Online Ticket Processing System Tix.com RUPA User Manual

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1 System Access Online Ticket Processing System Tix.com RUPA User Manual Log into Tix Management site at with your assigned User ID and Password. Box Office Event Set Up Procedures 1. Venue Set Up (General Admission) Select Venue Management under the Management Menu tab. First check to see if your venue has already been created. You can do this by clicking on Show list from and click All If you don t see your venue listed click, New Venue button. You ll want to enter the following information: Venue Name Livingston Student Center Venue Address Use Address 1 for 84 Joyce Kilmer Avenue, use Address 2 for MPR, etc. Venue City Venue State Country Use USA for events occurring in the United States **Note: You only need to set up a venue when using a venue for the first time. Once the venue is entered into the system, you will be able to set up future events at the venue.

2 2. Production Set Up Select Production Management under the Management Menu tab and click on the Add Production button. The information for the production is entered here including: Production Name RUPA Beats on Banks ft. Chance the Rapper or RUPA Bus Trip: Six Flags Short Production Name Leave blank the system will populate an abbreviated production name (for use in ticket printing). Producer RUPA or Leadership Description Enter the event description For example You must be a student with a valid Rutgers Undergraduate New Brunswick/Piscataway ID to purchase a ticket. A student with a valid ID may only purchase ONE Guest ticket. Category Select an appropriate category from the drop down list SubCategory Select an appropriate category from the drop down list Select Add Production and the system will assign an ActCode for the production and add it to the list of productions on the Production Management page. The production information can be modified at any time, even after ticket sales have started.

3 3. Event Set Up Select Event Management under the Management Menu tab and click on the Add Event button. The first of three screens displayed will be the Event, Production and Date Entry screen. Production Select Select the production from the pull down list (most likely the one you created in Step 2). Venue Select Select the venue and enter the capacity based on the event. Some examples are below: 1. Bus Trip: Capacity would be based on how many buses you are taking. Each bus has a capacity of 54 people (4 tickets go to the RUPA trip leaders and chaperones) and we usually put 50 of those on sale. 2. Student Center Concert or Comedy Show: Check with your event coordinator/advisor to confirm how many tickets you can sell based on the setup of the room. This can range from depending on the student center and the setup. 3. College Avenue Gym: Depending on the setup of the space. This can range from 1,800 2,000 tickets. 4. Other: Check with your advisor Event Information Enter the information in the next four boxes as show below: Event Description: Only enter any additional, event specific information here. If you want to enter production wide information use Production Management. Information Phone Number: Enter the RUPA College Avenue office number (848) Event Web Site: We usually link to the FB event page, if there isn t one you can link to policy/ Event Address: Use the committee for the committee who is sponsoring the event. Event Date & Times Enter the date of the first performance as shown below: Event Date: Enter the Event Date Event Time: Enter the Event Time Public Sale State Date/Time: Enter the date/time you wish to make tickets available online. We usually select a Monday at 2:00pm. This allows us to have the opportunity to call tix in case something goes wrong. Public Sale End Date/Time: Enter the date/time you wish for online ticket sales to end. Usually the day before at 6pm to allow enough time to prepare the list. Delivery Methods Select E Ticket This option allows your patron to be able to print out their own ticket(s). There are no charges associated with selecting this option. Select Continue

4 Delivery Methods & Dates The delivery method begin date and end date allows you to control when these options are available to your patrons. Leaving the begin date blank will allow the delivery method to be available as soon as tickets go on sale. Leaving the end date blank will allow the delivery method to end as soon as tickets go off sale. At minimum there must be one begin date left blank and one end date left blank on the event. **Note: The Online Flag controls whether the selected Delivery Method is available to online ticket buyers. If this box is checked, the Delivery Method will be available to online ticket buyers. The Offline Flag controls whether the selected Delivery Method is available to box office users. If this box is checked, the Delivery Method will be available to box office users. Once the information has been entered, click on the Continue button at the bottom of the page. The second screen displayed will be the Pricing screen. Pricing: Ticket Types We have created specific ticket types just for RUPA events. These different types allow us the opportunity to limit the amount of tickets that students purchase and require that a student ticket be purchased is guest tickets are sold. Check with your advisor before selecting a ticket type. 1. Bus Trip: Select Student (w/id) with this option you will have to go in and set the ticket limit to 2. For trips, we allow only undergraduate students the option to purchase a ticket. They can purchase 2 student tickets so that they can go on the trip with a friend. If tickets are still available the Monday before the trip, we will open up to guests and we will add Guest as a ticket type. 2. MPR Show: Select the following two ticket types depending on the event: 2.1. Rutgers Student w/ Valid ID: by selecting this ticket type it will require a student ticket be purchased and limit the amount of student tickets to Rutgers Guest: if you are allowing students to bring a guest, by selecting this option you are limiting it to 1 guest ticket. When someone is claiming a ticket, they will not be able to just purchase a guest ticket, they will also have to purchase a student ticket. 3. College Avenue Gym: When doing a gym show you should select the venue as COLLEGEAVENUEGYM1 (not General Admission). This will allow us to sell tickets by section (floor and balcony). There will be four ticket types for this event: 3.1. Rutgers Student w/ Valid ID Floor: 3.2. Rutgers Guest Floor: 3.3. Rutgers Student w/ Valid ID Balcony: 3.4. Rutgers Guest Balcony: Enter the ticket price for each of ticket types. Enter an internet fee of $1.50 for events with a ticket price. This charge will cover the amount we pay to tix.com for the service. For shows that are free, there will be no fees, keep in mind that you will need to budget $1.50 per ticket to cover the fee.

5 For example: If we are doing a free MPR show with 500 tickets, RUPA will have to cover a $1.50 for every ticket processed. So if we process 500 tickets, we should budget for $ Event Add Leave all other information untouched and press Continue At the bottom of the Event Review screen, click on Add Event button to add your new event. Although the event has been added it will not be available to box users until the event has been activated. 5. Event Options: There are still a few more steps needed for RUPA Events. Once your event is added, go back to the Management Menu and click on Event Management. Select your event and scroll down and select Event Options. 1. Tickets Allowed per Order Internet Sales: This will most likely we either 1 or 2 depending on the event. 2. Sold Out Message: We use this to let students know that events are sold out. When creating the event put the following: 2.1. At this time tickets are unavailable. Please be patient and refresh the page until tickets become available. This message will change when tickets are sold out. Once the event is sold out use the following message. Do not put this message until all ticket have been Sold if tickets are still in the Resv d don t change this. See below Tickets for this event are SOLD OUT. If you wish to be added to the waitlist, please rupaartsculture@gmail.com with your NAME, ADDRESS, and PHONE NUMBER. You will only be contacted if tickets become available. 3. Order Confirmation Message: You will need to print out the confirmation that each person who purchases tickets receives. Here is a sample Thank you for purchasing a ticket to RUPA Presents:. The bus will leave from the College Avenue Student Center at on. If you have any questions or concerns please rupatraditionscommunity@gmail.com. For up to the date trip information please visit the event Facebook page. We can't wait to be scared and enjoy the thrills with you! RUPA Rutgers Scroll to the bottom and click on Apply Changes 6. Event Ticket Type Quantity Management: The last detail for the setup is to determine how many of each ticket type you would like to have available. There should always be a great number of student tickets than guest tickets. You can do this by going to the Management Menu and selecting Event Ticket Type Quantity Management. Select your event and you can enter the amount per ticket type. Click Update Quantities. Ex: For a comedy show with 250 tickets available online you may want to do 150 student tickets and only 100 guest tickets. Discuss these numbers with your advisor. 7. Event Activation

6 Select Event Management under the Management Menu tab. Select your event. At the bottom of the Event Information screen click on Activate. This will allow box office users to process ticket sales. The general public will be able to purchase tickets when the Public Sale Start Date/Time has been reached on getinvolved.tix.com 8. Final Review: Before the onsale date, make sure to have someone double check all the information. Tracking Ticket Sales There are a number of reports that are available on the Report Menu page which you can select from the top bar. We have outlined the most useful ones below. 1. Marketing Reports Attendance Reports: You can use this report to track how many people checked into an event. If you are using the scanners through the internet this report will live update so you can accurately tell how many people have checked in. Select the event you wish to look at. Then you can sort by Ticket Scan Status and select Scanned/Redeemed The number will appear at the bottom left. For example: with 2,000 tickets it might say (1907 items) so you scanned in 1907 of the 2000 tickets sold. 2. Operations Reports Event Details Report: This report will allow you to see a full list of all the transactions. Names, confirmation number etc.

7 Click on Choose Events and select the event you wish to look at. Then click Choose Seat Status and select Sold and press Submit. This report can be used for a number of things Search for Orders: You can do this by name, order number etc. There is a search function at the top of the report Changing/Cancelling Orders: If in the rare case someone needs a refund you can use this report Printing the trip manifest for checkin, RUPD etc. Once in the report, click on Export and you can download it You can customize this report by clicking on Show/Hide Columns and dragging the information you would like into the column. We suggest you always add; Billing Day Phone and Billing Sales Reports Sales By Seat Section Report: Once tickets go on sale, you can quickly see how many tickets have been sold at a glance with this report. Select the event you wish to look at and click submit Sold is the amount of tickets that have completed the process. This means the person completed the transaction 3.2. Resv d are the amount of tickets that are still in people's carts. If they do not complete the process these will go back into the pool to be sold. The event is not officially sold out until this number is Avail are the amount of total tickets that are left for sale You can also see how much money has been generated at that time.