Things have changed...for the better
The new site uses an enterprise grade e-commerce engine to power your entire event process. This is quasi-techno-babble that means you now have a lot more functionality that works much more efficiently than before. This article will walk you through the Event Management screen and introduce you to some of the powerful tools at your disposal. Further articles and blog posts will expand on this kernel of knowledge to fully immerse you into the system.
This article assumes that you are familiar with Art Management, making lists, and working with art in the new system generally. If you have not completed that walk through, please read Working With Art before beginning this lesson.
The Event Calendar Screen
The Event Calendar is your one stop shop for all things event related. This screen allows you to create events, edit existing events, view event status, and generate several useful reports that can make your day-to-day operations more convenient.
The main focus of the Event Calendar screen is obviously the calendar itself. The calendar works very much like Google's Calendar. Major functions include the ability to sort your view of the calendar by month, week and day, clickable events, and buttons supporting the insertion of events.
Changing the Calendar View
You will find all of the sorting capabilities at the top of the calendar. Like with Google, simply clicking a button will move you around the calendar (i.e. changing months/weeks/days) and changing the view to Month/Week/Day mode.
Additionally, we have enabled a Toggle button at the top of the page that allows you to switch between a Calendar based view and a List based view. All functionality is available in either view. Importantly, the 'Print' functionality is tied to your current view.
Take a few minutes to familiarize yourself with moving around the calendar before moving on.
Viewing Event Details
The calendar is pre-populated with either sample events or, if you are performing this exercise after receiving access to your back-end, your currently scheduled events. All of these events are clickable. Clicking on an event gives you access to an entire suite of functions for event management. Click an event and note what you see.
[Screenshot of event detail view]
Add/Edit Event Screen
The Add/Edit Event Screen is organized into several sections. At the top of the page, the Event Data section gives you the ability to view and edit major elements of the event. Here you set the Event Name, Event Date, Event Type, Start and End times, and the Artist assigned to the event. Simply click the form elements to make changes. Each element will have a suitable data entry mechanism (drop down lists, date pickers, time pickers, etc.)
Additionally, you can insert or change the art to be painted by clicking the art. Clicking the art will present you the art selection screen. We will discuss this more below.
The Event Location Screen allows you to enter the location of the event. This is very useful if the event is being held outside of the studio, for example for On Wheels or Paint it Forward events. Importantly, the location information is included in all reports related to the event (i.e. website presentation, sales, tickets, class rosters, calendar printouts). This information should be entered for all events.
The Event Description is used to present additional information about the event to your customers. It is prominently displayed on the website to customers and should be used to sell your event and to communicate any information you want your customers to know.
Transition Tip: It is VERY likely that your existing descriptions need to be revised.
You can edit the description by simply clicking into the text box and entering your new description.
The Ticket Data section allows you to control the price and amount of tickets available for purchase. You can edit this information directly by clicking and making the change. Next to the Event Size box is a counter for the amount of tickets currently available.
On ticket prices - It is important to understand that changing the price of a ticket WILL NOT impact existing sales. The amount collected per sale and reflected on your sales reports is locked in when a sale is made. When you change the price of the event, this change will be reflected on your website immediately. This feature is enabled to allow you to change the price of events to promote additional sales or capture more revenue for popular events.
The Private Event Toggle
Making an event private is as simple as changing this toggle. Marking an event as private will immediately enable the private event functionality, more on this in a later article. [LINK]
The File Upload Section allows you to attach files to an event. For example, you can upload a private event contract. This functionality allows you to associate documents with an event so that they are available in a convenient and context relevant place.
To upload a file, select the Add Files button and browse to the file you wish to upload. Once you select the file, clicking the Start Upload button will complete the upload. You can delete uploaded files by clicking the delete button.
Saving Changes to the Event
At the bottom of the screen, you have options for deleting the event, close/cancelling changes, and saving changes. It is important to note that changes made on this screen will not be submitted to the database unless the Save Changes button is clicked.
Be careful with the Delete button. This button deletes the event and is unrecoverable. Should you accidentally delete an event, you will need to submit a support ticket to undo the deletion. Tread carefully.
Viewing the Event Roster
The final function is the View Event Roster button. Clicking this button allows you to see details about who has purchased tickets. Also, this screen is where you can reconcile your instore sales and refunds as part of your post-event process. The Post-Event article [Link] explains this functionality in detail. For more information on how to best use the Event Roster, check out our blog post in the Tips and Tricks Blog.
[Screenshot: The Event Roster]