Shows and events are added and edited from the Shows setup screen. The descriptions below are listed as they appear vertically on the Shows setup screen. For a video tutorial, please scroll to the bottom of this screen.
Select a Season
Each show and its performances are built under a specific season. On the Show setup screen, choose the season from the drop down selector. (Go to Seasons for information on setting up a season.)
Add a Show
You can copy an existing show from any season by selecting the show from the "Select a show to copy" dropdown menu then clicking the "Copy show" button (recommended in order to keep show formatting consistent) or you can click on "Add a Show" to enter details for your new event.
Pro Tip: Create a sample show that has been formatted how you'd like your shows to appear online, then copy that sample show for each show you set up in AP. Once copied, you can simply update the content while keeping formatting consistent.
- Show Name: Input the name of the show (required). The Show Name will appear on your printed ticket and on various drop downs used in the system.
- Seating Type: Select either General Admission or Assigned from the drop down menu (required).
- Long Description: This field allows you to format the show description for the public page. Be sure to put your show name in the Long Description field! You can use the formatting tools on the Visual Editor to format the text (similar to a word processing document), and you can also use the HTML Editor if you are comfortable writing HTML and CSS. Some examples for your Long Description include: show name, the author/composer name, a paragraph description of the show, the date range for the run of the show, etc. There are no character limits with this field; just be mindful of how long your description is and how it appears on the public page.
- Pricing Description for Public Display: This field is used to display pricing information for your show or event. The text in this field appears next to the performance list on the Select a Performance screen. If your show is assigned seating, the pricing description text also appears below the seating chart. This is also a space where you can add additional info about your show if needed. PLEASE NOTE: This does NOT set-up your actual pricing terms. Please contact Client Services if you need assistance with your pricing setup.
- Image for the Web: Upload an image to display next to the Long Description on the public page (jpg, gif, or png). For optimal viewing, the image file should be approximately 250 pixels wide (maximum file size - 2MB). When multiple shows are on sale at once, it can be helpful if you use the same image width for all shows to create a uniform look on the page.
- Image for the Ticket: This image will display on your printed letter-sized ticket, as long as this element is on your ticket design (jpg only). It is important to make this image a suitable size for the space allotted on the ticket.
- Show Notes for Ticket: Show notes appear on the printed ticket. NOTE: The show notes element must be on the ticket design in order for the notes to appear on the printed ticket.
- Required Agreement Text: If present, this text will be displayed to the purchaser after ticket selection. The purchaser must check an "I agree" checkbox to indicate agreement before proceeding to their cart / checkout screen. This can be used to require patrons to acknowledge safety protocols, for example.
- Orphan Seating: If your show is general admission, you can skip over this section. These options are only used if your show is assigned seating. Orphan seating controls protect against individual seats being left unsold within a row. Orphan seating protection must be set up on your venue first. Orphan seating protection settings also must be activated on your Global Settings screen. Then these controls can be used for show specific use. You can restrict orphan seating to the box office, public pages, or both.
Group performances by date on public pages?: When this setting is enabled, the list of performances for the show will be grouped by performance date and presented as a list of dates. Patrons can click on individual dates to expand the group and see the list of performance times within. This setting is primarily useful for shows that have performances with five or more performance times on multiple dates.
- GL Account #: The General Ledger Account Number can be customized for specific shows. Some people use this to match an item from Arts People (ticket, enrollment, etc) with the account number in their bookkeeping software.
- Publish Date: This optional field allows you to specify when a show appears on sale on the main ticketing public page. Shows or events with future on-sale dates will not appear on your public pages for online sales until the date listed. Shows with future on-sale dates are available for sale through the box office.
- Show Specific URL: The show specific URL bypasses the main ticketing page where all your shows are displayed and takes your patron directly to the performance list for your show. You can use show specific URLs to link directly to each of your shows from your website. The show specific URL is not applicable if you have a future Publish Date for your show. (This article reviews how to set up a show specific link that works when your show has a future Publish Date.)
- Preview Mode: Allows you to preview your show on the main ticketing page without making it publicly available for patrons online. Shows in preview mode do appear on the box office screen. It is important to uncheck Preview Mode when you are ready to sell tickets online.
- When you are ready to create the new show, click the Save button. Then you'll have the ability to alter and save these additional fields:
- Person Types: By default, all person types built into your system are added for any new show you create. You can remove any person types that you do not want available for the show, however, there must be at least one person type assigned to each show. The person types module does not affect sales via the subscription screens (person types for subscriptions are set up on the Person Types setup screen).
- Custom Questions: You can include up to 15 show specific custom questions. Questions can be required or optional. They can be sorted, edited, hidden, or deleted. If you edit or hide a question, any answers collected prior to modification will remain. If you delete a question, any previously saved answers will be deleted. When in doubt, choose the hidden option to remove the question from view and retain previously collected answers. Custom questions and answers are available columns on most New Reports.