Setting up an Event (Seated Events)

How-to Guide Quick Links

Create an event

Add videos to your event

 

 

1. Create Event - go to the events tab and select 'Add event' 

2. Select 'Seating map' as your event type then select next 

3. Enter Name + Venue

4. Enter Event date & start time

5. Details - enter a description, terms and conditions and accessibility information

 

You can add videos and/or images in the event Description. For videos, only a video link from YouTube or Vimeo are supported.



For images, only JPEG, PNG or GIF are supported. 

Optional Details 

- Important Notes : These will appear on the customer side when a customer goes to purchase tickets (at the top of the ticketing page). These will also appear on the PDF ticket

- Invoice Information: If you want to offer invoices for your customers, you will need to add your bank account/reference details in this section. This will add a note at the bottom of the Flicket generated invoice. 

- Registration Information: Add details for pre-registration

 

6. Branding - Add relevant branding assets. 

** We recommend adding an event banner at the least 

** Please refer to our artwork guidelines for more information on where this branding is located

7. Configuration - add any relevant options

- Per order booking fee: This is different to the per ticket booking fee. Only add a fee in here if you want to charge a fee per order

- Enable registration: Pre-registration for your event

- Event is R-18

- Facebook pixel: You can either add a facebook pixel per event, or add an overall facebook pixel for your entire organisation in settings

- Hide from homepage: If you want your event published but hidden from the public

- Set inside fees 

- Enable release codes: If you have groups of people who can access free or discounted tickets, select enable release codes. This will create an enter release code box on the customer side so customers can enter their code

- Enable ticket transfer (currently not available for seated events).

- Redirect customers after order is complete: If this is enabled, this will redirect customers to another site once they have completed their purchase. We recommend leaving this disabled and using the  promotions page instead which will prompt customers to like and share on socials 

- Enable ticket protection cover (currently not available for seated events)  

8. Payment gateway - select your payment gateway  

**This must be setup in settings before you create your event

9. Delivery Options - select your delivery options. 

- We recommend only offering e-ticket. If you need to collect delivery addresses for each order, then you can add another delivery method. You can re-name these delivery methods in the shipping tab in settings. 

- Delayed delivery: If you don't want your customers accessing their tickets until closer to the event, you can select the option to 'prevent tickets from being viewed before a certain time.' This helps reduce fraud, and gives you time to make changes to the event before people access their tickets. 

Optional extra - New order Notification Email

- If you want to receive an email for every order that is made, you can enter an email address in this box. 

10. Create Event - Once you have filled in the initial details, you can select 'Create Event' in thee top right

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11. Tickets & Add-Ons - Navigate to the Tickets & Add-Ons tab

12. Add Ticket Type - Select Add ticket type and start creating your tickets

Enter the ticket details 

- Ticket type name (eg: Adult, Child (4-16), Student)

- Alternative Entry Time: If your gates open earlier than the event starts, you can set an alternative entry time. This will appear on the ticket and let customers know they can enter from xx time

- Type: Create standard paid tickets or complimentary tickets

- Per ticket fee: This is where you can enter the flicket per ticket fee. Entering a fee here will add the ticket fee to the outside of the ticket. 

- Description:  This will appear on the customer side under the ticket type 

- Restriction: This will appear on the customer side under the ticket type 

- Print at home information: This will appear on the PDF ticket only 

- Ticket banner: This will appear across the bottom of the PDF ticket

- Ticket image: This will appear in the purchasing process under the details section of a ticket

 

Select 'Create Ticket Type' once you have entered all the ticket details

You can create as many different ticket types as you wish. 

** If you are running a box office at your event, we suggest creating seperate box office ticket types especially if the fees for box office tickets are different to inline tickets. This also will help with reporting and allow you to easily identify how many of each ticket were sold at the box office. 

13. Add any Add-Ons (optional) 

- Add name, quantity, price, description, restrictions, image and any inside fees. 

- You could use add-ons for donations or to upsell merchandise

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14. Gates - Set your gates for each zone. 

Use the drop down arrow to open each zone, then select the appropriate gate for each section. 

Select Save changes 

** Note: You need to have gates setup in the venue in settings before completing this step 

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15. Customer Details - Turn naming on and off and edit naming fields

By default, customers are always asked for First name, last name, email, phone number and opt into marketing

You can add or remove fields using the rubbish bin icons and 'add attendee field' button

To limit to specific tickets, select each field and select the limitations. 

For more information, please refer to our Customer Details how to guide

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16. Dependencies - If you have certain tickets that must be purchased with another ticket, you can set these rules up in the dependency section 

Example Dependency: Child ticket cannot be purchased without an adult ticket. 

Customer wants [product = child] 

Customer needs [quantity=1, product = Adult]

Visibility - when this is ticked, the product customer wants will always be displayed, even if the product customer needs has not been selected. 

Is Exclusive - tick this option if for example if an adult ticket is required for each child

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17. Links - Create public and private links so customers can purchase tickets.

 

A) Select 'Create new Link'

- Ensure the link type is 'Listed' (as opposed to unlisted for hidden links)

- Enter a name for your link: Eg: Public Release

- Ensure the link is active (Green toggle is active, red is inactive). Alternatively, select the drop down beside manual and select a date for the start time and a date or quantity for the end. 

- Enter any link specific notes: These will appear in the important notes section above all ticket types and zones in the purchasing process 

B) Add ticket types to zones 

- Use the drop down to open up each zone

- Change the 'select pricing on' from zone level to section level 

- Ensure the toggle is green to to make the zone live 

- Select which tickets you want visible in each section for this release. You can turn tickets and sections on and off by ticking and unticking them. 

- Enter the price of each ticket in each section in the corresponding box

Select the tickets you want to sell and enter the price of the ticket in each zone you want live. 

- Once you have setup all your tickets, select submit up the top right hand corner to save your link

 

**For more information on links, please refer to Private Link how to guide. 

 

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Once you have created your link, you have built a basic seated event!

- To preview your event, select the preview button in the top right hand corner. 

- Once you are happy and want to go on sale, select the publish button in the top right hand corner. 

** If you want to schedule your tickets to go on sale, you must publish your event first, then select a custom time for your listed link to go live. 

 

 

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Optional Extras - Promo Codes and Multibuys 

 

Promo Codes

 

If you want to offer % or flat rate discounts for your memberships you can setup promo codes

- Go to the promotions tab then select 'Create promo code'

- Fill in the promo code details then select 'create promo code'

Promo code: this is what the customer will type in the promo code box to gain their discount 

Promo code type: select whether you want this to apply to membership, add-ons or both 

Discount Types: percentage or fixed rate 

Amount: Discount the promo codes gives

Membership type: select one or more membership types this discount is applicable for 

Conditions

• Max Use: The maximum amount of memberships this discount can be applied to 
• Set date range: What dates do you want this promo code active for
• Set min order amount: What's the minimum amount that needs to be spent for this code to be applicable
• Set mx order amount: What's the maximum amount that the discount can be applied to

Select create promo code

 

15. Multi-buys 

If you want to offer deals such as '2for1' or a family pass, we can set these up as multiubuys. 

We will go through 2 examples of multibuys below. 

 

Example 1: Discounted family Deal (2 adults and 2 children) for $60 - normally $70 - in West Stand

Adult Tickets (West stand) = $25

Child Tickets (West stand) = $10

 

- Go to the promotions tab and select 'create promotion'

- Enter multibuy details.

In this case, if the customer purchases 2x Adult tickets at $25, that will equal $50

As we are selling a family of 2x adult and 2x child tickets for $60, the total amount for the 2x child tickets will need to be $10 ($60 - $50). Therefore, each child ticket will need to be sold for $5. 

To enter this in the system, we would set it up as below:

**Note: we set up a seperate family ticket for adults and children as we only want the family deal available in the west stand. Therefore we setup a family adult ticket and family child ticket and made these available in the west stand in the public link. 

Once the multibuy has been setup, when the customer select 2 adult family and 2 child family tickets, the discount will apply. 

 

 

Example 2: Buy 1 get 1 Free

As this multibuy involves only 1 ticket type, the way we set it up would be as follows. The first line needs to reflect the total number of tickets in the deal (which is 2 in this case). 

Once the multibuy has been setup, when a customer selects 2 adults the discount will apply to one adult ticket, making it free. This will display on the Buyer Information page.