TicketPeak Training Session – Transcript

Hi there. This is Jannah, with TicketPeak. Today we’re going to be doing a full training session on all things TicketPeak. How to use our software and some basics and some tips and tricks to get you started on creating your event and selling tickets. So let’s get started.

First things first, a little bit of the layout of TicketPeak. You have your dashboard here, which you as the Box Office member would be able to see. So you have an Events tab, and this is where all your events would go. If you have any Classes, they would go on this next tab. And then in Others we have auditions, donations, where you could create donations, merchandise, and gift certificates. And we’ll go into each one of those tabs. But I just want to walk through what each one is first and the different things that they offer.

So this is your Subscriptions tab right here where you would create a subscription and then a Flex Pass. And again, we’ll go over each of those things. These are where all your Reports would be located, and then your Customer tab where you could search for a customer via their name or a voucher code.

And you’ll have your Setup, right here, which we’ll go to in depth, that’ll be the first thing that we go through is Setup. And you have your cart right here. If you were to sell any tickets through the Box Office, they would go into your cart. And then we have a Help button right here where you can contact us via the number there. Or you have a Contact Page right here that would go to us, us here at TicketPeak. And you can also Suggest an improvement too, and that would go directly to us as well.

And the last thing on the top dashboard is your account. And this would be your Edit account button. And this is where you would find the URL for your page. So this ticketpeak.co/alexandertheaters, that would be your public link that would be able to be seen by your consumers. As well as a little bit more information, any payment information, that kind of stuff is all right there.

Okay, so let’s get started with Setup first. So let’s go through the General Settings and going through the General Settings first helps you understand some one-time features or one-time things that you need to take care of before setting up events. So let’s get to it. First, you’ll choose your currency. Currently, we work with American companies as well as Canadian. So we just offer US dollars and Canadian dollars.

And then your Events Listing Page. So this is what would show above events if you want it to be shown there. And same for Classes, Auditions, Flex Passes and Merchandise. And then you can have your events displayed soonest first, or if you wanted them, one of these different ways, we have four selectable options. And then this button right here, Display Events Grouped. What that does is if I uncheck this box, that means if I have an event that has four different dates on your Main Event Page, those dates will be listed chronologically.

But if I click Display Events Grouped, then it’ll show Get Tickets or See Dates, it’ll show See Dates, and then you’ll click that and then it’ll have it, the four different dates. So I find that it’s a little bit cleaner and I’ll go back through that on the Events Page when we’re back there. But I’ll leave that checked for now.

And then next, this would be any text that you want to show any information as far as what they would see before the event starts. And then a Menu word for class, as well. And then here’s some information about Gift Certificates, if you choose to have gift certificates and any texts that you would like to have included there, what the purchase options would be, any minimums required, how long they expire, anything like that. You have the option of days, months, years, and you have the option of choosing what things can be purchased with a gift certificate as well as the ability to put your logo right there for the gift certificate.

Okay, so next you’ll have your Seat Selection Page. And this again is just the reserve seating to be able to see what seats that you would be able to select. You can include any text there if you have any specific needs that you want your consumers to know about. Same for General Admission Events and for General Admission Events, you have the ability to show how many tickets have been sold as well as how many are remaining. That’s not a requirement, but it’s something we do offer and at what percent of the sold tickets. So for example, if you don’t want people to be able to see that number, the sold and remaining before a certain point, so only allowing the public to see it after 80% or above have seen it. That’s where you could include that information right there.

And then next, this is the Ticket Selection and Registration Pages as far as what items would be required for the screen. Something to note, if you’re using our software to sell cash tickets through the Box Office, you don’t have to go through any of those. And I will explain that on a separate video, that’s how to sell tickets through the Box Office. But for credit card purchases, you do have to have an address and zip code, name and email. However, the rest of this information is completely customizable to whatever you would like.

And you can also ask custom questions as well. For example, if you’re a high school, for example, that wants to do a prom event or something like that, you could include a student ID and then it would have a text and you could require it if you want to. And then for classes, a very similar kind of dropdown, you could choose what is your T-shirt size as well as auditions, how did you hear about us, anything like that. So all of this information can be customized to your organization’s needs.

Next we have the Merchandise Selection Page. And same, we require address, zip code to be able to ship something to a location. However, if you are selling things at the door, you can uncheck all of this and you can make it completely customizable. But for billing, we do need at least address and zip code.

And again, just a few more options you have. Your Shopping Cart Page, a couple of things to know about it. So you can enable donations from the shopping cart if you wish to. And you can also include any text if you’d like. This “Pay at Door” option, it’s used to be able to, if a client wants to purchase the ticket, say you know them personally or something like this, this was created for our clients that asked us to be able to specifically sell tickets without selling them basically to consumers.

So it’s something that we have the option of if you want to be able to say, someone says, “Hey, I’m going to come to this show. I’ll give you money on such and such date.” You can choose “Pay at door” and then when they do come and pay at the door, then it will go ahead and process that transaction. It does not process the sale before then. It basically is just a holding, a way to hold tickets for a specific consumer.

And this is a, “Swipe Credit Card” button so that you can sell tickets through the Box Office. And this is to be able to use a “Check Checkout.” Also, you could change this to be able to say, “Square” if you wanted to, if you’re an organization that has a square swiper and you can allow buyers to enter different names, you can allow them to use Will Call.

And the Success Page is pretty standard. This is just the automatic text that we have. You can include as much or as little as you’d like to on the Success Page, inviting to join your email list, integrate with your other marketing platform. If you were to select this, then you can choose between MailChimp and Constant Contact and Displaying Home Button, a Social Network. And so that’s those for the Success Page.

And next you would have your Tickets. And this is to be able to customize the actual ticket that’s going to be emailed to the consumer. So you can choose between a QR code or a barcode. You can show the price if you wish. You can choose how many tickets you would like to go onto the page. We usually choose three tickets per page, however, you could choose one per page and you can use advertising images to go underneath the ticket.

A lot of our organizations have different sponsors that use that option. And so the Box Office ticket, this is what could be printed at the Box Office. And this At Home ticket is what is printed by the consumer. Usually people will just match them and make them the same. For the Box Office though, the main difference is that we still do have the ability that we can format to tear off tickets and ticket stock. Most people just use the web-based QR codes and barcodes now, but we do have those options for those organizations that want them.

And here are a couple different Donation Comments that you can have near the donation receipt. For example, if you wanted to put, “We are a 501 C.” or whatever kind of nonprofit or you wanted to list more information about your nonprofit and the different things that you do, you could absolutely do that right here.

And the last part of the General Settings that you have is the Color Management. So you can use one of the hex codes to be able to change the font colors, the button background colors, as well as the button font colors and you can always restore to default colors. But this way it is able to have a more seamless transition from your website, your colors, and when your consumer goes to purchase tickets, it’s the same sort of visual layout for them. So we’re going to Save Changes there. Don’t forget to save your changes. There’s a button at the top and a button at the bottom. And so those were the General Settings.

And next we’re going to go to Venue. So venue is pretty straightforward. All that a venue is, it’s a name, like the internal name, the public view name, as well as an address. And that address is what is able to be seen by the consumer on their ticket so they know where to go.

And Seating Plans, there’s a dedicated video for Seating Plans, how to create them, and a lot of different information on them, but this is where they are located. So you would go to Setup and then Seating Plan. And then again, Email Management, we have a separate video that goes over all the different options for that. But we do integrate with Constant Contact and MailChimp. But for email management, we do have a simple communication tool that you can use to be able to, for example, if you need to let people know of a cancellation due to weather, for example. It’s springtime right now, so I know that a lot of people are having a little bit crazier weather than normal. And occasionally a show will get canceled due to extreme weather conditions. So you could choose, Add New Communication, and you can actually select the correlating event that needs to be canceled or not necessarily a cancellation is what the communication is for, you can remind people about the show. There’s a multitude of ways, but it’s a great feature to use.

And again, we have another video that explains all the different features there. As well as Promo Codes and Service Fees, they each have their own video and they are located right here, so Promo Codes and Service Fees. And then if you want to create a New User for your organization. So for example, I have myself as a main user and, for example purposes, an event operations person, sales, and there’s also admin access as well.

And so let’s go to Events next. Let’s go ahead and walk through how to create an event. So a quick run through on how to create an event. You will go to your Events tab, you’ll create Add New Event, and you will come to this page right here. So from here you can choose an event name, we can do test event, you can create a description, and then you can choose your venue. If you have multiple venues, you can choose different dates. And a really cool feature is you can add in the time. And if you know that the time is going to be the same, say you have three days of events and they’re all at the exact same time, go ahead and enter that time first and then on the multiple days it’ll show up with the next day and the exact same time. So that’s a pretty cool feature. And you have the availability to add end times if you wish to. That is an option for you.

So this is where, in step two, you could choose between General Admission and Reserved Seating. In able to be able to use Reserve Seating, you must be able to have your seating plan complete, so just note that. But this is Reserved Seating and this is General Admission. So if you wanted to choose the number available you could, a maximum limit per customer. You could choose an image for the order screen. So for example, if I had Legally Blonde, I could choose the Legally Blonde logo. And right here you can choose different price types. So general admission, student, senior, anything like that, that’s where you could add those in.

And I do want to show you the Advanced Settings as well. You can choose a Max Order Limit, a Minimum Order Limit as well as Number Available. Say for example, you wanted to have VIP seats and you only had a certain number of those, you could add that information in right here.

And then for Reserved Seating, you can choose Number Available, Max Ticket, and you’d choose the seating plan right here. So if I choose my Main Seating Plan and I have Default Select Pricing, you can choose that right here. And this is how it would look when a consumer goes to purchase tickets as well as what the Box Office volunteer would see for selling tickets as well. So that’s it on step two.

And then this is the Ticket and Order Information. So this image is what would appear on the tickets themselves. So again, normally I have the two images match, that’s what I recommend. But if you wanted to have, say for example, your organization’s logo on the tickets, you could absolutely do that. You could have Extra Text. “We can’t wait to see you at the show.” Any extra questions, answers. And here are a few more advanced settings where if you wanted to close the ticket sales before the event, you could do that here. Or if you wanted to leave them open after the event starts, you could do that here. Tickets will automatically close as soon as the event starts, but if you want to leave them open or close them, you can choose to do that right there.

You can also open ticket sales at a specific date, and so you could do that right here and a date and time you can open them specifically. You can also make events private using a password. And so the consumer would need that password to be able to access the event. So that is step three.

And then we’ve created two different videos on Promotions and Service Fees and how to set them up. But this is where you would go ahead and select your Service Fees and Promotion Codes, they would go right there. So that’s on, How to create an event. That’s the first step.

And remember from General Settings where I said that you could choose See Dates versus Get Tickets. So See Dates, that means that I have multiple shows for this date. I have three shows for this date. So if I didn’t have that number clicked, it would list those three shows chronologically. And I feel if you’re an organization that puts on multiple shows, it looks a little bit cleaner if you have them categorized this way. So you would choose See Dates and then it would show the three dates right there. So that is it on Events.

We can scroll over to the next few tabs and kind of walk through them. So next we’re going to go on to Classes. And it’s a similar process for creating events as creating classes. So same, you have your basic information that you would fill out, you would have to choose and structure, prerequisites are optional you don’t have to choose them, but you can. You have to choose a venue.

So next we’re going to move on to Passes. And a Flex Pass is a little bit different than a subscription because you have a few more options to choose from. So I’ll explain that here. Similar process, you give it a name and description, you can choose the Eligible Events, but what’s different here, you choose your price type and photo, that’s all the same. You can choose one ticket to each eligible event. So you could give them a few different ones to choose from, and they could just choose the one, or we have two more options here. You could choose one ticket to a maximum of say two of the eligible events. So they could choose one ticket and they would be able to get to go to two of the events. So one ticket to two eligible events. That could mean that they could go to one show twice or they could go to two different shows. They have that option depending on which events are eligible that you set up.

Or you could choose this option, which is pretty cool. You could choose, I’m going to choose five, for example. Five tickets to be used in any combination of eligible events. So say for example, if a parent wanted to go to their child’s show, if they wanted to go to the same show five times, they could, or if they wanted to go to five different shows one time, they could. So that is the pretty much what a Flex Pass is. It’s a really great option, our organizations and clients that work with us really love it and they get used quite often and they’re a really cool process. So what happens is when someone purchase a Flex Pass, a code is emailed to them and that code can be reused or can be applied when they go to check out for a show and get a ticket to an event. And then similar as before, you can choose Promotions and Service Fees. So we’re going to cancel out of that.

And here are our different reports and where you can find them. I do a separate video that explains each of the Reports, but this is where you can find them here. Most of the reports that get used are the Orders Report, the Accounting Report, and Allocated Sales as well as the Sales Report. But they each have their own purposes, that goes over in more depth on that separate video.

And then Customers Report is a tool that we use to be able to search customers. So you can search them based on their name or their voucher code. So for example, if I type myself, you can see all the tickets that I’ve purchased. If there were any… This is my test account, so they’re mostly all me, but if I wanted to choose a different one, let’s try it one more time. So you could see any classes that the person had purchased and it would be the same process for flex passes or subscriptions, anything that they’ve purchased you would be able to see that here. And you could see any exchanges that have been done or cancellations, anything like that you would see that here.

And then this is, we’re back to the main setup and your cart. This is where you could find that if you’re in the middle of a checkout for selling a ticket, this is where you could find your cart. And we went to Edit Account already and walked through a few different admin information there. And so from here, that is the main training on how to use TicketPeak. So we hope you enjoy. And again, if you ever need any help at all, you can feel free to contact us via one of these options right here. Thank you.