Data Migration Check List and Required Fields

In this article, we'll look migrating data into Ticketsolve from a different supplier. 

There is a lot of things to think about when migrating data into Ticketsolve.

The aim of this article is to help you gather all the information you may need to send to us. 

There are certain fields that Ticketsolve requires in order to migrate your data from your legacy system.   

In this article, we’ll look at the different sections of the migration process and the fields you will need to supply to us to ensure a smooth and efficient migration.

When we migrate sales information you will be able to see

• The customer who purchased the tickets
• The name of the event
• The date and time of the Event
• The number of tickets purchased for the event
• The monetary value of those tickets
• The price type  (Full, Concession, Comp etc) the ticket was sold as

You will not be able to see 

• The date the order was created your old system
• The payment method used to purchase the tickets
  • We use a 'Cash' payment to mark the migrated orders as paid in Ticketsolve.
• The full audit of the transaction
  • You will see the latest 'state' of the order.  (Eg no refunds will show  only sold/reserved tickets)

Data from your Legacy system

Fields required to create Shows and Events

• Show Name
• Event ID
  • This can be derived by concatenating ShowName + Event Date + Event Time 
• Event Date and Time
  • Format = dd-mm-yy hh:mm
• Program Name (optional but important)
  • EG Financial Year / Season the event appeared in
• Production Company (optional)
• Event Comment (optional)
• Event Duration (optional)
• Event Category (optional)
  • EG Type of event : Drama / Dance / Music
• Show Tags (optional)
  • EG Any additional flags to identify specific shows/events
• Taxed
  • Are you calculating TAX in Ticketsolve?
• Event Tags
  • EG Any additional flags to identify specific shows/events

Fields required for Sales

• Sales ID
• Event ID
• Ticket Price Name
• Ticket price
• Section
  • EG Stalls, Circle, Nave
• Seats  (Row and Seat number)
  • Format required = A:1, A:2, A3 etc
  • CSV file should contain 1 row per seat
    
    • Row 1 = Stalls  A:1
    • Row 2 = Stalls A:2  etc
• Fees
  • Per Transaction / Per Ticket?
  • Amount
  • Hidden or Inside?
• Customer ID
  • This will allow us to identify which customer have which sales
• Order Notes / Comments

Fields required to create Customer Records

• Customer Number / UserId
• Salutation
• First Name
• Last Name
• Phone
• Mobile
• Email
• Address line 1
• Address line 2
• City
• Post Code
• Region
• Country
• opt_in_email
• op_in_mail
• customer tags
  • VIP
  • Staff
  • Board Member
  • Volunteer etc etc

Checks

We've put together a checklist of things that you may wish to consider checking.  This list may not include everything relevant to your organisation so Its really important to make sure specific items for you are added to the list 

Customer data

All contact fields supplied and mapped to where they will display in Ticketsolve

Customers current Data protection status

Sales Data

Before we migrate any sales data, we will provide you with a Sale Summary report of each event.  This needs to be checked against a similar Sales report in your legacy system to ensure the figures match.

If there are any ticket reservations for future events, please ensure that these are clearly highlighted.

Venue Sections/Rows/Seats

Make sure that the Section, row and seats in Ticketsolve either match your legacy system of there is a mapping document so everyone understands what goes where!

EG you have a section called Stalls in your legacy system and we make sure we call it Stalls in Ticketsolve OR you have a section called 'Downstairs' in your legacy system and you wish to call it 'Stalls' in Ticketsolve.

Any seats that are held from sale  (house seats, technical seat kills, wheelchair positions etc) are clearly identified and replicated in Ticketsolve.