Event

Creating OnTour Events

On Console, events can be created through Events UI or through Event Import.

Login to Console → OnTour → Event → Add Event
Already created events will be listed here. Users can search for events by providing details in the search fields.

To add a new event, click on the Add Event button.

Enter the event details in the field provided

• Name*: The name or title of the event.
• Event Code*: A code or identifier associated with the event.
• External Event ID: An external identifier for the event, if applicable.
• Event Type: OnTour: By default, if user are creating the event from OnTour the type will be OnTour.
• Event Location*: The name of the specific location within the venue where the event took place. 
• Attendance: The total number of people who will attend the event.
• Address 1: The primary address line of the event location.
• Address 2: Additional address information, such as building or suite number.
• External Event Location ID: An external identifier for the event location, if applicable.
• City: The city where the event was held.
• State: The state or province where the event occurred.
• Country: The country where the event took place.
• Zip Code: The postal code or ZIP code associated with the event location.
• Season: Select the season from dropdown in which the event took place (e.g., summer, winter).
• Tour Name: The name of the tour, if applicable.
• Tour ID: An external identifier for the tour, if applicable.
• Show Code*: A code or identifier associated with the show or performance.
• Venue*: The name of the venue where the event was hosted.
• Show Type: Select the type or category of the show or performance from the dropdown.
• Event Starts On*: The starting date and time of the event.
• Event Ends On*: The ending date and time of the event.
• Artist Splits
  •  Department Percentage Cut: Define a Department and enter the Percentage Cut for the arena
  • Warehouse: Select a default warehouse for the event from the drop-down.
  • Carry Forward Event: Select an event to carry forward the balance from the current one.
  • Tax Collected By: Define if the tax is collected by the Artist or Arena and define the Arena Tax ID in the field provided.
  • Fees Collected By: Define if the fees (Card/Short Over) are collected by the Artist or Arena and enter the designated fee % in the fields provided.

Once you have finished, Click the "Save" button to create the event.

Creating Generic Events

On Console, generic events can be created through Events UI or through Event Import.

Login to Console → Settings → Event → Add Event
Already created events will be listed here. Users can search for events by providing details in the search fields.

To add a new event, click on the Add Event button.

Enter the event details in the field provided

• Name*: The name or title of the event.
• Event Code*: A code or identifier associated with the event.
• External Event ID: An external identifier for the event, if applicable.
• Event Type: Generic: By default, if user are creating the event from settings the type will be generic.
• Event Location*: The name of the specific location within the venue where the event took place. 
• External Event Location ID: An external identifier for the event location, if applicable.
• Venue*: The name of the venue where the event was hosted.
• Store: The name of the store where the event is hosted.
• Attendance: The total number of people who will attend the event.
• Address 1: The primary address line of the event location.
• Address 2: Additional address information, such as building or suite number.
• City: The city where the event was held.
• State: The state or province where the event occurred.
• Country: The country where the event took place.
• Zip Code: The postal code or ZIP code associated with the event location.
• Season: Select the season from dropdown in which the event took place (e.g., summer, winter).
• Show Code: A code or identifier associated with the show or performance.
• Show Type: Select the type or category of the show or performance from the dropdown.
• Plan: The budget of the event.
• Event Starts On*: The starting date and time of the event.
• Event Ends On*: The ending date and time of the event.

Once you have finished, Click the "Save" button to create the event.

Importing events

Login to Console →Utilities →Import →Location → Event Import.

You'll need access to a spreadsheet program that supports CSV files such as Excel or Google Sheets. Any other file type will not import.

You can download the sample template by clicking on the Download Sample link.

The mandatory fields for import will be preselected, you also have the option to select the other required fields and download the CSV file sample.

Here is a short description of each field in the Event Import:

• Event ID: A unique identifier for the event. (Autogenerated) This field can be left blank.
• Store Name: The name of the store where the event was hosted.
• Venue Name: The name of the venue where the event was hosted.
• Event Name*: The name or title of the event.
• Event Location Name*: The name of the specific location within the venue where the event took place.
• Show Code*: A code or identifier associated with the show or performance.
• Show Type: The type or category of the show or performance.
• Event Code*: A code or identifier associated with the event.
• Event Type: User can define Generic/OnTour as type here.
• External Tour Name: The name of an external tour, if applicable.
• External Tour ID: An external identifier for the tour, if applicable.
• External Event Location ID: An external identifier for the event location, if applicable.
• Start Date*: The starting date and time of the event.
• End Date*: The ending date and time of the event.
• Event Sales Start Date*: The date when sales for the event began.
• Phone: Contact phone number associated with the event.
• Street: The street name of the event location.
• City: The city where the event was held.
• State: The state or province where the event occurred.
• Country: The country where the event took place.
• Zip: The postal code or ZIP code associated with the event location.
• Address1: The primary address line of the event location.
• Address2: Additional address information, such as building or suite number.
• Show Code2: An additional code or identifier associated with the show or performance.
• Season: The season in which the event took place (e.g., summer, winter).
• External Event ID: An external identifier for the event, if applicable.
• Segment Name: The name or category of the market segment targeted by the event.
• Total Attendance: The total number of people who will attend the event.
• Weather: Information about the weather conditions during the event.
• Email: Contact email address associated with the event.
• Land Mark: A notable landmark or point of reference near the event location.

Now, when you are ready with the import file, process it with the steps below.

Importing Events

1. Go to Utilities → Import→  Location Click on Event Import.
2. Upload Your File: Attach the Item file by simply Drag & Drop or uploading your CSV file directly from your computer by browsing for it.
3. Click Continue when done.
4. Column Mapping: Once the file is loaded the column headers from the file will be displayed below the heading Column Name. In the case of the column header from the file exactly matching the Console field name this will be automatically mapped and this is displayed in the Map to Field.
5. You can map and make sure all of the column field data you're importing has been matched to its equivalent setting on the Console.  
6. Enter the email address to which you will receive the status of your import.
7. Click Continue.
8. The Import will be Initiated → Click Finish.
9. You will be taken back to the Import page, where at the bottom you can see a section 'Recent Imports' which will show the details and current status of the imported file.
10. Click on the Status (highlighted in blue color) to view the Status Report- This will list both Imported Records as well as Failed Records with a reason for the failure. You also have the option to  Download the Failed Records by clicking on the Download button. You can correct the remaining failed records and proceed to reimport them.
11. Once done, you can see the Status as COMPLETED

Viewing Events

View all the events and details like Event Start and End date, Location, Venue, Tour Name, Show Code, Show Type, etc.

Note: Currently, events can only be created through Imports.

Navigate to Settings --> Business Location & Hierarchy --> Event.

Editing Events

If you have the necessary permissions, you can modify event details within the Events. To modify an event, follow these steps:

1. Navigate to the event details page of the event you want to modify.
2. Look for an "Event ID" link.
3. Click on the link to enter the edit mode for the event.
4. Make the necessary changes to the event details, such as updating the start or end date, location, venue, tour name, show code, show type, or additional details.
5. Once you have finished making changes, review them to ensure accuracy.
6. Click the "Save" button to apply the modifications to the event.

Export Events

Event export ensures that users can easily access comprehensive event information in a structured format for analysis, reporting, or sharing purposes.

Click on Export Icon and a prompt will appear asking to enter the email address where you want the exported file to be sent.

Provide the desired email address and confirm the action by clicking on the "Export" button.

The system will send an email to the specified address. The email includes the following details: Merchant, Export type, Description, Export File with a link labeled "Click here" to download the exported CSV file containing the event data.

The exported file from the Event Grid includes detailed information about each event such as: 

Field displayed in the event grid:

• EventID
• EventCode
• Name
• Event Type
• Event Location Name
• City
• State
• Country
• Season
• Tour Name
• Tour ID
• Show Code
• Venue Name
• Show Type

Additional fields in the export file:

• External Event ID
• Attendance
• Address 1
• Address 2
• Zip Code
• External Event Location ID
• Event Starts On
• Event Ends On
• Sale Starts On
• Cut Off Time (in hours)
• Tax Collected By
• Arena Tax ID
• Fees Collected By
• Card Fee %
• Short Over Fee %

Articles in this section

• Item Import Field Descriptions
• Overview
• Merchant Onboarding
• Navigation Bar
• Reports
• Items
• Settings
• Dashboard Overview
• Company
• Register

See more