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 can make changes to these fields once the event is saved anytime you would like.

Listed below are the fields that are required for you 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.
  
  
• Dates & Times
  Fill out the date and times of the event and any additional information, e.g., close ticket sale, presale, and custom times.
  
  
• Event Description
  Include an event description so your customers can 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 more options for your event. e.g. 18 and 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 be completed. 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 customise the ticket information based on your preferences.

1. Log in to your account on the 123 Tix website.
2. Find "Manage Events" and open the drop-down menu to "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 times, 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 want.
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 appear allowing you to do a final edit on the size and display of the image
• Below the Image, a "Save Image" box will appear. 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 menu and select "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 are some examples of tags to get you started:

Agricultural Shows:

• 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 the 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 presale:

1. If you want to offer presale tickets, first complete steps 1 and 2 in "Changing when the Tickets go on sale."
2. After this "Presale Start" and "Presale Start Time" will appear, 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.

How do I set up an organiser profile?

How do I set up an organiser profile?

Before creating your event, you need to set up your organiser profile:

1. Log in to the 123 Tix admin portal.
2. In the left-hand panel, select Account Settings > Organiser Profile.
3. Click Add Profile.
4. Complete the form and upload your Ticket Receipt Logo (must be 200x200 pixels).
5. Click Save.

When you're ready to create your event, you'll be prompted to add your user profile.
If you manage multiple projects, you can set up several organiser profiles under your account. This allows you to keep all your projects in one place, eliminating the need for multiple 123 Tix accounts.

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&Cs 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 123 Tix 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 Terms & Conditions.
4. Click "Save Changes" to apply the terms and conditions to your event.

In addition to your event's Terms & Conditions, 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" and click on it 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 checkboxes provided.
5. Click "Save" to apply the refund policy to your event.

By providing clear and detailed Terms & Conditions 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 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, then follow the following steps.

1. Log into 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 the 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 the "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 one or more of these options.
3. Decide whether to collect the attendee's name by checking or unchecking the "Collect Attendee Name" box.
4. Set the limit of ticket quantities available by entering the quantity in the "Capacity for this Ticket Type"  box.

Additional Options:

1. Scroll down to "Additional Options" and click to open "More Settings."
2. Under the"Visibility" section, and either the drop-down menu "Date & Time" or "When Sold Out For."
3. Set the "Sale Start & Sale End Date" and the "Times" under the "When are Tickets Available?" section.
4. Next, "Limit the Display on the 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 to 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, please feel free to contact our office at (02) 6881 8632.

Adding in Restricted Access Tickets

Restricting access is 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 complimentary 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 organisers can ensure that only eligible buyers can 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, each ticket type can be password-protected for restricted viewing, see the steps below on how to password-protect your ticket types.

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, colour, 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", enter the password 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 "Save" in the top left-hand corner of the screen.

And that's it! Your ticket types are now password-protected. 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 incentivise ticket purchases and increase sales for your event. Follow these easy steps below to add in your discounts:

1. Log in to your 123 Tix account and navigate to the "Manage Events" section.
2. From the drop-down menu, select "Current Events."
3. Under "Event 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 assistance in this process don't hesitate to contact our 123 Tix support team on (02) 6881 8632.

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 can expand the location or schedule additional sessions. Enabling a waitlist for 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 into your 123 Tix account.
2. Click on "Manage Events" and then "Current Events" on the left-hand side of the screen.
3. Click on the event that you wish to edit.
4. Scroll down to "Additional Settings."
5. 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 names 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 at your event, you will be able to notify those on your waitlist through the system via email, follow the steps below on how to notify your waitlist.

1. Log into your 123 Tix account.
2. Click on "Manage Events" and then "Current Events" on the left-hand side of the screen.
3. Click on the event that you wish to edit.
4. Select the ticket type you wish to allow more tickets to increase the capacity and "Save."
5. Click "Waitlist" at the top right-hand of the screen.
6. The "Invite Waitlist" button will now appear, click on this and an 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

1. Log into 123 Tix and select "Manage Events" and then "Current Events."
2. Find the event you wish to add an extra to find "Event Options" and then select "Extras."
3. Click the blue "Add Extra" button.
4. Type in the name of the extra as a question (e.g., "Do you have any dietary requirements?").
5. Select the type of extra (e.g., Option, Text, or Number).
6. Add a comment if needed to further explain the question to your customer.
7. Select from the options below:
   - Required: which makes the extra question compulsory to answer.
   - Only ask once per order.
   - Ask only once per group ticket.
   - Ask for each ticket in the group ticket.
   - Ask for tickets in group: only if it is required for this ticket type.
8. Choose from the display options below:
   - Web: This is the 123 Tix website.
   - Box Office: This is accessible only by administrators.
   - Kiosk: This is the 123 Tix Kiosk app for onsite sales.
9. If you selected the type as an Option, enter your values (e.g., No, gluten-free, nut-free, vegetarian, vegan, etc.).
10. Select the ticket types this extra applies to, otherwise leave it blank to apply to all ticket types.
11. Click the green "Save" button at the bottom of the page to create the extra question.

Previewing your Event

It's important to preview your event before making it live to ensure everything is set up correctly.
Here is how you can do it:

1. Log into 123 Tix and navigate to "Manage Events" and then to "Current Events". Here, you'll find a list of all the events that are either on sale, in draft mode, or maintenance mode.
2. In the list of events, each event will have several options in columns. Look for the blue arrow button labelled "Preview Event" and click on it. This will allow you to simulate the booking process from the customer's perspective, even if the event is not yet live.

Previewing your event will ensure that everything functions as intended and allows you to make any necessary adjustments before attendees begin to book tickets.

How to Create a Seating Map/Workspace

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

Creating a Seating workspace

1. Log in to your 123 Tix account.
2. Navigate to your "Account Settings" and find the "Seating Workspace" button in the top right corner.
3. In the empty box to the right add the Name of your workspace (We recommend 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 to follow steps below if you haven't created a seating workspace follow the steps above:

1. Log in to your 123 Tix account.
2. Click on the "Manage Events" and then "Seat Designer."
3. Click on "Add Map" to start designing your seating map.
4. During this process the map will automatically save, once happy with the map press publish and continue adding it to your event.

We've developed an in-browser designer tool that simplifies floor plan creation with just point-and-click, drag-and-drop functionality.

• Create floor plans in your browser effortlessly, with no coding needed.
• Suitable for venues ranging from 200-seat theatres to 100,000-seat stadiums.
• Easily trace over existing reference charts.
• Renders seamlessly on both mobile and desktop views.

You can use different sections to design large stadiums, general admission areas for concerts, tables for gala events, or trade booths for various exhibitions.

Can I use 123 Tix to host 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 customise the date and event name, you can effortlessly adapt the cloned event to your specific needs.

Importing and Distributing Bulk Tickets

123 Tix provides an efficient way to import bulk ticket purchases and distribute tickets using a structured spreadsheet template. Completing the required fields allows you to easily assign tickets to your customers and save time. This system allows you to input the purchaser’s details, the number of tickets purchased, and the names for each ticket in an organised, seamless manner.

Make sure to follow the exact column structure in the template to ensure a successful import. Each ticket purchase should be carefully recorded, and if there are multiple tickets, the names must be listed correctly in a comma-separated format. The template also ensures that no unnecessary columns are added, which helps maintain consistency during the import process.

Once completed, the spreadsheet can be uploaded to your 123 Tix account, making the ticket distribution process smooth and hassle-free. Whether you are handling a large number of ticket orders or just a few, this tool will simplify the management of ticket assignments and ensure everything runs smoothly for your event.

Overview: 

The spreadsheet template is designed to import ticket purchases and assign ticket names for your event. It’s essential to complete the required fields accurately to ensure a smooth import process. Only the designated columns should be used—do not add or remove any extra columns to maintain the integrity of the template.

Step 1: Completing the Spreadsheet

1. Download the template provided for importing ticket purchases.
2. Fill in the required columns
   - Ticket Purchaser: Enter the name of the person purchasing the tickets.
   - Email: Enter the email address for each ticket purchaser.
   - Phone: Provide a contact phone number.
   - Street Number: Enter the street number (e.g., 123).
   - Street Name: Enter the street name (e.g., Main Street).
   - Suburb/Town: Enter the suburb or town name.
   - ??State: Enter the relevant state.
   - Postcode: Enter the postal code.
   - Tickets: Specify the number of tickets being purchased.
   - Ticket Names: Provide the names of ticket holders (see the explanation below).
3. If there are multiple tickets, list each name separated by a comma in the "Ticket Names" column (e.g., John, Bob for two tickets).
4. If only one name is provided, it will be assigned to all tickets. For example, if you input "John" and the "Tickets" column indicates 3 tickets, all 3 tickets will be assigned the name John.
5. Do not add or remove columns in the template. The import process requires the exact structure as provided, so any modifications can result in errors during the import.
6. The template should only contain one type of ticket per import unless you are importing a group ticket where multiple ticket types are allowed.

Step 2: Uploading the Spreadsheet

1. After completing the template with the required information, save the file in the correct format must be CSV.
2. Log in to your 123 Tix account and navigate to the import section of your event page. Upload the completed spreadsheet to import the ticket details and distribute tickets.

Tips: 

• Double-check that all required columns (Ticket Purchaser, Email, Phone, etc.) are filled in correctly before importing. Missing information may result in errors or unsuccessful imports.
• Don’t add or remove any columns. The template is designed to work with a specific structure, and altering it can cause issues when importing.
• Each import should be dedicated to one ticket type. If you need to import tickets for different types (e.g., VIP and general admission), do so separately to prevent confusion.