Knowledge Base

What event information is needed?

To set up your event, there are a few fields that are required before saving your event. You are able to make changes to these fields once the event is saved anytime you would like.

Listed below are the fields that are required for your to get started.

• Event Name
  this will automatically generate the URL
  
  
• Event Category
  Select from the drop-down list which is in alphabetical order. These categories help ticket buyers search for your event so choose the closest fit. 
  
  
• Tags
  These are words and phrases that ticket buyers can search for to find your event if they don’t have the direct link.
  
  
• Event Type
  Choose from General admission (most events), Event Seating, Event mixed (general admission and seating map options), and Online.
  If your event is Event Seating or Mixed Event the seating map will need to be created before starting your event as you will then need to add it to your event. Otherwise, select General Admission and after the map has been created you are then able to change the event to Event Seating or Mixed Event.
  
  
• Event Image
  Add in an event image to represent what is involved in your event. The event image size is 800px x 450px. (please contact our team if you need help with image sizing)
  
  
• Venue & Organiser
  You will need to select from your organiser profiles, which will pre-fill the organiser information. If you don't have an organiser profile you can create one by clicking on the blue Add New button next to Select Organiser Profile.
  
  
• Event Location
  Add in the location where the event will be held at.
  
  
• Dates & Times
  Fill out the date and times of the event and any additional information, e.g, close tickets sale, presale, and custom times.
  
  
• Event Description
  Include an event description so your customers are able to view what your event entails.
  
  
• Organiser Terms & Conditions
  If your event has any terms and conditions you will be able to add this in to notify your customers what is acceptable for your event.
  
  
• Additional Settings
  under additional settings, you can add in more options for your event. e.g 18 over event, Waitlist, Refund Policy, and ticket or email notes.

Once all of the above details have been filled out and you have saved your event you will then be able to create your ticket types.

Adding Dates & Times

When setting up an event on the 123 Tix website, it is important to carefully consider the date and time of the event itself. In addition to selecting the date and time of the event, it is also necessary to specify the date and time that ticket sales will end, which is known as the "End Ticket Sales Time."

Once you have selected the appropriate dates and times for your event and ticket sales, you can publish your event on the 123 Tix website. If you are planning to release tickets for your event at a future date, the 123 Tix website also allows you to set a specific date and time for when ticket sales will begin. This feature is done in the ticket setting up process for more information on this see:

• How to create your ticket types and ticket categories

Show/Hide Event Times

You may not know what time your event will complete. In this case we can easily hide the event times or just the end time of your event on the tickets.
By following these simple steps, you can easily hide the event times or just the end time of your event on the tickets using the "Additional Options" feature on the 123 Tix website. This gives you more flexibility in setting up your event and allows you to customize the ticket information based on your preferences.

1. Log in to your account on the 123 Tix website.
2. Find Manage events open the drop down memu -> Current events
3. Find the event you wish to edit and click on the Blue Hyperlinked Event title
4. Scroll down to the "Additional Options" section and look for the "Show/Hide Event Times" option.
5. If you want to hide both the start and end time, select the check box next to "Hide Event Times."
6. If you only want to hide the end time, select the check box next to "Hide Event End Time."
7. Once you have made your selection, click on "Save Changes" to apply the changes to your event.
8. Preview your event and check if the event times are hidden as you wanted.
9. If you are satisfied with the changes, click on "Publish Event" to make your event visible on the 123 Tix website.

Add your event image and description

Event Image:

Your event image should be JPEG or PNG format and no larger than 2MB. Image measurements are generally in pixels. A minimum requirement for your event image is 800px wide and 450px high (16:9 Ratio) 

Your event image will be auto-cropped to 800px wide and 450px (16:9 Ratio) larger than the required size. It is best to use the (16:9 Ratio) and have little to no overcrowding of text.

• When adding your image, the cropping feature will apear allowing you to do a final edit on the size and display of the image
• Below the Image there will apear a "Save Image" box this is required to be clicked before saving the event otherwise the image will not save

Event Description:

When setting up an event on the 123 Tix website, one of the most important elements is the event description. This is where you can provide potential attendees with all the necessary information they need to know about your event. 

One of the most important things to include in your event description is the time and date of the event, along with the location. It's also a good idea to provide information about parking and transportation options to make it easier for attendees to get to the event.

In addition to logistical details, you should also provide a detailed description of what attendees can expect at the event. This can include information about the theme or purpose of the event, any notable guests, and a breakdown of the activities or programming that will be offered.

It's also important to provide clear guidelines on what attendees can and cannot bring to the event. This can include restrictions on items like alcohol, food, and pets, as well as guidelines for dress code or other specific requirements.

Overall, a good event description should provide all the necessary information attendees need to know about the event, while also generating excitement and interest. By taking the time to craft a thoughtful and detailed event description, you can help ensure a successful event and drive ticket sales.

Adding in your tags?

Adding tags can help your event show up in search results and make it easier for potential attendees to find your event.

By following these simple steps, you can easily add relevant tags to your event using the Event Information page on the 123 Tix website.

1. Log in to your account on the 123 Tix website.
2. Find Manage events open the drop down memu -> Current events
3. Find the event you wish to edit and click on the Blue Hyperlinked Event title
4. Within the Event Information section of the page.
5. Look for the Tags field, which is a freeform field where you can add relevant tags for your event.
6. Enter any relevant tags that describe your event. For example, if you are hosting a music festival, you might add tags like "music," "festival," "outdoor," and "live performance."
7. You can add multiple tags by clicking Enter between each one
8. Once you have added all the relevant tags, click on Save to apply the changes to your event.

Below is some examples of tags to get you started 

Ag Show:

• Agriculture
• Livestock
• Farming
• Rural
• Machinery

Music Festival:

• Music Festival
• Concert
• Live performance
• Band
• Outdoor
• Entertainment
• Craft beer

Charity:

• Charity
• Fundraiser
• Nonprofit
• Donation
• Volunteer
• Silent auction

Pre Sale Tickets

Setting up Ticket sale times and Pre sales is easy using these steps below, This can help you control when tickets are available to the public.

1. Log in to your account on the 123 Tix website.
2. Click on Manage Events to view your existing events.
3. Select the event that you want to update.
4. Under the Dates and Times section, click on Additional Options.

Changing when the Tickets go on sale 

1. Click on the blank field under Tickets sales start to select the date
2. Next click on the blank field under Tickets sales start time to select the date
3. If you want your tickets to go on sale immediately, leave the date and time field blank.

Adding in a Ticket Pre sale 

1. If you want to offer presale tickets, First complete step 1 and 2 in "Changing when the Tickets go on sale"
2. After this Presale start and Presale Start Time will apear, fill these in to add the pre sale to your page
3. Enter a presale password in the Presale Password field. This is the password that people will need to enter to access presale tickets.
4. Click on Save to apply the changes to your event.

Adding in a Ticket/Email Note

Setting up organiser terms and conditions

Providing clear and detailed terms and conditions is an important aspect of setting up your event on 123 Tix. By including your T&C's in the Event Details panel, you can ensure that ticket buyers are aware of the policies and guidelines that govern your event, and help protect yourself from potential legal issues.

To add your terms and conditions to your event, follow these steps:

1. Log in to your account and select the event you want to edit.
2. Under the Event Details section, scroll down to Terms and Conditions.
3. Click on the field and type in your desired T&C's.
4. Click Save Changes to apply the terms and conditions to your event.

In addition to your event T&C's, you can also set up a refund policy for your event. This allows you to specify the conditions under which ticket buyers can receive a refund if they are unable to attend the event.

To set up a refund policy for your event, follow these steps:

1. Log in to your account and select the event you want to edit.
2. Scroll down to Additional Settings click on to open more options
3. Find the Set a refund policy section at the bottom of the page
4. Select your desired refund policy in the check boxes provided.
5. Click Save to apply the refund policy to your event.

By providing clear and detailed T&C's and refund policies, you can help ensure that your event runs smoothly and that ticket buyers are aware of their rights and obligations.

What happens if I want to pass on the fees to the Ticket buyer?

When setting up your event on 123 Tix, the option to pass on the Booking Fee and Credit Card Fee to your ticket buyers is automatically selected. These fees are added on top of the cost of each ticket purchase, the buyer is made aware of the additional charges before they make their payment.

By passing on these fees, you can use the 123 Tix platform without any cost to yourself, as the buyer covers the fees. This means that you can enjoy the benefits of the platform, such as easy ticket sales and event management, without having to pay any fees out of your own pocket.

Overall, passing on the Booking Fee and Credit Card Fee can be a convenient and cost-effective option for event organisers. If you have any questions or concerns about these fees, the 123 Tix support team is available to help.

How do I create a multi session event?

To create a Multi-Session Event first you need to have your event created.

1. Log in to your 123 Tix account and go to the "Manage Events" page.
2. Select the event you want to create multiple sessions for.
3. Click on the Tickets button located at the top right corner of your page.
4. Choose the Multi Session option.
5. You will be prompted to create multiple sessions for your event. Enter the session name, start and end date, start and end time, and ticket availability for each session.
6. Click on the Add Session button to create each additional session.
7. Once all the sessions are created, click on the Save button to save your changes.

Congratulations! You have now successfully created a Multi-Session Event on 123 Tix. Your ticket buyers will be able to select which session they would like to attend when purchasing their tickets.

How to create your ticket types and ticket categories

When you first set up your tickets, you need to select whether your event is a Single Session event or a Multi-Session event. As most of our organisers have multiple categories of tickets the first thing you need to do is click on Add ticket category.

When you add your first ticket category, it will also automatically add your first ticket type. So if you have an event that has one category of tickets and one type of ticket, you will only have to do this once.

Follow these simple steps to create your first ticket

1. Select whether your event is a Single Session or a Multi-Session event.
2. Click on Add ticket category.
3. Enter the Category name (up to 20 characters), optional Section label, and optional colour for the ticket label.
4. Add a Ticket type by typing in the Ticket type box (up to 20 characters) and pressing enter.
5. If you want to restrict access to a ticket type, select the checkbox and add the rules.

Pricing 

1. Enter the price for the ticket type
2. Select the Free box at the top of the ticket creation tab for free events.
3. For Charity events, select the Donation box at the top of the ticket creation tab.

Ticket information

1. Provide a description to assist the Ticket buyer in choosing the most appropriate ticket.
2. By default, all Sales Channels are on. You can change this to limit it to one or more of these options.
3. Decide whether to collect Attendee's Name by checking or unchecking the box.
4. Set the limit of ticket quantities available.

Additional options

1. Scroll down to the Additional Options and click to open more settings 
2. Under the Visibility section, select in the drop-down menu either "Date&Time" or "When sold out for."
3. Set the Sale Start and Sale End Date and Times under the When are tickets available? section.
4. Next, Limit the display on iKiosk until this time if you want to restrict the display of the ticket category on the iKiosk till a certain time before the start of a session. 
5. Under the Ticket Per Order section, you can set the minimum and maximum number of tickets per order.
6. If you want a Password to protect the ticket type, Enter a Password into the Password box.
7. Click Save (?) on the top left corner of the page to save the changes.

Save your changes before closing the window.

That's it! You have now set up your event tickets. If you need further assistance, you can always contact the 123 Tix team for help.

Adding in Restricted Tickets

Restricting access if a feature that helps in limiting the availability of certain ticket types based on whether or not the buyer has already selected a different ticket type. This feature can be useful for events that offer discounted or complementary tickets to specific groups, such as free child tickets with the purchase of an adult ticket. By restricting access to these tickets until the buyer has purchased a qualifying ticket, event organizers can ensure that only eligible buyers are able to access these special ticket types.

Follow these simple steps below to create a restricted ticket type:

Can I password protect some of my tickets?

With our system the Each ticket type can be password protected for restricted veiwing 

1. First, create your ticket types as you normally would by selecting Add ticket category and filling in the necessary information such as the category name, section label, color, ticket type, price, and description.
2. Once you've finished adding all the ticket types, scroll down to the bottom of the screen and click on Additional options.
3. In the Password protect ticket type section, enter the password that you want to use for this ticket type.
4. If you want to use a different password for another ticket type, click on Add New to create a new ticket type and repeat steps 1-3 with the new ticket type.
5. Once you've entered all the necessary passwords, click on Save in the top left-hand corner of the screen.

And that's it! Your ticket types are now password protected. Just remember that if you add a password to a category type, all ticket types under that category will have the same password.

My event is a fundraiser, can I add a donation button?

Yes! If you would like the option for your ticket buyers to donate to your cause, we can add in a donations button at the bottom of the ticket types. This allows customers to donate an amount of their choosing via the ticket platform.

1. Log in to your 123 Tix account and navigate to the Manage Events section.
2. Click on the Options tab located on the left-hand side of the screen.
3. Select the Tickets option from the list of available options.
4. Click the blue Add Category button located at the top-right corner of the screen.
5. From the list of available ticket categories, select Donations as your ticket category type.
6. Fill out the required information for your donation ticket type.
7. Save the donation ticket type by clicking the Save button at the bottom of the screen.
8. Once the donation ticket type is saved, the donations button will automatically appear on your event page, allowing your customers to donate an amount of their choosing.

That's it! Your customers can now donate to your cause through the donations button on your event page.

How to Create a Automatic Discount

Discounts are a great way to incentivize ticket purchases and increase sales for your event. Follow these easy steps below to add in your own discounts:

1. Log in to your 123 Tix account and navigate to the Manage Events section.
2. From the drop-down menu, select Current Event.
3. Under Options, select Automated Discounts.
4. Click on the blue Add Automatic Discount button at the top of the screen.
5. Create a name for your discount (e.g. "Family Discount").
6. Enter the discount amount and select when the discount should be applied (per order, per ticket, or per criteria met).
7. Choose how the discount will be applied (by ticket type, session, or total tickets).
8. If you want to allow more than one discount to be applied to the same booking at the checkout, select Allow add discount for other discounts.
9. Click on the Save button.

That's it! Your automated discount has now been set up and will be applied to tickets purchased through your event page. If you require any assintance in this process don't hessiate to contact our 123tix support team.

How to create Promo Codes/Coupons

How do I create a waitlist?

Measuring the popularity of your event is crucial for understanding the level of interest and demand for your event. If your event sells out, using a waitlist can be an effective way to gather the names of those still seeking tickets or to gauge interest in case you have the ability to expand the location or schedule additional sessions. Enabling a waitlist on your event is a straightforward process.

By keeping track of your event's popularity and utilising the waitlist feature, you can make informed decisions about expanding or scheduling additional sessions, and ensure that as many people as possible have the opportunity to attend your event.

To enable a waitlist on your event:

1. Log in to your 123 Tix account
2. From the left menu, click Dashboard
3. Manage Events -> Current Events
4. Click on your event that you wish to edit
5. Scroll down to Additional settings
6. Under the heading Waitlist enable the Waitlist option

Once your event reaches capacity, the Waitlist feature will automatically be enabled. Customers can then fill out a form to add their name to the event's waitlist. If more tickets become available, you can notify those on the waitlist through the system via email.

Should more tickets become available on your event, you will be able to notify those on your waitlist through the system via email.

1. Log in to your 123 Tix account
2. Manage Events -> Current Events
3. Click on your event that you wish to edit
4. Select the ticket type you wish to allow more tickets and increase the capacity and press Save
5. Click Waitlist at the top right hand of the screen
6. The Invite Waitlist button will now appear, click on this and a invitation will now be sent to the customer/s that have registered their interest in your event giving waiting list access only for 24 hours 

How do I add extra questions

To add an Extra your event must be set up with tickets. Follow these steps to create your first extra:

1. Make sure your event is set up with tickets.
2. Log in to the admin section of 123 Tix and select Manage events and then Current events.
3. Find the event you want to add an extra to and click Options and then Extras.
4. Click the blue Add extra button.
5. Type in the name of the extra as a question (e.g., "Do you have any dietary requirements?").
6. Select the type of extra (Option, Text, or Number).
7. Add in a comment if needed to further explain the extra to your customer.
8. Select from the options

Then select from the below options:

• Required: which makes the extra compulsory to answer
• Only ask once per order
• Ask only once per group ticket
• Ask for each ticket in group ticket
• Ask for tickets in group only if it is required for this ticket type

1. Choose from the display options

Select from the display options

• Web which is 123 Tix website
• Box Office which is accessible only by administrators
• Kiosk which is the 123 Tix Kiosk app for onsite sales

1. If you selected the type as an Option, enter your values (e.g., No, Gluten free, nut free, vegetarian, vegan, etc.).
2. Select the ticket types this extra applies to, otherwise leave it blank to apply to all ticket types.
3. Click the green Save button at the bottom of the page to create the extra

Previewing the event

It is important that you preview your event before you make it live to ensure your event is set up as you had intended. In the Organiser portal under Manage Events > Current Events you will see a list of all the events you have created that are currently on sale or preparing for sale in draft or maintenance mode. In the list of events each event has several options in columns, select the blue arrow button called “preview”. This will allow you to click through your event even if the event is not yet open for booking to see the booking process from the customers perspective. On the Event Dashboard you will see a Preview Event button in the top right corner. This will allow you to click through your event even if the event is not yet open for booking.

How to Create a Seating Map/Workspace

The first step in Creating a seating map is to creat a seating workspace follow these easy steps below to get started:

Creating a Seating workspace

1. Log in to your 123tix accout
2. Navigate to your account settings and find the Seating Workspace button in top right corner
3. In the empty box to the right add in the Name of your workspace (We recomend it to be the Name of the profile or a venue if creating multiple maps)
4. Press Save to create your workspace

Creating a seating map is easy follow these steps below if you havent created a Seating workspace follow the steps above:

1. Log in to your 123tix account.
2. Click on the Manage Events -> Seat Desinger
3. Click on Add Map to start the Map designing process
4. During this process the map will automatically save, once happy with the map Press publish and continue onto adding it to your event

To make this easy, we developed an in-browser designer tool, allowing you to just point and click, drag and drop the elements on your floor plan.

• Draw any floor plan in your browser. No coding is required.
• From 200 seat theatres to 100K seat stadiums.
• Trace over an existing reference chart.
• Renders on Mobile and desktop view

Can I use 123 Tix for private events?

Cloning Past Events

The admin portal provides a convenient platform for managing events. The following steps, will help in cloning a past event and making modifications to create a new one.

Cloning events provides a practical way to replicate the structure and settings of a previous event, saving time and effort in event management. With the ability to customize the date and event name, you can effortlessly adapt the cloned event to your specific needs.