Using Event templates to save time

This article will show you how to use Ticketsolve's Event templates feature. Event templates can save you time and help you create Events quickly and easily. If you have a standard auditorium or event set-up for most of your events, you can build standard Event set-ups in the system, with times, pricing and ticket allocations which can be used as templates. Then, when you create a new Event, you can simply use your template to quickly set up the Event.

 Ticketsolve Tip

Event templates copy across all Tags which can save time if you use specific Tags for Bundle discounts or Membership rules on repeat setups.

Create an Event template

While you can use an existing Event as a template, we recommend creating a dummy Show called 'Event Templates', containing all your templates. Even if you only have one template, using a dummy Show makes it easy to find templates and make updates if needed; otherwise, you will have to note down which Events are your template events. Within the 'Event Templates' Show, you can then create separate Runs for each template type, for example, a Run named 'Theatre', another named 'Live Gig', and another Run named 'Cabaret' etc. Within each Run, you can then create an Event template specifically for that type of Event.

Go to Manage > Shows

1. Create a Show called Event Templates (or a similar easily recognisable name).

template show.png

2. Create Runs for each type of Event you want templates for (e.g, Theatre, Live Gig, Cabaret, etc.)

runs template.png

3. In each Run, create an Event with all of the details you want included in your template. For the Event date, enter any date (as this is a template, you will be able to change the date, time etc. later).

 Important

Be sure to include all the relevant information in your template, including Allocations etc. Event templates are static, which means they are used only to create Events, so be sure to include all the Event details you need for the template. If you update the Event template at a later date, active Events using the Event template will not be automatically updated with the new template details (you will have to update those events manually). All Events created using the updated template will contain the new details.

4. On the Event page, add a Tag in the format, 'template: templatename' to the Event. In our example below the Tag is 'template:theatreseated' with 'theatreseated' being the Event template's name. The template name can be anything you choose (no spaces), but 'template:' must be added before it. 

5. Click the Update Event button to save.

Now all of the Event information with the 'template:name' Tag will be available as an Event template.

template event.png

6. Continue to create and set-up Event templates in each Run (e.g., Live Gig, Cabaret etc.) as required.

If you choose not to create a dummy Show for your Event templates, you will need to create a Show and an Event or use an existing Event and include the 'template:name' Tag. 

How to use Event templates

When creating Events, you can use the template that best suits your new Event.  

Go to Manage > Shows

1. Click the Add New + button.

2. Create a Show and fill in the fields as required.

3. Click Add New + to add a Run or click Default in the left column to select Default as the Run.

4. Click Add New + to create a new Event.

5. On the Event details page, click Use existing event template? and select the Event Template you want to use from the dropdown menu.

6. Select your Event date.

7. Then click Add Event.

event template.png

Now the Event is created, you can update or adjust any of the details you want, such as Start time, Pricing etc. 

Using_Event_Templates.gif

Viewing a list of Event templates

You can use the Report Sales summary (short) to see a list of Event templates using the Tags you created. To do this:

Go to Reports > Sales Reports

1. In the Filter sales report search box, search for and select Sales summary (short).

2. Select the Report format.

3. Enter the date range.

4. Click Save As or Generate Report.

Do not turn on the toggle Group by Show.

report event tag.png

Want to know more?

 

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