. You can message  all audience members and add an attachment here if needed.

Using the door tool

When you are ready to share the door tool with front of house staff so they can check in attendees – go to the Events tab in the management dashboard and filter for the event. Click on the ID button, click on Dates, Times and Prices at the venue the audience you wish to check in is attending, click on the performance Details… button and click Door Tool. You will see this pop-up:

First, stop sales a suitable time before the performance begins. This will prevent any more tickets being sold through the Festival’s online box office and ensure you or your venue know how many tickets you or your venue have available to sell on the door. Sales will normally be stopped automatically 10 minutes after the start time of your performance.

Second – admitting the audience – You or your venue should always check audience members have a valid ticket. In some regions, it is a legal requirement to know how many people are in the audience at any time. Eventotron’s door list and checkin tool can help you with this.

There are three options to launch the door list and check-in tool:

1. Click Go! To open the door list and check-in tool on your desktop
2. Scan the code to launch the door tool on your smartphone
3. Email your front of house staff with a link (input email addresses with commas between)

Once the door list and checkin tool is launched you will see this:

Agree to the terms and conditions

You can activate QR reader to scan people’s tickets and automatically check them in.

You can print the doorlist

You can search the list by name or ticket ID number and hit Check-in next to the attendees details

The list automatically refreshes every 60 seconds, but you can hit refresh list if you need to.

Artist ticket sales view

To allow artists / event managers to see their ticket sales, the Venue Finder must be visible in Info Collection. The artist will see their sales in the same way as the festival/season manager – in Dates, Times and Prices. Here is the artist’s view:

If the ticket buyer consents to the artist receiving their information the name and email address field will be populated. If not then the personal information of the ticket buyer will not be available for the artist to view. (You can override this and choose to always show audience contact details to artists in SSBO – Box Office tab, Options flip Always show audience contact details to artists to YES. Do be aware of data protection laws when enabling this).

How to… Run Ticket Sales Reports

You can run detailed reports in Ticket Sales Reports in the Box Office – SSBO tab.

There is a graph indicating sales over time and an overall sales summary with breakdown of booking fees etc at the top of the page.

In the left column you can build reports

You have the option to include or exclude refunds / cancellations or just display refunds/cancellations

Choose the results to display (you can change the order using drag and drop)

You can filter on Ticket Type, Ticket Names, Purchase date, Performance date, Venues and Events

Once you have built your report you can save it (click the save button)

Give the report a title

Add in a description

You can choose to schedule the report if needed – to run daily, weekly, or custom

If you choose to schedule the report – it’ll give the option to select a time for it to run

Choose the dates you’d like to schedule the report to run

You can enter email addresses for the report to be sent to at the scheduled date/time

You can use the Download button to download any report to csv

Click on the four arrow button to expand the table view

How to… Run Customer Reports

To run reports on your customers – go to Customer Reports in the Box Office – SSBO tab

You can add new customers by clicking the plus button – this is to record and tag customers who have not yet bought tickets. The new customer will not be automatically notified.

You can filter on any of the information you collect from customers during the purchasing process. For example: name, email, phone number or post/zip code

To look at a customer’s details, click on the name:

You can tag the customer, edit customer details, add credits or promocodes, see their ticket buying history under tickets (and issue refunds or changes from here), see add-ons/merch purchases and messages (new feature coming soon)

Get access code is for use when you require customers to log into your website to make purchases / manage their own account. If there is an issue you need to check, you log in as the customer using the get access code

To see which customers have opted into your mailing list – use the quick filter Only show opted-in

You can report on customers across all your seasons/festivals in Eventotron

You can report on tags and apply tags to customers:

You can report on Purchase date, Performance date, Audience Questions, and by Event

To save a report you do regularly, click save

Give the report a title

Add in a description

You can choose to schedule the report if needed – to run daily, weekly, or custom

If you choose to schedule the report – it’ll give the option to select a time for it to run

Choose the dates you’d like to schedule the report to run

You can enter email addresses for the report to be sent to at the scheduled date/time

To return to your saved report, select it in the dropdown under Saved Reports:

Click download to download your report to csv.

You can add tags to customers using the tag button

How to… Manage gift vouchers

If you are selling gift vouchers, you need to set these up in the Add-ons & Merch tab. Here’s an example:

Once you have started to sell gift vouchers – you can track transactions, credit and usage in the Vouchers tab:

How to… Track Donations

If you are taking donations as part of the ticket purchasing process (set this up in Options – Donations) you can see the total and a breakdown of all donations made in the Donations button in the Box Office – SSBO tab:

You can filter this and export to CSV

The post Using Super Simple Box Office appeared first on Eventotron.

First of all – if you would like to use the Front of House tool (there is a simpler version called the Door Tool which is suited to smaller seasons and festivals) request Eventotron switch it on for you. You also need to have the Portals feature activated.

You will now see Portals and FOH tool tabs in your management dashboard.

Go to Portals. Create a new Portal.

Give the portal a name (FOH Tool for example)

Give it a description

Select an Event image from the dropdown (this will show all the images you have collected in your Info Collection)

Allow applications: – select this if you want signed in Eventotron users to be able to apply to access the portal (this is not necessary for the FOH tool)

Status – set the status of the portal as Active

Deadline – enter a deadline for portal use if applicable (leave blank in this instance)

Email for Ticket Requests – enter an email address here if you are taking ticket requests via the portal (leave blank in this instance)

Date filter – select if you want to allow portal users to filter on performance date

If date filter is selected you can add a First event filter (choose a field from your info collection in the dropdown) for example: genre

Second event filter – if you want a second way to filter events select the field from the dropdown

Save options

Click on the Template section

Here you add the event fields from your Info Collection that you think it would be helpful/necessary for FOH staff to be able to refer to when checking people into a performance.

Eg:

The main image for the event

Website copy

Interval (if you have collected this information in your forms)

Any content warnings

Age Suitability

Here’s a simpler example:

Click the Event section

You can choose whether to automatically add events to the portal or if you want to add them manually.

If you choose to automatically add events – you will see options to add events in application, registration or finalised and any additional criteria (for example, you might want to include Display on Website – YES as additional criteria):

Alternatively you can choose to manually add events by selecting them

Click on the User section

Here you can follow the link to see what information is being pulled through the portal. For the FOH tool there is no need to add users to the portal:

Once you are happy all the correct information and events are appearing in your FOH Tool portal – it’s time to set up the FOH tool.

Go to the FOH Tool tab in the management dashboard

In Set Up

Enter a short introduction for your FOH staff

Under Front of House event details choose the FOH Portal you just created

Under Front of House event image choose an image from your forms (landscape works best)

Tags to highlight

If you have tagged your customers, these tags will appear here, select any that you wish to highlight to your FOH staff (for eg: press, VIPs, members). You can select them to appear on either or both the performance list and/or the performance page:

Audience Questions to Highlight

If you have asked audience questions (in Audience Questions under the Box Office – SSBO tab) you can select those which you want you FOH staff to see the answers to. For eg: Do you have any access requirements? You can have the answer appear on the performance page, performance listing and the customer page and you can give it a short label – Access for example:

Ticket Types to highlight

Here you can select ticket types you want to highlight for your FOH staff – you can choose to have them appear on the performance list or the performance page

Users section

Specify which users have access to the Front of House Tool. If users do not have an Eventotron account, they will be prompted to create one when they use the Front of House Tool. Front of House users do not have access to the rest of your festival or season in Eventotron unless you have specifically added them to your company.

Here you add the users of the FOH tool, so all your FOH staff or any venue managers that need to have access:

You can choose to either give the user access to all venues or selected venues

Once you have granted them access, please direct your team members to eventotron.com/foh for access to the Front of House tool. Users may log in with their Eventotron accounts if they have them – otherwise they will be emailed a simple access code.

Messages – this section is under construction – coming soon!

That’s how to set up the FOH Tool – to see it in action, watch our Introduction to Super Simple Box Office (FOH tool is 39:28mins in):

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