Event Tickets App Overview

Event Tickets

1. What it is

Event Tickets runs the seats your company holds at stadiums, arenas and theaters. A coordinator sets up an event, employees ask for seats, and the app decides who gets them. It then tracks whether the tickets arrived and writes one Excel sheet for Payroll each period.

• Enablement: Event Tickets is a licensed app that is off until an admin turns it on. It is licensed by coordinator: each App admin or Contributor holds a coordinator license. Organization admins coordinate without one, and employees and a Payroll group need none.
• What it is not: it doesn’t connect to a venue’s ticketing system. A coordinator or the box office still sends the tickets, and the app can’t see whether they arrived, so it asks each person. It also takes no payment. It records what to deduct, and Payroll does the deducting.

2. Standing it up

1. Turn the app on from the Apps Marketplace, then open the app’s page there and choose Publish to users, or Publish to specific groups. Until you do, only admins and coordinators can open it, whatever each block’s audience says.
2. Choose your coordinators. An organization admin already is one. For anyone else, go to Event Tickets → Settings, find Coordinators and choose Manage Coordinators, then add them as App admin or Contributor. Your organization’s time zone matters here too: every event reads one clock for everyone, so if none is set, event days and times run on UTC, and Payroll and Settings say so.
3. Go to Event Tickets → Settings. Check Payroll sheet period, choose a Payroll group if Payroll should sign in for its sheets, and write your Ticket policy or keep the standard one.
4. Go to Event Tickets → Venues and choose New Venue. Set How Tickets Arrive and Tickets Due. An event can’t be saved without a venue.
5. Go to Manage Events and choose New Event. To load a season from a spreadsheet instead, open the menu beside it and choose Import a Season. Imported events land as drafts. The same menu holds Import Blocks of Seats and Import Seats Already Held. App admins and organization admins see this menu; a Contributor can use Copy Blocks From instead.
6. On the event’s page, choose Add Block once for each kind of ticket, or Copy Blocks From to bring in another event’s blocks with their request windows moved to match. No requests, draw or seats come with them.
7. Choose Publish Event.
8. Confirm it worked: sign in as an employee and open Upcoming Events. The event shows with only the blocks that person may ask for.

The pairing that most often goes wrong: saving an event doesn’t show it to anyone. It stays a draft until you choose Publish Event, and that button appears only once the event has a block. After that, each block still waits for its own Requests Open time. People are told, and can ask, only when that time arrives, and only once the app itself is published to them (step 1). An event published before that stays quiet, and its audience is told when the app opens to them.

Want to look around first? Load Sample Data on the Settings page adds example venues, events and seats. Sample events never notify anyone, and Remove Sample Data takes them away again.

3. How it fits together

Venue. A place seats come from, and how tickets reach people there. How Tickets Arrive has four choices: The venue sends tickets from our list, We transfer tickets from our account, We upload a ticket file for each person, and People pick up their tickets. Tickets Due counts business days before the event. The first two choices need an email address for each person, and the other two don’t.

Event. One game, concert or show at a venue. It is a draft until a coordinator publishes it, and it stays published unless a coordinator cancels it.

Block. One kind of ticket on an event. Each block has its own audience, request window, price and rules, so one event can hold several. Two of its settings are separate choices that are easy to confuse:

• How Seats Are Given Out: First come awards seats the moment someone asks. Draw at close collects requests and picks at the end of the window.
• Where Seats Come From: Fixed number means seats you already hold. Bought after demand means you buy once you know how many people want them. The number you set is your plan: requests and the draw hand out no more than it until you record the purchase, which can be more.

All four combinations work. Here is one event with three blocks:

Block	Who May Request	How Seats Are Given Out	Where Seats Come From	Who Pays
Suite	A group: All Managers	First come	Fixed number, 12 seats	Staff, by payroll, $145 a seat
Club Seats	All staff	Draw at close	Bought after demand, 40 planned	Staff, by payroll, up to $95 a seat
Sponsor Seats	All staff	First come	Fixed number, 16 seats	Company, so free to staff

Requests and seats. A request is what a person asked for. Their seats are what they hold. The two stay separate so that someone who asked for three seats and won one still shows both numbers. The seats they hold are what gets billed, listed for the venue and tracked for delivery.

The draw. When a block’s window closes, the app shuffles the entries and works down the list. It stores the entries, the seed (the number that fixed the order) and the whole drawn order. Check This Draw on the Draw tab repeats the order from those to prove it hasn’t changed. A draw runs once. Everyone not awarded stays in line, and seats that come back go to the next person in that line.

Quoted price and actual price. On a fixed block they are the same. On seats bought after demand, the block’s price is what people are quoted as the most they could pay. Winners first hear “up to” that amount. Once a coordinator records what the seats cost, each winner gets a second notice with the final amount.

Period and sheet. A period is one stretch of payroll, and each has one sheet across every event. A charge lands in the period of the event’s date, or in the next open period if that one has closed. Seats are charged whether or not they’re used. Free blocks never reach a sheet. Closing a period freezes its rows, so a later fix is a correction row on the current period’s sheet, or the next one open, and never an edit.

Sent, Delivered and the person’s answer. These are three separate facts, and the Delivery page shows all of them.

• Sent means a coordinator marked the list as sent, or uploaded a ticket file. Undo Mark as Sent puts everyone without a file back to Not sent.
• Delivered is a box a coordinator ticks for someone who can’t answer.
• The person’s answer is what they say arrived: I Got My Tickets (I Got Everything when parking comes with the seats), Tickets Missing or Parking Missing.

An answer is about delivery only, and it never changes a charge.

Who sees what.

Person	What they get
Employee	Upcoming Events and My Seats, on desktop and phone, and through Ask AI
Contributor (a coordinator)	Also Manage Events, Delivery, Payroll, Venues and Reports, on desktop
App admin or organization admin	All of that, and Settings
Member of the Payroll group	Upcoming Events, My Seats and Payroll, to read and download sheets. Payroll opens for them even before the app is published to them

Boundaries with other apps. A block’s audience is a recipient group from your Groups list, so a group built on a rule stays current as people change roles. Follow our pay schedule reads a pay schedule your company has chosen and doesn’t need the Benefits app. Season and seat imports run through Smart Import. Payroll loads the sheet into your payroll system by hand, because the app has no connection to one.

4. Running it

Hand out seats

A first-come block needs nothing from you: seats go as people ask. For a draw, the app runs it when the window closes, or you can choose Close Requests and Draw on the Demand tab to run it sooner. That dialog shows what each rule would do before you commit. Everyone who asked is told right away. A draw the app runs on its own also tells the people set in Who hears about draws and missing tickets, with the result and whether a purchase still needs recording.

The Demand tab shows seats asked for against seats to hand out, and every request. The Draw tab shows the drawn order and each person’s result. The Seats tab lists everyone holding seats, how they got them and where delivery stands, with Release Seats and Remove Seats. The History tab keeps its draws, purchases, seats released or removed, and a cancellation, with who did it and why.

Record what seats cost

For a block bought after demand, choose Record Purchase on the Demand tab once its requests have closed. Enter Seats Bought and Actual Price per Seat, then Save and Tell People Holding Seats. The period can’t close until this is done. A coordinator holding seats on the block needs another coordinator or an organization admin to record its price, unless they work alone.

Get tickets to people

1. Open the event and go to the Venue List tab.
2. Choose Download Excel and send the file to the box office, or work through it to transfer tickets from your own account. Once some are sent, Download Unsent Only lists just the people still waiting.
3. Choose Mark as Sent. People can’t give seats back themselves after this, and the ticket check can start. If that was a mistake, Undo Mark as Sent puts everyone without a file back to Not sent, until someone answers the ticket check, a Delivered box is ticked or the event starts. Once it’s gone, the tab says which. See Delivery opens the Delivery page on this event.

For a venue that sends files, open the person’s row on Delivery, open its menu, and upload the Ticket File. They’re told, and download it from My Seats. Replace and Remove File are in the same place. The menu also holds Seat Details, for a section and row they’ll see there, and Ticket Email, to correct where a person’s tickets go.

Fix what’s missing

When tickets are due, each person is asked what arrived, and they get one reminder a day later. Delivery lists everyone’s upcoming seats, and the All events list above the table narrows it to one event. A report of something missing shows at once and tells the people set in Who hears about draws and missing tickets. Seats whose tickets are due but haven’t been sent join the alert too. Someone who hasn’t answered joins the alert at the top one business day before the event, once they’ve had the reminder, and those people are told then too.

To fix a miss, send the ticket or pass, then tick its box in the Tickets or Parking column. The person is told, and asked to confirm again. Ticking a box clears a report about that item, because it no longer stands.

Close a period

1. Go to Payroll and choose the period’s tab.
2. Check the rows. Waiting on price means a purchase isn’t recorded yet.
3. Choose Close Period. Its rows freeze, people can no longer give those seats back, and the Payroll group is told with a link to sign in. Closing is final, and it can come before the period ends, because payroll cut-offs often run early: the confirmation names the end date if it hasn’t passed.
4. To fix a row later, choose Correct Charge on the closed sheet and give a reason. The correction lands on the current period’s sheet, or the next one open, with your name, and the person is told.

Download Excel on an open sheet gives a file named as a draft, with blank cells where a price isn’t known yet. Payroll sees closed sheets only.

Take seats off a sheet

On an open sheet, Remove Seats on a row takes the seats back, with a reason, and tells the person. The row stays on the sheet at $0 with the reason and your name, and it goes to Payroll that way. A person who gave seats back themselves simply drops off the sheet, and a cancelled event takes its rows with it. A coordinator’s own charge needs another coordinator or an organization admin, unless they work alone.

Someone who has left shows Left the company on the sheet, and coordinators are told once. The Payroll page lists everyone like this across all open sheets. Leave the charge on the sheet and Payroll sees the flag, so it can come out of final pay. Choose Remove Charge if final pay already covered it or the company is absorbing it, and say which.

Read the reports

Reports covers one calendar year, and the year picker holds every year with an event. Deducted From Pay counts closed sheets only, corrections included. On Open Sheets is what open sheets still hold, and a correction there can make it negative. Seats Unused counts held seats nobody was given, on past events only. Seats Held counts what the company really has, so a block bought after demand holds nothing until seats are awarded or a purchase is recorded. Repeat winners lists people who won more than one draw that year, and first-come seats don’t count.

Cancel or move an event

Cancel Event in the event’s menu removes everyone’s seats and tells everyone who holds seats or still has a request. Rows in an open period disappear, and rows on a closed sheet are reversed by a correction. It can’t be undone, so a new date after a cancellation is a new event. It’s there only until the event starts; after that, refund someone with Remove Seats. To move an event instead, choose Edit Event and change the date or the venue. Everyone who holds seats or still has a request is told.

5. Settings

Settings are at Event Tickets → Settings, for app admins and organization admins.

Setting	Default	What it changes
Let people give seats back	On	People can give seats back in My Seats until the seats are marked sent, the event starts or the payroll period closes; seats already bought come back only if someone is waiting
Ticket check: ask people whether their tickets arrived	On	Runs the ticket check. Off, nobody is asked and Delivery relies on your ticks
Ask where to send tickets	Off	Asks everyone for an email on the request, not only people with none on file
Event Tickets agent	On	Lets people ask about events and their seats in Ask AI
Limit seats per person on new blocks	4	Fills in Limit Seats per Person on a new block
Payroll sheet period	Follow our pay schedule	How long new periods run, on your pay calendar’s own start day and dates. Periods that already exist keep their dates. With no chosen pay schedule, sheets are monthly
Payroll group	Nobody: coordinators download the sheet	Told when a period closes, and can open the Payroll page
Deduction code	Blank	Added to every row, so Payroll can load ticket deductions beside others
Columns in the Excel download	Nine, with Employee ID left off	Which columns the download carries. None ticked means every column but Employee ID. The page itself doesn’t change
Ticket policy	The standard policy	What people accept when they ask for seats
Who hears about draws and missing tickets	The coordinators listed below, or organization admins if none are listed	Who is told when a draw runs on its own, someone reports something missing, someone hasn’t answered after a reminder, a block’s group is removed, or someone leaves with an open charge

Each venue and block has its own defaults. A new venue starts on The venue sends tickets from our list with tickets due 2 business days out. A new block starts as all staff, first come, a fixed number of seats, paid by staff through payroll, with no parking passes. Its rule for a short draw is Give what’s left.

6. More help

• Event Tickets FAQ — questions from employees, coordinators and Payroll, including limits and what to do when something looks wrong
• Ask AI — the Event Tickets agent answers questions from these articles, and can show people their seats.