The **Events Module** is designed to manage ticketed events that are short-term activities requiring admission fees or guest tracking. Events differ from classes or workshops as they often involve more flexibility in pricing and allow for ticket purchases for individuals not in the Canvas database. This module provides an efficient way to manage event details, scheduling, and ticketing. --- ### **Key Features of Ticketed Events** 1. **Admission Control**: - Admission to an event is managed through ticket sales. - Tickets are a specialized type of **Sales Item**. 2. **Flexibility in Pricing**: - Events support tiered pricing with multiple ticket levels. 3. **Guest Roster Management**: - Easily track attendance, including tickets purchased for individuals outside the Canvas database. 4. **Event and Ticket Integration**: - Each event consists of at least two records: - The **Event Record**. - One or more **Ticket Records**. --- ### **Creating and Managing Events** #### **Basic Information Tab** | **Field** | **Description** | **Options/Format** | | ---------------------- | -------------------------------------------------------------------------------------------------------- | ------------------------------- | | **Event ID** | Unique identifier automatically assigned to the event. | Auto-generated | | **Event Title** | Name of the event. | Text | | **Start Date** | Date when the event will take place. | Formatted Date (ie. 12-30-2030) | | **Start Time** | Time when the event starts. | Formatted time (ie. 10:00 PM) | | **End Time** | Time when the event ends. | Formatted time (ie. 10:00 PM) | | **Location** | Select the location where the event will occur. | Dropdown | | **Max Attendance** | Maximum number of participants allowed. | Numeric | | **Pricing** | Set up tiered pricing levels, including price, label, and whether the level is published. | Numeric + Text + Checkbox | | **Ticket Text** | Description or terms displayed for tickets. | Text Box | | **Virtual Attendance** | Specify if the event offers virtual attendance. | Yes/No | | **Online URL** | Provide the virtual meeting link, if applicable. | Text | | **Deductible Cost** | Specify if part of the ticket cost is tax-deductible. | Numeric | | **Display Group** | Grouping used for event categorization in the storefront. | Text Box | | **GL Settings** | Link the event to specific General Ledger (GL) accounts, classes, and subclasses for financial tracking. | Dropdown | | **Taxable** | Specify if ticket sales are taxable. | Yes/No | | **Status** | Current status of the event (e.g., planning, active). | Dropdown | | **Show on Web** | Choose whether to display the event on the storefront. | Yes/No | | **Archive Event** | Mark the event as archived when it is no longer active. | Yes/No | --- #### **Scheduling Tab** 1. **Add Performance/Ticket**: - Click **Add Performance/Ticket** to create/modify specific event dates and times. 2. **Performance/Event Dates**: - **Date**: Select the date of the performance. - **Start Time**: Specify the start time of the event. - **End Time**: Specify the end time. - **Limit**: Set the maximum number of attendees for the performance. - **Published**: Indicate if the performance should be visible on the storefront. - Save the schedule by clicking **Save**. --- #### **Tickets Tab** 1. **Ticket Information**: - Lists all tickets associated with the event, including: - **Ticket No.**: Unique identifier for each ticket. - **Performance No.**: Links the ticket to a specific performance. - **Ticket SKU**: SKU used for inventory management. - **Quantity**: Number of tickets available. - **Status**: Availability status of the ticket. - **Date/Time**: Performance details for the ticket. 2. **Disable Tickets**: - Click **Disable** to deactivate a ticket if it is no longer available. --- ### **Editing an Event** 1. **Update Event Details**: - Modifications to the event details (e.g., title, date, or time) can be made in the **Basic Information** or **Scheduling** tabs. 2. **Ticket Adjustments**: - Changes to ticket pricing or availability can be made in the **Tickets Tab** or through the **Sales Item Setup** screen. --- ### **Use Cases** 1. **Fundraising Events**: - Organize galas, auctions, or benefit performances, with tiered ticket pricing and tax-deductible options. 2. **Single-Day Events**: - Manage workshops, lectures, or concerts that require ticketing. 3. **Virtual Events**: - Use the **Virtual Attendance** feature to handle online events with ease. --- #### FAQ **How can I create custom collections of events?** The storefront Events page sidebar will be populated with collections filled into the **Display Group** field on the Event setup page. These essentially act as a filter of like events.