What is the GDPR?

The General Data Protection Regulation (GDPR) is a European data regulation designed to protect the privacy of EU citizens. It is effective from 25 May 2018 and aims to simplify the regulatory environment for business so both citizens and businesses in the European Union can fully benefit from the digital economy.

Ticketbooth’s GDPR Compliance

In line with our commitment to GDPR compliance, we have reviewed, updated and modified many of our internal practices and policies to ensure we meet GDPR requirements. This included updating our Privacy Policy to ensure complete transparency of how we collect, use and protect ticket buyer’s data, as well as ensuring that explicit consent for accepting this policy is present within the ticket purchase process.

I don’t run events in Europe, why does this affect me?

The GDPR impacts everyone who sells or provides products/services to an EU citizen. So although your event may take place outside of Europe, and you may not target European citizens as part of your marketing; if it is possible for an EU citizen to purchase a ticket for your event, you (and your ticketing provider!) need to be compliant with the GDPR. Rest assured, the way that Ticketbooth handles your customer’s information is in line with the new regulations.

What do I need to do at my end?

Although we handle the process of customer’s giving consent during the ticket purchase process, as well as how Ticketbooth protects and uses the data; it is your responsibility to ensure that the way in which you store customer data that you have downloaded from the Ticketbooth system is compliant with the GDPR. Ticketbooth is not responsible for any data breaches that occur once you have downloaded customer data from your account.

I am unsure whether I am GDPR compliant – what should I do?

If you are unsure whether the way you are storing and using data is in line with the new regulations, we recommend that you do not download your customer information from your Ticketbooth account. By storing your customer data only within your Ticketbooth account, you can be confident that it is being held in line with GDPR regulations.

If you need to contact your customers via email, you can do so via your Ticketbooth account.

If you have any further questions about the GDPR and how this affects you and your events, please don’t hesitate to contact us.

Welcome to New Event Creation!

We have gathered your feedback and taken the time to develop a brand new process for the most fundamental part of our system: setting up a new event! All of the core features you need are still intact, but we’ve rearranged and streamlined each step resulting in a faster and easier way to create your events. First, let’s take a look at what’s new.

What’s New?

The event creation process has undergone a series of changes, including the rearrangement of some tools and settings, as well as the introduction of new ones that were previously found in other areas of the Admin.

• More pages, fewer lists.
• Automatic URL recommendations.
• Privacy settings.
• Venue lookup.
• Easier bundle creation.
• Custom questions.
• Templates assignments
• New tooltip styles.

We’ll cover these in more detail as we walk through the process.

Step 1: Details

Enter a name and URL

1.  Enter the name of your event.
2. Enter your event page URL – Use what’s suggested or enter your own

The Event URL field generates a recommended URL based on your event’s name. We’ll automatically check it against our database to make sure your URL is unique.

You can also just enter your own unique URL. (This field serves the same purpose as URL Short Name in the old event creation process)

Select the event’s date and time

1. Determine when the event will start.

Click the calendar field in the Event Starts section and select a date and time for the event to begin.

2. (Optional:) Specify event end date/time

When you select this option. and you will be presented with a date/time picker to specify when the event will end.

3. (Optional:) Adjust the date range for which online tickets will be on sale.

By default, your tickets will be available for purchase as soon as the event is launched, and will cease to be available 30 minutes before the event’s start time.

Create a new venue

1. Select Add Venue and search for your venue.

(Tip: If you already have venues created, just select one from the dropdown. You may want to verify that the information is correct.)

Enter the name of the venue where your event will take place. This field will automatically query Google Places’ database to locate potential matches. If your venue appears, select it, and the venue’s information will automatically appear in the venue editor.

If you can’t find your venue, you can choose the Add Venue Manually option.

2. Enter or edit the address info.

Glance through your venue’s information to verify its accuracy. You can edit any of these fields, even if they were pre-populated by Google Places.

3. Enter the venue’s capacity.

Enter the venue’s capacity. This capacity can serve as an optional inventory limit for any events at this venue — however, events can always have their own unique capacities, or inventory limits.

Complete the basic event details

1. Select a category for the event.

Click the dropdown and select from the available categories. This category determines how your event is indexed in our website’s search engine.

2. Select a messaging style for the event.

Specify whether the event is a ticketed event or a registration event. This option affects some of the messaging your customers will see in the checkout process (e.g., “Buy Tickets” or “Register”).

3. (Optional:) Set age restrictions.

Click the dropdown and select from the available age limits. You can also set a custom age limit by clicking Other and entering a short note about the age limit.

4. Adjust privacy settings.

Check or uncheck these boxes based on your event’s needs.

Hide from Ticketbooth search results prevents your event from appearing as a result in our website’s search engine.

Hide event on seller homepage removes your event from your seller homepage (i.e. your account’s main event calendar).

Hide event from major search engine indexing will block your event from being indexed by sites like Google and Bing. (Please note: Because of the way these search engines crawl websites, this setting is not instantaneous. For example, if you uncheck this and launch your event, and then you check the setting later, there is no guarantee if or when your event will be removed from Google.)

For more information about the event creation process please refer to following help articles

Creating a Single Event
Creating An Event Series
Where is the link to my event page?

Step 2: Inventory

Determine the event inventory limits

1. Select whether to set capacity for the event or use the venue’s default capacity.

Click the Capacity Settings dropdown to choose between the venue’s default capacity and a new custom capacity for the entire event. If you select Enter Event Capacity, enter the event’s total capacity in the field provided.

2. Enter the ticket limit per order.

Enter a number in the Max Tickets per Transaction field to determine the maximum number of tickets that can be included in a single order.

Create a price level

1. Enter the price level’s name and description.

Enter the customer-facing name of this price level, or set of tickets. You can also add a description of the price level to inform customers what they are purchasing, but this description is optional.

2. (Optional:) Select a ticket type.

Click the dropdown and choose between Fixed Price tickets and Pay What You Want tickets. Fixed Price tickets are traditionally priced at a certain amount, while PWYW tickets allow the customer to pay any amount over the minimum price.

If you select PWYW, you will set a minimum price that customers must pay per ticket, as well as a suggested price which will appear as the recommendation for this price level.

3. Enter the total number of tickets available for this price level.

Enter the maximum inventory of tickets in this price level.

4. (Optional:) Set a minimum number of tickets required per order.

Enter a minimum number of tickets that must be purchased for this price level in every order placed for this event.

In other words, customers will have to purchase at least this number of tickets in this price level to attend your event.

5. (Optional:) Set a maximum number of tickets allowed per order.

Enter the maximum limit of tickets for this price level that can be purchased in a single order.

6. Set the price.

Enter the price level’s face value for online sales and box office sales.

(Optional:) Add products to the event

1. Select the product.

Click the dropdown and select your product from the available items.

2. Set a price.

Enter a price for the item. The item’s default price (based on the product’s settings) is displayed as a recommendation.

3. Determine where the product will be available for purchase.

Check the boxes to determine where the product will appear during the checkout process. (You can also determine whether the product appears in the box office.)

(Optional:) Add bundled tickets or products to the event

1. Enter the name and description of the bundle.

Enter a customer-facing name and short description of what will be included in the bundle.

2. Enter the total number of bundles available.

Enter the maximum inventory of bundles that will be available.

3. (Optional:) Enter the maximum number of bundles allowed per order.

Set a limit on the amount of bundles that can be included in a single order.

4. (Optional:) Ask customers for names on each ticket.

Enable the Multiple Ticket Holders setting to ask customers to provide names for each ticket, rather than just a single customer’s name for all tickets in the bundle.

5. Determine what to include in each bundle.

Click the inventory dropdowns for all price levels and products available for this event to add and remove tickets and/or products for the bundle. As you make selections, the tool will update to reflect your decisions.

6. Set a price for the bundle.

Enter the bundle’s price for online sales and box office sales.

For more information about the event creation process please refer to following help articles

Creating a Single Event
Creating An Event Series
Creating A Bundle
Editing A Bundle
Updating Ticket Price Levels
How to Schedule Price Status Change
Creating a Hidden Ticket Level
Change/Set How Many Tickets A Customer Can Buy Of A Particular Price Level
Add Product

Step 3: Checkout

Adjust delivery methods

1. Select which delivery methods you want to offer.

Click the toggle buttons to add or remove different delivery methods.

2. (Optional:) Enter customized descriptions for your delivery methods.

Click the pencil icon to edit the descriptions for any active delivery methods.

(Optional:) Add custom checkout questions

1. Add an existing question.

Click Add Question to open a field that includes all of your previously created custom questions. Select any of your questions to include in your order. You can adjust the question’s settings right from this menu. Once the event is launched, this question will be applied to the event’s checkout process.

2. Create a new question.

You can also add new questions during the event creation process too! Enter the basic details of the question and determine how often it will be asked on this event. Once you launch the event, you’ll be able to edit the question and apply it to other events in the Questions menu.

(Optional:) Collect names on each ticket

1. Ask customers for names on each ticket.

Enable the Do you want to ask for customer names for each ticket? setting to ask customers to provide names for each ticket, rather than just a single customer’s name for all tickets in the order.

Complete the checkout settings

1. (Optional:) Set a time limit for customers to check out.

Click the dropdown and select a time limit (in minutes) that customers will have to purchase tickets. (The timer starts when customer adds tickets to their cart on the event listing and clicks Buy Tickets/Register.)

2. (Optional:) Enter a custom note for print-at-home tickets.

Include a brief note that will appear on all print-at-home tickets.

3. (Optional:) Add a custom fee.

Enable the Custom Fee option to open a new menu, which allows you to customize the parameters of the fee.

You’ll need to enter a name (which will be customer-facing), as well as the amount of the fee. The fee can be a fixed amount, or it can be based on a percentage of the order total. This fee will be applied to all orders placed for the event.

4. (Optional:) Add a field to the checkout for collecting donations.

Enable the Donations option to add a field to the checkout process which will allow customers to add additional money to their purchase. The primary intent of this field is to collect donations, and you can specify the name of the organization for which these extra funds will be reserved.

For more information about the event creation process please refer to following help articles

Creating a Single Event
Creating An Event Series
Request Each Ticket Holder Name
Change your Event Settings (Advanced)

Step 4: Listing

Enter the event summary

1. Enter a detailed description of the event.

Use custom HTML or the rich text editor tools in this box to create a detailed summary of your event. Many users include details about performers, speaker schedules, important parking or venue information, and other essentials. However, you can also embed photos, videos, and other lighter items to make your event listing more fun and engaging. The space is yours to use as you see fit!

2. Add an event thumbnail.

Upload an image to serve as your event thumbnail. This thumbnail will be the small image that identifies your event in our website’s search engine.

Select a template for the listing

1. Choose from your existing templates.

Now you’ll see an array of all of the templates you’ve created. Click the template you want to use for this event, and it will be automatically applied when you launch the event.

Don’t have any templates that fit well? Just select one for now, and then visit the Templates editor in the Manage section and create a new one! You can apply your new template at any time.

Review and launch the event

Finally, your event is ready to launch.

After you have completed the final step, you will be returned to the Event Overview. When you’re ready, click to launch your event!

(You can revisit and edit any of the previous steps by moving your cursor over the Edit menu in the top left and selecting the page you wish to revisit.)

Advanced Settings

In addition to the standard event creation steps, there are several advanced settings that control wide range of optional functions including general messaging, reminder emails, analytics tracking, listing page setting and more. 

To access these settings, first return to the Event Overview page. Then hover over the Edit button on the top right of the page. You will see Advanced Settings listed as the last option.

Account owners can set a default to these Advanced Settings in the Organisation Settings section, under “My Account”

For more information about the event creation process please refer to following help articles

Creating a Single Event
Creating An Event Series
Add Youtube Video To Event Description
Adding An Event Poster To Your Event Page
How do I update my event details / description?
Allowed HTML Characters For Event Description

 

You may also find the below articles relevant.

• Daily Sales Report – Automatic
• Summary Export
• Accessing Your Event Audit

REPORT CONFIGURATION

The new report builder consists of two primary pages: the report configuration, and the report viewer.

After you’ve selected a report preset from the Reports Overview, it’s time to prepare the basic information about your report on the configuration step, displayed as a window on a new page.

In this step, select the event(s) and date range on which you want to build your report.

1. The report type, preset title, and description are displayed at the top of the window.

2. Click Select Events to determine which events to include in your report. a. If you want to select all of your
events, simply skip this step.

3. Scroll through your events using the event selection tool, or enter your events into the search field
provided.
a. Set a date range filter, or filter by all events, upcoming events, or past events

4.  Click Select to add an event to your selection.

a. Click Select All to add all events on the page.

b. For an event series, click Select Events on the event series block to expand a list of all individual events within that series. Alternatively, you can click Select All within the series to add all events within a series at once.

5. Select your date range.
a. Use the fields provided to select a date/time range for the report.
b. Leave the date range blank to run an all-time report.

c. Adjust the time zone using the dropdown menu provided. (By default, your local timezone will be selected.)

d. The date range options vary based on the report type.
i. For example, the date range for a Tickets report includes tickets purchased within the range.
ii. Meanwhile the date range for a Customers report includes customers who were initially registered (typically
by making their first purchase with ShowClix) within the date range.

6. Click Continue to build the report!

REPORT CONFIGURATION

Now that you’ve set your configuration, your report is ready!

You’ll find the basic info about your report, including the title and description, in the top portion of the screen. The report itself appears in the middle-right of the page, with any totals available called out at the top of the report. Added report filters and groupings will also appear in colourful rows above your totals.

In the left toolbar, however, we provide a host of features to allow you to further customise the report beyond the initial preset, including filters, groupings, and more. Let’s take a look at those tools now.

Adding and Removing Columns

Whether you built a report from scratch or used a report preset, the report viewer will always display an initial set of columns when you load a new report.

• On the left, you will see a list of column categories. Within each category is a long list of available columns for this report type.
• Columns featured in your current report are highlighted in green with a checkmark.
  
• Click any column title to add it to the far-right of the report.
• Click a selected (green) column title to remove it from the report.
• Alternatively, you can mouse over a column to display a small tab for the column. Click the X to remove it.
• You can collapse column types for easier browsing, or you can use the column search field to find a specific column.
• On the report viewer itself, click and drag column headers to rearrange them

In addition to the columns themselves, the left toolbar provides two other major tools organising your report: filters and groupings.

Adding Filters

Filters allow you to limit the information displayed in the report based on parameters you select. In other words, filtering results will only display rows that match your specific criteria.

To add a filter:

• Locate the Filters block in the left toolbar and click Add.

• Click the statement displayed to determine your match settings (i.e. whether you want results to match all of your conditions or any of your conditions).

• Click Add Filter and select a filter type.
        Your available options will be determined by the columns currently featured in your report type. (Available columns in the overall report will        vary based on your selected report type.)

• Complete your filter
  Click the dropdown to adjust your conditional statement.
  For predetermined fields like Payment Method, you will click a dropdown and select from the available options for that column.
• For open-ended fields like Name on Order, you will need to manually enter your filter.
• Click Save Changes

Your added filters will appear in a block above the report. To remove any current filters, locate the filter in this color block and click the adjacent X.

To edit filters, simply click the Filters block to see current filters, make adjustments, or add new filters.

Note: Alternatively, you can add a filter for a column by moving your cursor over the column header and clicking the filter (?) icon. Filters are not supported for all columns.

Adding Groupings

Groupings allow you to merge rows that share characteristics into a single row and automatically calculate the total for all numerical values.

For example, if you added a grouping for the Payment Method column in a Tickets report, you would see the total cost and total live tickets for each payment method.

Another example: Let’s say you wanted to know how many tickets sold on a given day. Add the Event Date column and then add a grouping for that same column. With this view, you would be able to see totals for each individual day when there were sales for your selected events

To add a grouping:

• Locate the Groupings section in the left toolbar and click Add.

• Click the Group rows by dropdown and select your preferred column.
  The list of available groupings is predetermined based on your report type
  Selecting a grouping column that is not already featured in your report will automatically add it to the report.

• Click Save Changes

Like filters, your groupings appear in a color block at the top of the report. Remove a grouping by clicking the X adjacent to its title.

You can also click the Groupings block to view or edit existing groupings. Click Clear Groupings in this menu to remove all groupings at once.

Note: Similar to filters, you can add groupings from the columns themselves as well. Move your cursor over a column and click the grouping (?) icon. Groupings are not supported for all columns.

EXPORTING, SAVING AND MORE

Now that you’ve constructed your perfect report, you’ll want to make sure you save or export it for future use.
You can choose to export the report immediately or save this configuration and return to the report later.

Exporting a Report

To export the report:

• Click Export CSV in the top right
• Your report download will begin immediately

Titling and Saving a Report

Before you save this report for later, you will want to give the report a name (and possibly a brief description).
To edit a report’s basic info:

• Click the pencil icon next to the report’s name.
• Enter a title for the report.
• (Optional:) Enter a description for the report in the field below the report’s name

To save your report configuration:

• Click Save to Your Reports.

• The report will be saved with this title
  If you make any additional changes after your initial save, simply click Save Changes to update your saved report with the adjustments.
• You can access this report later on the report manager.
  Any new sales, etc. that have occurred within the date range you selected will be reflected when you access the report in the future.

• If you make any changes to the report configuration, you can click Save New to save your changes as a new report configuration.

Large Reports and The Queue

If you’re running massive reports on huge amounts of customer, ticket, or sales data, you may encounter a prompt during the report set up process asking you to configure your report prior to running it.

We will be able to edit your report and then enter your email address so that you can receive a notification when your report is ready. Your report will appear in the Reports Queue section until ready!

• You may also find the below articles relevant.
  • Daily Sales Report – Automatic
  • Summary Export
  • Accessing Your Event Audit

When you visit the Reports section of your dashboard, you will find the Reports Overview page. This page provides several options (known as report presets) organised by report type. The page also lists your queued reports and saved reports.

REPORT TYPES

The different types of reports exist to guide you in a general direction to find the information you need. For example, if you’re trying to balance your accounts, you’ll probably want to check out the Financial Items reports. Looking for extensive details about all of your recent sales? Try the Orders reports.

We offer eight report types, as well as the Summary Exports section which can be accessed from this page. While many report types share columns, the selected report type will affect the available columns available, as well as the basic layout of the report (e.g., Tickets reports are based on tickets, Financial Items reports are based on the granular items that make up every transaction, etc.).

• TICKETS – Reports focused on granular ticket-level information
• ORDERS – Reports with extensive details about your orders (basically everything you’d find on an order
  details page!)
  
• FINANCIAL ITEMS – Specifically itemised reports of your financial info, including breakdowns of every items
  in every purchase transaction. Helpful for balancing your accounts!
• SCAN LOGS – Exhaustive ticket scan and check in/check out history for any selected events
• CUSTOMERS – Data on all of your customers
• PRODUCT SALES – Reports for analysing sales of your products, merchandise and non-ticket items
• PACKAGES – Reports for digging in to your event packages, conveniently itemised at the bundle level
• APPLICATION FORMS – Access all submissions of your application forms in a single report

REPORT PRESETS

Within each of the report types identified above, you’ll find a handful of report presets. These report presets open with a pre-built configuration of columns, filters, and groupings. Some examples include the following:

• ORDER DETAIL REPORT – List of all orders for selected event(s) and date range
• EVENT REVENUE SUMMARY – Summary of Ticket, Donation, and fee revenue by event
• TICKET COUNTS BY DATE – Count of Tickets sold by Date

Additionally, each report type has a basic report preset that allows you to build a report from scratch. This basic preset, called the [Report Type] Detail Report], is the first option in each tab on the page.

Move your cursor over a report preset and click the block to begin configuring your report. (Skip to BUILDING A NEW REPORT to learn more about report configurations and editing.)

SAVED REPORTS

The next section of the Reports Overview page is a table that houses all of your saved reports (as well as queued reports explained below). Each line lists basic info about each saved report and provides options to interact with them.

• STAR/FAVOURITE – Click the star icon to mark a report as a favorite. These starred reports will appear first
  in your list.
• NAME – The title of the report. Also includes your report description, if you created one
• AUTHOR – The user in your account who originally created the report
• LAST RUN – The most recent time you or another user in your account ran the report.
• RUN REPORT – Click this button to open the report.

Activating your ABN under your account is extremely important, you need an ABN to claim GST and must be done before you start selling.

Step 1: Sign into your admin account

Login to your sellers account under https://admin.ticketbooth.com.au/login. Once done select the cog in the top right of your Ticketbooth admin login, then open the Organization tab.

Step 2:

In the middle of the Organization page you will find a option called “Itemise GST”.

To add a ABN select “Yes”, fill in the relevant information and save the account information.

All done.

Once this has been done your ABN will be linked to your account. For further information and support please contact ticketbooth support at http://support.ticketbooth.com.au.