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Organizer guide

Dashboard features

My Events

Event table

Organizers can see all events inside their organization on the My Events screen. Events are listed in the table with visible information:

  • Event image.

  • Event name. Search events by name.

  • Created At. Order events by the time of creation.

  • Date/Time. Order events by the start date and time.

  • Status:

    • Draft. Events can be edited, deleted or published. Publishing of the event is accessible through the publish icon in the table or by opening the event details.

    • Published. Events can be edited or canceled. Access the event by clicking on the magnifier icon in the table.

    • In Progress. Publishing an event with a large number of tickets can take a few minutes as tickets need to be issued on the blockchain. During that time, tickets are not available on the marketplace.

    • Canceled.

    • Public. Change the visibility of the event in the marketplace. Events marked as public are visible in the marketplace, while events not set to the public can be accessed only through a direct link.

Event actions

In the My Events table, there is an "Actions" column which enables you to manage your events. The options in it work in the following way:

  • Edit. Editing event is possible at any moment. Published events must be republished if the event date or time is changed, or if any ticket configuration is added or changed. All fields are described in the Event section.

  • Copy URL. Copy the public link to the event.

  • View Orders. Available for published events with tickets on sale. Orders have options detailed under Order actions. You can filter all orders by their status, which can be:

    • Paid. The order is complete and payment was received. The tickets are delivered.
    • Draft. The order was just created. The user hasn't begun with the payment process.
    • Processing. The order is waiting for a payment confirmation.
    • Canceled. The user has given up on the order or the payment was not made in time.
    • Refunded. The payment was refunded and the tickets from the order were revoked.

  • Send Tickets. Gives you the ability to give tickets to users. Currently, there is no support to import or define a group of users to send tickets in a batch.

    • Select user. Users without an account will be invited to the platform. Tickets can be sent without the user accepting the invite.

    • Add Tickets.

    • Select Ticket Format. Select the format in which tickets will be delivered to the user.

    • Define Quantity. Define the number of tickets that should be delivered to the user. It is possible to send multiple tickets of different ticket configurations to the user.

    • Review and Finish. Review tickets that should be sent to the selected user.

  • Assign Validator. Show the QR code to scan and login to the Check-In app. The QR code can be downloaded as a PDF to share or print. Anyone with the Check-In app that scans the QR code will be able to invalidate (scan) tickets at the event.

  • Duplicate Event. Enables you to create a copy of the event.

    • Create a copy of the existing event
    • Specify the start date of the event
    • Specify if Discounts, Timeslots, Sectors, and a Seating plan should be copied.

  • Reports. Select one report type and send it as an Excel file to your email. Email can be changed to forward the report to a different email. The available reports are:

    • Orders List
    • Visitors List

  • Cancel Event. Published events can be canceled at any time. Canceled events are still accessible through a direct link or in the marketplace. Tickets for this event cannot be sold or used. Event title will be prefixed with [CANCELED]

  • Delete Event. Events in status Draft can be deleted.

Order actions

  • Resend Confirmation Email. An event organizer can resend the confirmation email. If the order was created for PDF and pkpass tickets, tickets would be sent as an attachment to this email.

  • Refund Order. Currently supported only full refunds of orders. All tickets for refunded order will be revoked. For connected accounts (Stripe Connect), refunds are done from the organizer's Stripe account.

  • Edit Email. Edit organizer contact email. This email is used for sending invoices and confirmation emails.

  • View Order items. List all tickets in the order with status:

    • Issued. Tickets that are sold but not yet used. Tickets in this status can be transferred, resold on the secondary market, activated, and refunded.

    • Activated. Tickets can be activated only 7 days prior to the event. Activated tickets are locked on the account and cannot be transferred or resold. QR code is visible only for activated tickets.

    • Invalidated. Tickets get this status on the check-in to the event by scanning the QR code with the Check-In App. Tickets in this status cannot be transferred or resold.

    • Refunded. Refunded tickets are revoked and cannot be used. Tickets with this status are not available to customers and only show up on this screen.

Event

Event details

  • Title.
  • Description. Provide a detailed description of the event.
  • Category. Choose an event category (Music, Festival, Conference, Sports...)
  • Subcategory. Choose an event subcategory (Rock, Techno, Fair, AI Conference, Football, E-Sports...)
  • Cover image (16x9). Upload a high-resolution event cover image. This image will be used on the marketplace and in emails to users.
  • Media image (4x3). Upload a new image in the specified format or crop the cover image to fit the aspect ratio. This image is shared via social media posts and messages.
  • Google search image (1x1). Upload a new image or crop the event cover image. This image is shown the results of a Google search.
  • ToS. Terms of Service URL. If an organizer has specified ToS URL.
  • Organizer Contact. Enter the contact email and phone number of the organizer, or use predefined organizer contact.
  • Location. Search for the location of the event or create a new location.
  • Date&Time is defined in a different way depending on the event type.
    • Single event:
      • Start date and time. Specify the date and time when the event starts.
      • End date and time. Specify the date and time when the event is ending.
      • Gate time. Specify the time when the gate opens.
      • Timezone. Specify in which timezone the event is happening.
    • Recurring event:
      • Start date and time. Specify the date and time when the event starts.
      • Frequency:
        • Daily. Select this if an event happens every day.
        • Weekly. Select days on which the event happens, e.g., every Thursday, Friday and Saturday.
        • Monthly. Select this if the event happens on the same day of the month (e.g., first Monday of the month) or on the same date in the month (e.g., on the 15th).
      • Number of occurrences:
        • Number of events. Specify the exact number of occurrences, e.g., the event will happen 15 times.
        • End date. Specify the end date of the recurring event. The system will create occurrences for the specified period from the start date until the end date with the defined frequency.

Event status

  • Draft. All created and saved events get the status Draft. While in this status, events can be edited, deleted, or published. Tickets cannot be sold or sent to users for events in the draft. There are no reports available.
  • Published.
    • Events in draft status can be published only after creating tickets. To publish an event, the user must be logged in wallet app with an account with organizer permissions.
    • Published events are published and created on the blockchain.
    • Editing published events is limited due to blockchain features. All changes have to be republished.
    • Fields that can be edited without republishing:
      • Title
      • Description
      • Image
      • Location
      • ToS
      • Organizer contact
    • Fields that can be edited but the event must be republished:
      • Start date and time
      • End date and time
      • Gate time
      • Timezone
  • Canceled. Canceled events are accessible to customers, but buying tickets is not possible. Title of the event will be prefixed with [CANCELED]

Tickets

Ticket format

The ticket format is defined on an event level. Available formats are:

  • PDF and pkpass. Templates for PDF tickets are customizable on an organizer level. Tickets will be automatically delivered to Order Contact Email upon successful payment. Emails get both PDF and pkpass file attached. Pkpass files can be imported into wallet apps like Apple Wallet or Android.

  • Digital tickets (NFT). Accessible in the BAM wallet app or any white-label wallet app. This ticket format is available only to registered users. The QR code is dynamic and visible after ticket activation. Activated tickets are “locked" and cannot be transferred or resold on the secondary market.

Ticket config info

  • Ticket Configuration Name

  • Type: Paid or Free

  • Max/User. A maximum number of tickets per user.

  • Visibility. Visible or Hidden

  • Price

  • Tax. Defined in percentage. It can be included in the price (if the checkbox is checked) or added on top of the price and charged to the customer.

  • Fees. Fees are defined per organizer. It can be included in the price (if the checkbox is checked) or added on top of the price and charged to the customer.

  • Currency.

  • KYC Level:

    • No ticket holder information is asked by default.
    • If you select Ticket holder info, the following default information is collected:
      • First Name
      • Last Name
      • Email
      • Address (Street)
      • City
      • Post code
      • State
      • Country
    • Custom KYC. Organizers can define a set of information they want to collect from ticket holders. This feature is available on request.
  • Multi-day event. There is an option to define the validity period for tickets to enable single-day (e.g., Friday, Saturday, Sunday tickets) and multi-day (weekend pass) tickets.
  • Valid From Date/Time
  • Valid To Date/Time with Valid From limits the period in which the ticket can be used to gain entry to the event.
  • Ticket Configuration Description. A description is visible to users on the event details page.
Ticket status

  • Draft. Initial status for new ticket configuration. These tickets are not published on blockchain and can be edited. These tickets are not available on the marketplace.

  • Committed. In the process of publishing on the blockchain.

  • Published. Published on the blockchain. Only published tickets can be purchased on the marketplace.

  • Updated. Editing a ticket configuration on a published event will result in this status if changes need to be re-published to the blockchain. Editing of the following fields will change the ticket status to updated:

    • Quantity,
    • Currency,
    • Face Value.

NFT media

NFT media can be attached to a ticket configuration and will be visible to ticket buyers of digital tickets. NFT media is shown in the BAM wallet or any white-label version of the wallet app. NFTs attached to ticket configuration will be delivered to ticket buyers. These NFTs can be changed based on different rules (POA) or marketing plans (FAN videos, special moments, etc.) by defining a new image or a video and a group of ticket buyers that should get that NFT in their wallet app.

Supported NFT media file formats:

  • Image.
    Aspect ratio: 9x19.5

  • Video. Available on request.
    Aspect ratio: 9x19.5
    Length: 3 – 20s

Sectors

Sectors are used to group tickets based on different sale plans (single-day and multi-day tickets, merchandise, etc.) or events with multiple zones (VIP area, FAN pit, media corner, etc.), or any custom grouping of tickets.

Sectors can be created, edited, or deleted for all events in the statuses Draft, Published, or Updated.

  • Sector Name.
  • Sector Capacity. Define the total capacity of the sector (group). If the sector capacity is reached, tickets will not be available for purchase even if there are tickets available. To continue selling tickets, increase the sector capacity. Increasing sector capacity will not change the number of tickets.
  • Ticket Configuration. Select one or more ticket configurations that should be visible in the sector. Ticket configuration can be assigned to multiple sectors. If sectors are created and ticket configuration is not assigned to any sector of the event, it will not be visible in the marketplace.

Discounts

It is possible to configure discounts for events. You can configure them to be available for a limited time, in a limited number and you can define a special code for them. The following properties are present:

  • Discount Name.

  • Quantity. The available quantity of tickets at the discounted price. The discount will be available until the quantity is sold out, or until the end date/time is reached (whichever happens first).

  • Type.

  • Amount. The ticket price will be discounted for the amount specified in the value field.

  • Percentage. Ticket price will be discounted for the percentage specified in the value field.

  • Value.

  • Discount Start Date/Time.

  • Discount End Date/Time.

  • Ticket Configuration. Select one or more ticket configurations to which the discount can be applied.

  • Discount Code.
    Supports predefined and randomly generated discount (promo) codes. The discount code can be applied to the number of tickets defined as the Discount Quantity.

Currently there are two versions of discounts supported:

  • Public discount. Available to everyone through price options dropdown in the marketplace for selected ticket configurations. Commonly used as discounts for Students, Retired/Seniors, Kids, etc.

  • Discount code. Share the promo code with a group of users or have a promo code available during the specific period and define to which ticket configurations it can be applied.

Timeslots

Timeslots have the following properties.

  • Name.

  • Capacity. Define the capacity of available tickets in the timeslot. Commonly used for timeslot entries or for events with a limited number of f visitors per timeslot.

  • Start Time.

  • End Time.

  • Ticket Configuration. Select one or more ticket configurations that will be available in the timeslot.

Seating plan

We provide fully customizable seating plans for any type of venue through our integration with seats.io.

Location

If the location where you are hosting your event is not already created, you can define it here. It is necessary to do this before you go into the event creation so that you can select it there.

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Organizers

In this section you can view and edit the information of all organizers you belong to. This is also where you do onboarding for Stripe Connect.

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Users

This section enables you to manage the membership in your organization. Here you can invite new users, remove and modify permissions to the current ones.

TODO: Fill out details

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