Create a new event or admission
In this article, you'll learn how to create a new event or admission in the e-guma Ticketing System.
In this article
- Differences briefly explained
- Create event/admission
- Title
- Event start date
- On the start page in the ticket shop
- Categories
- Description in online shop
- Description on the ticket
- Image
- Quota
- Validity from date of issue
- Ticket types
- Hiding ticket typs in the online shop
- Ticket printout
- Hide price on ticket
- Individual description on the ticket
- Individual background image on printed ticket
- Check-ins
- Min./Max. number of tickets per ticket type
- Reduction of availabilty
- Sales start and end
- Tags per ticket type
- Add, copy and delete ticket types
- VAT
- Publication
- Advanced Settings
- Min/Max. Number of tickets per order in the online shop
- External organiser
- Organiser and venue
- Order notification
- Customer comments
- Personalised tickets with questions
- Background graphics for printed tickets
- Description on the ticket per ticket type
- Individual legal notice on outprint
- Use your own confirmation email
- Attach PDF to confirmation email
- No tickets for download
- External sales location
- Customer data in the online shop
- Hide date for events
- Postpone or cancel
- Tags per event / admission
- Copy event
Differences briefly explained
Events
- Events can be created as a normal event or with a hall plan.
- Event tickets are valid on a specific date.
- The name of the purchaser is printed on the ticket layout.
- Events can be created with a quota.
Overview page Events
In the menu of the e-guma Ticketing System, go to Events -> Edit to open the event overview page. In the left-ahand drop down, switch between upcoming events and past events.
Admissions
- Admissions can be created as normal admission or with calendar
- Admission tickets are issued without date by default, they are valid in e-guma on any day. If the admission is created with calendar, the tickets are provided with the validity date.
- By default, the name of the purchaser is not displayed for admission tickets. Here you will learn how to insert the name in the description text on the ticket.
- By default, no quota is stored for admission tickets. As long as an admission ticket is published, it can be purchased. If the admission is created with calendar, quotas can be deposited.
Overview page Admissions
Creating a new event/admission
Title
Ensure that the event/admissions has a Title in your selected language (learn here how to add or remove a new language).
Event start date
This function applies only to events, not to admissions.
Specify the Date and Time for the event. If you enter 00:00 as the time, the time will be hidden, both in the printed ticket and in the online shop.
As soon as tickets for the event are issued, the date cannot be amended by default. If you nevertheless want to change the date, click on the link Change Anyway?
On the start page in the ticket shop
This function is activated by default. If you assign the admission to a category, you can determine whether you want to remove the admission from the start page in the ticket shop. Learn more.
Categories
Learn how to create categories in the online shop:
-> Events
-> Admissions
Description in online shop
Give the event/admission a suitable description for the online shop. Learn here how to incorporate Google Maps into your description.
Number of participants {{CurrentCountAttendees}}
Contingent {{MaxCountAttendees}}
Description on the ticket
Give the event/admission a suitable description for the printed ticket.
You can use the following two placeholders in the description to print the order date or the comment entered by your customers on the ticket:
Order Date: {{order_date}}
Comment: {{note}}
Image
Select a suitable picture for the event/admission (at least 800 pixels wide). This graphic will be used in the online shop and on the printed ticket.
Quota
This function applies only to events, not to admissions.
Learn here how to set up quotas.
Ticket types
Click on the blue button Add ticket in order to create more ticket types.
Assign a description and a price by clicking on the pen-symbol.
The Comment in the online shop is an optional field which is visible in the online shop only. The comment is not displayed on the purchased ticket.
Hiding ticket types in the online shop
If you would like to sell one or more ticket types only locally, activate the function Hidden in online shop.
This function also allows you to release hidden ticket types by using a promo code in the online shop. Learn more.
Ticket printout
Click on Ticket printout, to make further adjustments to the printed version of the ticket.
Hide price on ticket
Check this box if you want to hide the price on the ticket for the selected ticket variant. Here we show you how you can hide the price on the ticket in retrospect for an already issued ticket order.
Individual description on the ticket
Would you like an to insert an different description for each ticket type? Then enable this feature and add a description. If you do not enter any description, the description you entered here will be used by default.
Individual background image on printed ticket
Would you like an to insert an different background image on the printed ticket for each ticket type? Then enable this feature and upload an individual image.
Check-ins
Click on the tab Check-in, in order to enter the the number of times a ticket can be checked-in and validated. Normally a ticket is checked only once. At bigger events it may happen that one ticket needs to be validated at several check-in points. If so, adjust the amount of check-ins accordingly. You can find more information on check-in positions in this article.
Extended
Click on Extended, to make further adjustments to the ticket type.
Min./Max. number of tickets per ticket type
Reduction of availability
This function only applies to events with the contingent variants Contingent for Event and Quota Pools. This function is not supported for the contingent variant Contingent for ticket types or for events with a seating plan.
Sales start and end
In order to quickly see in which period the ticket variants are available, the switch-on and switch-off date is displayed in the list of ticket variants.
Tags per ticket type
Add tags if you want to categorise the ticket types for internal purposes or data exchange via interface.
Add, copy and delete ticket types
You can activate or deactivate, edit, copy or delete individual ticket types at any time. You can also change the order of the individual variants by using the symbols below
VAT
Select the correct VAT rate for the event/admission.
VAT Splitting
Now you can enter the appropriate VAT rate for the individual ticket types.
If a ticket type contains several VAT rates, select up to three VAT rates. Now define the amount and the VAT rate for each share.
Publication
You can preview any text or image changes on the printed ticket using the blue Ticket Preview button, as well as the online shop (Shop button in the header) to ensure that everything looks the way it's supposed to.
Online and local
If you choose online and local, you can sell the tickets locally as well as through your online shop.
Hidden in online shop
You also have the option of hiding the event/admission in the online shop. Clicking on Direct URL allows you to open the event/admission in the online shop and send it to your target group.
End online sale at a certain time
This function applies only to events, not to admissions.
Box office sales only
This function applies only to events, not to admissions.
If you select Box office sales only, the following message appears when you click on the event in the ticket shop: "Online ticketing has been closed. There are still tickets available at the box office."
Local
Selection Local allows you to sell exclusively locally. The event/admission will not appear in your online shop.
Advanced Settings
Min/Max. Number of tickets per order in the online shop
You can optionally specify a minimum and/or maximum number of tickets per order in the online shop.
External organiser
Activate the field External organiser if the event is organised by an external organiser. In this case, the VAT number and the name of the external organiser must be listed on the receipt/invoice.
Organiser and venue
With the Organiser and Venue options, you can adapt the standard details to suit the particular event/admission.
Order notification
Learn here how you can be notified in the event that a new order is placed or a cancellation is made.
Customer comments field
You can optionally configure your system so that your customers can enter individual Comments when buying a ticket. Learn more about Comments here.
Personalised tickets with questions
Background graphics for printed tickets
You have the option of configuring an Image on printed ticket in the lower portion of the ticket layout. The graphic should measure 720 pixels × 630 pixels. View an example of a background picture on the ticket layout here.
You can preview any text or image changes on the printed ticket using the blue button Ticket Preview) as well as the online shop (Shop button in the header) so that you are sure that everything looks the way it's supposed to.
Description on the ticket per ticket type
If you require a different description on the ticket printout for each ticket type, you can activate this function here.
The description field on the ticket will be deactivated automatically.
Individual legal notice on printout
Use your own confirmation email
Attach PDF to confirmation email
No tickets for download
- no ticket PDF is provided.
- the description field on the ticket and the background graphics for printed tickets are hidden.
- there is no ticket preview available.
External sales location
Activate this function if you want only certain external points of sale to be authorised to issue tickets for this event/entry:
Customer data in the online shop
You can specify for each event or admission whether the complete or reduced check-out form is displayed in the online shop:
Hide date for events
Activate this option if you want to hide the event date in e-guma. The date will be hidden in all relevant places, e.g. in the online shop during the entire order process, on the ticket, in the confirmation email, in the dashboard or in the order management, etc. This function is particularly suitable for tickets that are valid for several days, e.g. subscriptions for several events with a seating plan. This function is particularly suitable for tickets that are valid over several days, e.g. subscriptions for multiple event passes with a seating plan.
In an event category grouped by date, the events with the date hidden appear at the top.
Postpone or cancel
All information about postponing or canceling an event can be found in the support article FAQ - Postpone or cancel events.
Tags per event / admission
Add or create a tag if you want to categorise the events or entries for internal purposes or data exchange via the interface.
Copy event
Would you like to create the same event on a different date? This can be done using the blue Copy button: the event only needs to be created from scratch one, and can then be copied and updated with new details. Using the Copy function, all settings such as price levels, ticket types, quotas, etc. will automatically be carried over.
If you work with categories: Before copying the event, ensure that you have assigned the desired category so that the category is also carried over when copying. Otherwise, you would need to repeat this step manually for all events.