Reservations?

We get this question a lot. "How do I enter reservations into the system?" The short answer is you are not supposed to and we discourage doing this moving forward. However, since the old system allowed for reservations, we have built a work around into the system to allow for 'reservations'. There is a major caveat that you MUST follow.

First, how to enter a reservation.

The best way is to use the 'Enter/Review' sales functionality available in the Event Details screens. Click on the event in question, click 'View Event Roster', then click 'Review/Enter Sales.' From there, you can enter a pre-sale by completing the bottom row, clicking 'Add Row' and then clicking Save Changes. The system is going to require a first and last name, a phone number with an area code, a quantity, an amount, and a description. 

Now, the caveat:

Please note that the new system is not designed to be a reservation system. The resultant sales reports will expect any 'sale' entered manually to have a corresponding transaction somewhere. If a 'reservation' fails to show, you will need to reconcile your event roster by making that 'sale' a $0, 0 ticket sale using the same process and editing the transaction. This action must be performed within 7 days of every event. Failure to do so will result in mismatching reports, questions from corporate and a lot of work later. 

What is a list? When do I need to use them?

To make the art database more usable, we have built in the ability to organize art using lists. Lists are collections of art you can customize. Only your location can see your lists. 

You must use lists to add any art to your events. Simply go to the Art Management page and create a list. Add the art you wish to use to the list. Once in your Event Calendar, click Add Art and chose the list you wish to use. You will see all of art you have added to the list. Select the correct art work and you are done. This article explains adding art in more detail. 

Is my old data lost?

No, it is not. We have backed up your old data. We have also transferred all of your event and sales data concerning events dated after August 1, 2015. You should see it in your event calendar and related event details now. In some cases, you will need to edit your events to make them work with the new system.

Importantly, you will need to connect the art to be used at each event using the Art Management capability. This is due to the inclusion of an art database. For more information, see the Art Management page