About events in TicketCo
Lets start with some general information about events created in TicketCo. An event in TicketCo normally represents a festival, a concert, a sports match or a show. Depending on the type of the event your are running you might want to create one or more events in TicketCo. For example, a festival with concerts in multiple locations might want to create one event per. concert.
Once you create your event you can either save it as a draft and publish it later or you can publish it straight away. Once you've created your event you can always go back and change the details if needed.
When an event is published the event will immediately go live both on our site, and in the TicketCo Organiser app (that you can use for box office sales). Making sure you get everything right is important as we do not review your events (unless you ask us to).
Logging into the TicketCo admin pages
Once you have signed up to use TicketCo you'll get an email containing a link. Click on this link to confirm your email address and to activate your account. You will get to create your own password on the page.
Once you've done this simply go to ticketco.events, select your country and then click "Admin?" in the top right corner. Enter your username and password to sign in to the admin pages.
If you experience any issues logging in please get in touch.
Creating your event
Once signed in to the admin pages feel free to have a look around. When you are ready to create your event click Events in the top menu.
Here you'll see all your events. You can also filter your events based on All events, Upcoming events, Ended and Drafts (unpublished) events.
To create a new event we need to do three things:
- Create the event
- Add your ticket types
- Publish the event
Lets get started by clicking the Create New Event button.
1 - Creating the event
The first thing you need to do is to fill in your event details. Below is a description of which fields are required and an explanation of what information you would typically need to enter into them.
The title field is the name of your event. This will be the top heading on your event page and will also be prominently displayed on every ticket distributed to a ticket buyer.
Make the event private
This field is not required. If you check this box the event will be created as a private event. This means that the event will not be listed anywhere public. The only way to access a private event is to have the direct link sent to you.
This is normally used for events you do not want the public to see, such as events for employees or sponsors.
This field is not required. Click the images box to select an image to display on your event page. This is the main image for your event and will be displayed when you share the link for your event on Facebook. If you want to add multiple images please use the the description box below.
This is the body text of your event pages. This is where you would enter a description of the event, a festival line up or other practical information regarding your event. Keeping it short and sweet is generally recommended.
You can also embed more images and videos using the toolbar.
This field is not required. This field is typically used to communicate age restrictions or other requirements the ticket buyer needs to meet for their ticket to be valid.
This field is not required. Here you can enter any form of wavier you have. The typical example here is "Tickets are non-refundable". (This is already in the TicketCo terms of service but if you enter it here it is very visible to the ticket buyer).
Event path [Required]
This is the link (URL) your customers go to purchase tickets for this event. The first part of the URL is static and can not be changed. The last part of the URL is automatically generated from the event title. If you want to you can change the last part of the URL here to make it easier to remember.
If you make any changes to the URL make sure not to use symbols such as "! ? / &" and do not include any spaces in the URL. The only accepted characters are letters A-Z and numbers 0-9.
Post purchase message
This field is not required. The text you enter into this field is a small messages that pops up after someone has purchased a ticket. It is fairly small message so do not put important information here. A good example would be "Thank you for your purchase! We are looking forward to seeing you at the event".
Start date [Required]
This is the start date and time of your event. This will be displayed on the event page and on the tickets as the time the event starts.
End date [Required]
This is the end date and time of your event and will displayed on the event page and on the tickets.
IMPORTANT - After this date and time all tickets for this event will no longer be valid and will produce an error message when scanned.
Here you select a category for the event. This decides which category we will list your event under on our public facing pages.
This field is not required. Here you can tag your event with keywords. These keywords will be searchable on our public facing pages. For example if you enter "football" as a keyword your event will be displayed when someone searched for "football" on our site.
This field is not required. If needed you can enter a short description on how to get to the correct location here. Usually this is not needed.
This field is the name of the venue or location where the event takes place. Examples are "Kingfield Stadium" or "Junkyard Golf Club London". The location will be displayed on all tickets for the event.
Street Address [Required]
This is the actual address where the event takes place. You can also use general areas such as "London" or "Mayfair". The address will be displayed on all tickets for the event.
When you have entered all the information above you can scroll back to the top of the page and click Save. If there are any issues with the information you have entered you should see an error messages telling you which fields needs to be changed.
If there are no issues your event is now saved as a draft and you should see a green confirmation message. You will also see some new options for your event.
2- Adding your ticket types
After your have saved your event as a draft you need to create your ticket types. You do this by clicking the meny item labeled Ticket types.
Ticket types (also known as ticket categories) are the different types of tickets you want to sell. Normal examples would include but are not limited to:
- Free (Guest)
All of which may have different prices, number of tickets available and other defining features.
In addition to Ticket Types, you also need to set up one or more capacities.
You can look at capacities as a limit to how many tickets you can sell. For examples if you have a max capacity of 1000 people attending your event you would create a capacity of 1000 tickets and add your different ticket types into this capacity. This means that no matter how you set up your ticket types you will never sell more than 1000 tickets.
(You can also create multiple capacities for a single event. More on this later.)
Lets take a look at how to set up that specific example:
Step 1 - Create a capacity
Start by clicking the "add something" link inside the Ticket Types tab of your event.
Step 2 - Enter capacity details
Capacity Name [Required]
This is the name of the capacity. The capacity name is only visible to you inside the admin pages. We recommend you name it "Tickets" or "Tickets Friday" depending on what type of event you are setting up.
Total available tickets [Required]
This is the total amount of tickets you want to sell (for this capacity).
Step 3 - Click Create.
You have now created a capacity for your event. It's now time to add your ticket types.
Step 4 - Create a ticket type
Start by clicking "Create New Ticket Type".
This is the title of the ticket type. This will be displayed on on the event page and also on the ticket itself.
This is the category of the ticket or item you are selling. This category can usually be left as "Ticket" depending on what you are selling.
This field is not required. If you are using TicketCo to sell merch or other physical items your might want to add a image of the item you are selling. This images will be displayed on the event page so that the ticket buyer can see what they are buying.
This field is not required. This field can be used to differentiate similar ticket types, explain the service provided by the ticket or to explain who can use the ticket. In the example above for example we have used this field to explain the age restriction of the Child ticket.
For adult tickets or if you only have one ticket category this field is usually not needed.
How to use the item
This field is not required. This field is only shown on the ticket itself and is generally used to provide practical information on how to use the ticket if needed. The best examples of this is to provide information on where to exchange the ticket for a festival wristband. Usually this is not needed.
This field is not required and is only used for integrations with our API. You can safely skip this field.
End price customer [Required]
This is the price the customers pays when buying the ticket. In the example above we have set the end price to 10 and this will always be the price the customers pays.
Your ticket fee [Required]
This field is not required. If you have set the price to 10 and enter 1 into the fee field the end price is still 10 but the end user will see that the total price of 10 includes a fee of 1. If you do not want to display a ticket fee leave this field at 0.
VAT % [Required]
Use this field to set the VAT rate of your ticket or the item you are selling. If you are unsure of which VAT level to use please consult with your accountant or bookkeeper.
TicketCo Fee [Static]
This field can not be changed. This field displays what TicketCo will charge you for each ticket sold of this type and is based on the End price customer field.
Max tickets [Required]
Here is where you set the total amount of ticket you want to sell of this type. Usually you would set this number to the same as the capacity total.
In this example we already set the capacity for the event to 1000 tickets. This means that you will never sell more than 1000 tickets for this event. You can however choose to limit each ticket type to a specific number. Say for example you wanted to sell 20 VIP tickets. These 20 tickets should still be deducted from the capacity of 1000 tickets. The way to do this would be to set "Max tickets" to 20. That way you you would only sell 20 tickets of the type VIP and all of them would be deducted from the capacity total of 1000.
Max tickets per order [Required]
Here you set the total amount of tickets (of this type) that can be purchased per order. If you set this to 10 then a person can only purchase 10 tickets per order.
Start of sales [Required]
This field sets when this ticket type will go on sale. The default is that the ticket type will go on sale as soon as the event is published.
Stop sales [Required]
This field decides when the sale of this ticket type stops. The default is that it stops whenever the event has ended (the date field you set on the event), but you can choose to stop sales earlier if desired.
Make upselling item
This field is not required. An upselling is an item that is only offered to someone who purchases one of your normal tickets. This can be used to upsell merch, food or hospitality. This is considered an advanced feature and you can read more about it here.
Add time validation
This field is not required. A ticket will normally be "valid" from the time it is purchased until the event has ended. If you enable this feature you can set a custom time for the ticket to be valid. We generally do not recommend using this setting unless you have specific need for it.
This setting is not required. With promo codes you can hide a ticket type for all ticket buyers unless they first enter a promo code. This can be used for promotional purposes or limiting access to a free ticket for only employees or volunteers. More on this here.
Sales channels [Required]
Here you can limit which channels a ticket type can be sold/bought in. For example if you remove the checkbox on "WEB" the ticket type will no longer be available to purchase online. This can be used to create ticket types available only for sale in your box office or vice versa.
Once you have entered all the information above and selected the correct settings you can click save. You should then see something like this:
Repeat the process above until you have added all the ticket types you need. Once you have finished, click save in the top right:
In this example we have only added a Child and Adult ticket type.
Working with multiple capacities
If you are selling tickets to multiple days or if you are selling merch, food or hospitality as separate ticket types your might want to create these ticket types in a separate capacity.
The reason for this is that you do not want every t-shirt sold to deduct from the capacity of tickets. If you are setting up a festival event you might want to create a capacity for every day of the festival so that a Friday ticket does not deduct from the Saturday tickets.
To do this simply save the tickets capacity (if you have not already done so) and click the Create new capacity button. Then repeat the process above until you have added all your items.
Feel free to consult with us on how to set up your event.
3 - Publishing the event
Once you have set up all your ticket types its time to review your event. To do this simply go to the Event details tab inside your event and click preview.
If everything looks good you can go back to the Event details tab and click publish. You'll find the link to your newly published event left of the publish button.