Organisation | Catalog | Events

Prerequisite: create a Season, at least one Activity, a Rate table and a Logical Configuration

Aim: create and manage your events

1. Create a new event: first basic settings
   a) General:  i. General
                      ii. Parameters
   
   
2. Create the performances
   b) Calendar
   
   
3. Important settings
   c) Activity profile
   d) Payment methods
   
   
4. Advanced menus
   e) Custom variables
   f)  Sub-groupings
   g) Charges table allocation
   h) Transport stops
   i)  Interface mappings
   j)  Ticket logos
   k) Access control synchronization
   
   
5. Validation
   
   
6. Filters and main screen buttons
   

     1. Create a new event: first basic settings

         Button allows to create a new event from scratch. First, it requires to select one Activity, among the list of the existing ones:

             a) General / General

Internal name (max 60 char.): name of your event as it will appear in SECUTIX screen (backoffice)

External name (max 60 char.): name of your event as it will appear to your clients (online, documents, tickets)

Short public name (max 15 char.): name of your event as it will appear online when accessed from a device with small resolution (smartphone...)

Public Description: it will be used by the ticketshop.
There will be as many descriptions as the numbers of external languages set at Institution | Initialization | Institution characteristics: if left empty, the Ticketshop will use the main language description.

Customization are possible on the inserted elements, including external content insert like images or video with the Source code button and the use of html codes.

Code (max 8 char.): STX code of the product. This code must be unique per entity (example: it's not possible to have the same code for two events, but possible for 1 rate table and 1 event)

Tax VAT: VAT rate that will be used for your event. To be selected among the dropdown elements. It cannot be changed afterwards.
See : Institution | Initialization | VAT Rates

Alert ratio (%): Threshold of remaining availability from which the event will be considered as with "limited availability".
This will trigger the availability color used on the ticketshop (it will become orange as soon as the level is reached) and display the Alert Quota message in the back office.

Ticket model: Ticket model that will be used for the event (applied for all the performances, if not overloaded at performance level)
Even if modifiable, if not set before sales start, all tickets already issued cannot be reprinted anyway.

Producer / Promoter / Partner: useful when using the producer portal. Producer contact (structure of type producer) can be linked to the product.
This contact will be able to access data related to this product in his producer portal.

Additional Producer / Promoter / Partner: useful when using the producer portal.
Additional producer contact (structure of type producer) can be linked to the product. This contact will be able to access data related to this product in his producer portal.

Invoice Producer / Promoter / Partner: useful when using the producer portal. This producer contact will be invoiced for the product.
The contact set in this field has no access to the producer data in the portal but can be the same as defined in the producer fields. Needs to be define even if the producer has been set.

Merchant Id: in case of split payment (installments), configuration of the merchant ID (instead of having it inherited from ePC)

SHA Key: related to the merchant ID, hash key to finalize the setup of the merchant ID

Allow ticket printing before seating: in the case of post seating, you can choose to still issue ticket even if no seat was allocated to the contact.
This means that you will need either to handle the seating on event day or to issue a new ticket (that will invalidate the initial one) once the seating applied.

Internet description URL: link to an external page that will appear behind the More Information link.
This link is displayed after the Public description on the ticketshop. It aims at directing people to a page where you would usually present the event. To be used with care as it takes users out of the funnel.

Questionnaire: it makes the event available for questionnaire

Include in shipment fee: for cases where shipment fees where set to be Per ticket, you can choose if the tickets of the competition you are creating will be applied the shipment fees or not.
This provide the flexibility to say that some products are not eligible for shipment fees. See Organization | Initialization | Shipment Fees

Remark: text field to insert comment. This will remain at back office level.

             b) General / Parameter

               Complement name (max 60 char.): text that will appear online between the name and the description.

Internal description: text field that can be used to insert particular comments that will remain on back office side.

Logo 1: (max size 1 Mb) image that will be used to illustrate the product. This image will appear on the landing page and on different pages of the ticket shop.
Depending on the setup of your landing page, you may want to pay attention to the ratio or to where you position the main element in your image. More info on A dynamic shop window

Audience type: usually kept on "All public". For organization handling specific events for Kids, setting Kid in there will trigger the indicator Children Product, allowing you to easily target purchaser of those products.
See: Standard indicators. Otherwise this information can also be used through the API to group products together for example.

Time tolerance: in hours and minutes, this field allows you to set the amount of time FROM the beginning of the performance until which you will still be able to sell ticket.
For example, a time tolerance set as 00:45 will result in having the match still available for sale up to 45 minutes after performance start.

Available titling: if set on "yes" it will trigger this information on the the sales context (right click > details on the seat) and on the ticketshop.
The linked Logical Configuration must have the visibility level set on the seats before it is linked to the performance (see next paragraph).

Language: if not empty, the value will be shown in Sales context while mouse hovering over the performance 

Minimum age: informative (internal)

Waiting list allowed: for cases where events are sold out, and if the waiting list is activated, web users will have the ability to enter their email and declare their interest in buying tickets

Online self exchange: it allows self exchange on the ticketshop

Season ticket authorized: to specify if the event is valid for a season ticket product (the event needs then to be selected during the configuration of at the season ticket level)

Tariff at which tickets belonging to a season ticket are resold on resale platform: when using SECUTIX resale platform, you can set that the resale of any tickets coming from the season ticket related to this competition will be resold at a particular tariff. The benefit there is usually to make sure that anyone coming on the resale platform can purchase any tickets available. And not have a scenario where a ticket coming from a child season ticket can only be purchased by a child. The reseller will only be refunded of the amount of his ticket within his season ticket, and the delta between this price and the price paid by the purchaser will be kept by you. This field will be active with a tariff drop-down only if you set the parameter Tarriff modified for subscriptions on yes in the Organization | Initialization | Sales Channels (| Points of sales | Internet parameter) where the point of sales is the one used for your resale platform.

Countermark accepted: the feature related to this field is not active anymore.

Ticket producer: this field tells SECUTIX whether or not a ticket has already been produced. If set on YES, then SECUTIX will NOT generate any ticket at the moment of the sale. The use case is when you handle event for third parties, and you have been given directly (thermal) tickets from this 3rd party. You can still set these events in SECUTIX and sell them from SECUTIX to keep track and be able to report, but the ticket itself will not be a ticket generated from SECUTIX. You will have to handle/send the tickets you received out of SECUTIX.

1st catalogue number of performances: the use case is mostly for Live Events. This feature allows you to setup the number you want to apply for your matches / performances. In France the VAT rate must change from the 141st performance. Thus this field allows to easily identify from when the VAT rate should be set differently.

Confirmation after reservation (days): when using reservations, this field give you the opportunity to have a deadline automatically set by SECUTIX, calculated in days after the reservation is created in the system. Note: the reservation will not automatically be cancelled once this date reached.

Confirmation before performance (days): when using reservations, this field give you the opportunity to have a deadline automatically set by SECUTIX, calculated in days before the first match included in the reservation. Note: the reservation will not automatically be cancelled once this date reached.

      2. Create the performances

  In Calendar menu you can create the event's performances.
 

On the top left of the screen you can select dates one by one or several together. Navigation buttons allow you to switch month and year.
You can select a date by clicking on it directly. Clicking on the head of the line will select the whole week, on the head of the column all the related days of the month, and clicking on the month will select all the month.

On the schedule part of the screen you can then set the start time of your events by entering it in the field "Time".
Depending on what you have selected, you will have tick boxes on days matching your selection.

It is possible to set several times and then adapt the day for which each of them apply. In the example below, performances on Monday, Wednesday, Saturday and Sunday will start at 21:00 while on Tuesday, Thursday and Friday it will be at 19:00. NB: if the box is ticked for 19:00 and 21:00 it means that there will be two performances in the same day of the week.

Add: this button is for mass creating schedule, mostly for cases where a same event occurs several times a day during lots of days. Probably not used much in a context of creating competition with matches.

Rate type: the rate type allows you to categorize your events. You will later be able to apply Charges for a rate type, meaning for all events sharing the same rate type.
This information can be used through APIs to group performances for example.

Site: site in which your performances will take place. This will determine the space and the logical configuration that will be available in the following menu. See Institution | Venue | Site

Space: space in which your performances will take place. This will determine the logical configuration that will be available in the following menu. See Institution | Venue | Space

Logical configuration: logical configuration that will be applied to the performances you are creating. See Organization | Venue | Logical Configurations

Remark: text field that will remain at back office level.

Opening time offset: in hours and minute prior to the start time, you can set up the opening time of the gates. This information can be used in ticket template and through the APIs.

Duration : expected duration of the match. This information can be used in ticket template and through the APIs. Mostly used in Live Events.
It's also shown on Sales context when mouse hovering over a performance:

Kind: as the rate type, the kind can be used to categorize matches. The kind is displayed on the match page of the ticketshop. In the example, Default is the match kind. The list of Kind can be modified from Institution | Initialization | List of values under the entity Performance

Number of breaks: number of breaks your matches will have. Mostly used in Live Events.

Exchangeable ticket: determine whether or not a ticket can be exchanged. If set on No, you will not be able to perform any Exchange/Cancellation on ticket for your matches.

Named ticket: there you can chose to force people to enter a beneficiary for every single ticket that will be generated (eticket, thermal ticket...). If set on No, it will be up to the user to add it or not, and ticket could be printed with no beneficiary set up.

Licence number: you can overload the licence number to apply it on the matches your creating. Mostly used in Live Events.

Logo: you can overload competition logo with a logo set at match level. When used, it is the image displayed on the ticketshop for the related match(es).

VAT: you can overload the vat to apply it on the matches your creating. Mostly used in Live Events.

    3. Important settings

           Among the other menus be sure to define, or review, accordingly:       

               c) Activity profile              

This is where you associate the set of rules regarding the selling of your performances. Among the rules, it will determine tariffs, seat category and sales periods in which the event will be available per sales channels.
See: Organization | Catalog | Activity Profile

d) Payment methods

From this menu, you can define payment methods that can be used to purchase this product.

The rule is as follow: it is the intersection of Point of Sales Payment Methods, Product Family Payment Methods (see: Institution | Initialization | Payment Methods) and Product Payment Methods.

Thus, if you associate no payment methods in this screen, SECUTIX will check for specific Payment Methods set at Product Family level. If none, it means that any Payment methods available on the point of sales will be usable for the product. The payment method you associate at product level must be available at least on the point of sales. Otherwise nothing will happen.

So if you want to have a payment method that is only available for your season tickets for example, you need to associate this payment method to your point of sales AND associate it at product family level. That way this payment methods will only be available for your season tickets products on your point of sales.

   4. Advanced menus

               e) Custom variables

Custom variables are to be created in Organization | Initialization | Custom Variables.
Custom variables are element you can display on ticket. They are usually used to display static information that can not be setup elsewhere in SECUTIX.
They are related to the fields "Free text" (1 to 6) in the ticket editor. See List of variables in the Ticket Editor (auto translated to English)

They can also be used through API and interfaces between SECUTIX and 3rd party system, in order to setup in SECUTIX sets of information that will be pushed and handled by the 3rd party system.

TixNGo for instance is using those fields to input the parameters such as the image or the url that will be displayed on the ticket in the TixNGo wallet.

               f)  Sub-groupings

                Sub-groupings are to be defined in Organization | Initialization | Sub-topics.
                At this stage, you can associate a sub-grouping to your events. This sub-grouping can then be used through APIs to group product together for example.

               g) Charges table allocation

When using Charges (fees that apply per ticket), you can associate there your existing charge table. You will first need to specify for which rate type it will apply (only used rate type will appear in the dropdown), then select your charge table.
Finally, you can specify on which sales channels those charges will be active. Either All sales channels or a List you can set up. You can apply different charges table on different sales channels.
See : Organization | Catalog | Charges tables

              h) Transport stops

              This options are for customers selling combined offers including leisure and public transportation. Mainly for Swiss customers
              They may define which stations or stops belonging to a public transportation network allow to reach the product associated.

              i)  Interface mappings

You can set in this screen your mappings regarding the competition you are creating for the different interfaces and batches you may have. Note : those mappings will only apply at competition level, not matches.
You can also set mappings directly in the related interface. See: Organization | Tools

               j)  Ticket logos

               Tickets logos have to be uploaded in Organization | Initialization | Ticket logos. Mainly for sport customers

There you can associate the ticket logos you have created to the competition you are creating. Those logos can appear on the ticket templates, as you can set up to 10 fields using those extra logos.
This menu is usually used to insert partners / sponsors logos when those can change from one competition to another.

This menu can be seen as visual comfort variables as ticket logos just have to be images. What is in the image itself depends on your imagination.This menu can be hidden directly from operators rights if need be.

               k) Access control synchronization

                When using SECUTIX Access Control, this screen allows you to synchronize directly the product you have just created with SECUTIX Access Control.

The season of your product must already exist in the Access Control.

Obviously this screen is useful only if you have already sync your season with the Access Control, but created the product afterwards.

    5. Validation

The validation step will make sure that you did not forget to set any mandatory information. In such a case, the message displayed will refer to what is missing.
If nothing is missing it will proceed in the actual creation of the competition and its matches, that will become available for Running. The following message will be displayed:

Validation is required every time other performances are added afterward.

   6.   Filters and screen buttons

Top page filters allow you to display the events by specif Activity, dates, status and internal name. You can also set a filter based on the producer contact when used.

The other screen buttons perform the following actions:

Delete	Validate	Run	Suspend	Cancel	Close	Duplicate	Copy from Season	Performances	Print test ticket	Export to excel
Delete the chosen event (only if in "Preparing" of "Validating" state")	Validate the chosen event (only if in "Preparing" and all the mandatory fields are accordingly set). It works as the validation function included on the Event creation screen (point 6)	Activate the event so it can follow rules set in Activity Profile.	Stop (temporarily) the following of the rules set in the linked Activity profile(s) for the given event. Used to perform a few changes while on sale	Cancel the event (this does not perform any refund).	Close the event (i.e. figures are locked, and it is no longer possible to perform actions like sales, exchange/cancellation, cancel reservation, duplicate or reprint) When Season Tickets contain all the events, closing one will usually result in the inability to reprint the season ticket itself.	Duplicate the selected event (including calendar)	Copy an event from another Season	A shortcut to the performances screen. It will directly show only the performances related to the chosen event.	Print a sample ticket.	Export the screen table of events as an excel file