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 the ticketing system menu, click on Events -> Edit or Admissions -> Edit

In this article

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 all current and all past events and admissions.

If there are categories for events that contain at least one current event, you can also filter the list according to these categories. Only the current events in the selected category are displayed. Categories without events or only with past events are not available for selection.

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
In the menu of the e-guma Ticketing System, go to Admissions -> Edit to open the admission overview page. Here you can see whether an admission is published, whether it is displayed on the start page of the ticket shop and which categories are assigned. Here you can find out how to determine the order of the entries in the ticket shop.
You can use the drop-down menu to switch between Current admissions and Past (inactive) admissions. If there are categories for admissions that contain at least one current admission, you can also filter the list according to these categories.

       

Creating a new event/admission

In the menu of the e-guma Ticketing System, go to  Events -> Edit or Admissions -> Edit and click on the blue button  Add.

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 applies only to admissions, not to events.

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.

Placeholder in the online shop
You can use the following two placeholders in the description to show how many places are still available:
Number of participants {{CurrentCountAttendees}}
Contingent {{MaxCountAttendees}}

Description on the ticket

Give the event/admission a suitable description for the printed ticket.

Placeholder on ticket printout: You can use the following placeholder to have their values printed on the ticket:
  • {{order_date}} - order date
  • {{note}} - remark or comment of your clients
  • {{first_name}} - first name (from the order or if in use, from questions per ticket)
  • {{last_name}} - last name (from the order or if in use, from questions per ticket)
  • {{company}} - company (from the order or if in use, from questions per ticket)
  • {{start_date_and_time}} - start date and start time of the ticket
  • {{start_date}} - start date of the ticket
  • {{start_time}} - start time of the ticket
  • {{ticket_type_name}} - ticket type
  • {{valid_until}} - validity of the ticket, if in use
  • {{order_lines}} - list of tickets of the order
  • {{greeting}} - greeting
  • {{dear}} - salutation
  • {{skidata_permission_serial_number}} - Permission Serial Number from Skidata

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. 

Check-in waiting time

For the options Multiple Check-ins and Unlimited Check-ins, you can define a waiting period in minutes, hours, or for the rest of the day before the same ticket can be checked in again. 

Extended

Click on Extended, to make further adjustments to the ticket type.

Min./Max. number of tickets per ticket type
Enter optionally for the ticket variant the desired  minimum and maximum number of tickets per order in the online shop. Select the option  Quantity 0 selectable if you wish quantity zero to be selectable too. Please notice that this option only appears if a minimum quantity is inserted.

Number of people per ticket
This setting determines how many people are included in a ticket. By default, a ticket reduces the availability of an event by one. Here you can optionally specify if this value should be higher, e.g. for family tickets, or zero, e.g. for additional services. 

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
Here you can specify from when to when a ticket type is available in the online shop as well as for external sales locations. Internal users may issue tickets on site at any time.

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.

Tag Function
Hide-for-external-sales-locations This tag ensures that the ticket type does not appear at external sales locations.
Older-than-16 Purchasers of this ticket type must be at least 16 years old. The age may vary.
Younger-than-16 Purchasers of this ticket type must be younger than 16 years old. The age may vary.
Calendar-n-orders-per-slot This tag defines that only one order per slot is possible for a ticket type.
Online-shop-activate-invoice This tag makes the invoice available for this ticket type. The invoice must be active in the ticket system settings.
Only-even-quantity This tag can be used to specify at ticket variant level that only an even number of tickets can be purchased. This tag is currently only supported in the online shop for normal events.
Ticket-hide-event-location With a tag per ticket variant, the location (venue including address, postal code, city, and country) is hidden on the PDF ticket and, if applicable, in the Wallet Pass.
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
If the event/admission includes multiple VAT rates, select Per Ticket type.

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.

If you want the online sales to be closed after a certain time before the event starts, you can set this here individually. Enter the number of days before the event and the exact time. If online ticketing is closed, the event will continue to be listed. On the detail page, however, it says that tickets can no longer be bought. The local sale is still possible.

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

In the menu of the e-guma Ticketing System, go to  Events -> Edit or Admissions -> Edit. Select an event/admission and click on the grey button at the bottom  Show 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.

This option is currently only available for Swiss customers.

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.

Send attendance list automatically

Find out here how to set whether and when a list of participants is automatically sent by e-mail before the event. 

Availability notification

Find out here how you can be notified as soon as your event is fully booked or availability falls below a certain limit. 

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

Learn here how to add individual questions to an event/admission.

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.

Now click on the ticket types (editing ticket types) and fill out the field  Description on the ticket.

Individual legal notice on printout

You can insert an individual legal notice on the sold tickets:
The legal notice will be printed on the upper part of the ticket as shown here:
If this option remains deactivated, e-guma prints the default legal notice which is saved under Settings -> Ticketing System (as described here).

Use your own confirmation email

Here you can customize the confirmation email to your customers individually. Use the listed placeholders for your subject and text.

Attach PDF to confirmation email

Would you like to attach a flyer or brucher to the confirmation email? If so, you can activate this function and upload a PDF for each available language.

No tickets for download

If you activate this option,

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:

If this function is deactivated, all external points of sale can issue tickets for this event/entry.
If you do not want any external points of sale to be able to issue tickets for this event/entry, then activate this function and leave the field empty.

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:

The complete form contains the fields title, first name, last name, company (optional), street and house number, address suffix (optional), zip code, city, country, telephone and e-mail. The reduced form only contains the fields salutation, first name, last name and e-mail.
For new entries without a calendar or entries with Skidata, the reduced form is the default setting.

Hide date for events

This function applies only to events, not to admissions.

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

This function applies only to events, not to admissions.

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.

Tag Function
Ticket-hide-customer This tag hides the name of the ticket holder on the ticket.
Ticket-large-qr-code-only This tag hides the barcode and displays the QR code larger under the ticket section.
Online-shop-deactivate-invoice This tag deactivates the invoice for the event/entry.
Online-shop-deactivate-online-payments This tag deactivates online payment for the event/entry.
Ticket-address-required This tag requires the address for each personalized Skidata ticket.
Ticket-email-required This tag requires the email address for each personalized Skidata ticket.
Ticket-phone-required This tag requires the phone number for each personalized Skidata ticket.
Seat-label-table-only This tag displays only the table designation (e.g., Table 1) and no seat designation for tickets with seating plans.
Online-shop-require-zip This tag requires the postal code if the short form is activated.
Online-shop-require-city This tag requires the city if the short form is activated.
Online-shop-require-phone This tag requires the phone number for checkout.
Online-shop-require-country This tag requires the country if the short form is activated.
Online-shop-show-company-address-field This tag shows the company field if the short form is activated.
Online-shop-hide-company-address-field This tag hides address fields if the regular customer form is activated.
Online-shop-activate-invoice This tag makes the invoice available for this event/entry. The invoice must be active in the ticket system settings.
Onlineshop-deactivate-voucher-redemption This tag prevents vouchers from being used as a payment method for this event in the ticket online shop.
Onlineshop-deactivate-organisation-voucher-redemption This tag prevents organization vouchers from being used as a payment method for this event in the ticket online shop.
Backoffice-allow-7-days-in-the-past-to-issue-tickets With this tag, tickets can be issued in the back office for entries with a calendar for dates up to 7 days in the past.
Only-send-order-notification-for-postal-delivery As soon as the tag has been stored with Skidata for an entry, the order notification will only be sent for a new order if at least one ticket has been ordered using the postal delivery medium.
Allowed-zip-codes-1234-5678 This tag allows defining the permitted postal codes for personalized SKIDATA tickets.
Ticket-contact-search-deactivate This tag allows the contact matching for personalized SKIDATA entries to be deactivated.
Notification-email-add-tickets This tag allows tickets to be added as attachments to order notifications.
Ticket-delivery-postal This tag ensures that no tickets are delivered to the buyer in the online shop. Instead, the tickets are available in the back office with the orders, where they can be downloaded and sent.
Only-send-order-notification-when-ordering-online This tag controls that an order notification is only sent when tickets are purchased online.
List-at-the-top This tag can be used to ensure that the event is displayed at the very top of the list. Currently, the tag only works if the event is listed in a category.

Copy event

In the ticketing system menu, click on Events -> Edit and select an 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.

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