KEY TERMS & TIPS:
What is an Availability Status?
An allocation or a lock you can create on seats for a Reserved Seating venue plan.
This would be used in scenarios where you want to limit access to, or exclude access from, a certain channel for a specific number of seats.
How do I create an Availability Status?
From the Availability tab on your Event and selecting the Venue Plan you want to create the status for. You can then select the seats and enter the details for your Status.
IMPORTANT NOTE - Availability Statuses are set for the Venue Plan, not for the Event. So if a Status has been created through an Event, it will need to be applied to performances for it to work.
For more info, see our Step-by-Step Guide below.
How do I connect my Availability Status to performances?
Via the Performances page of your event and either editing an individual performance or adding them in bulk using the Action bar.
For more info, see step 5 in our Step-by-Step Guide below.
Can I edit an Availability Status for a single performance?
Yes, either via the Performances page on the event or the Box Office page.
We recommend using the Box Office page as then you can make edits while seeing a live venue plan - so you can assign allocations/locks while seeing which seats have been sold. For more info about this, see here.
Can I create an Availability Status for a General Admission event?
Not currently. The best way to hold tickets to create a Reservation.
For more info on how to do this, go here.
What do I need to do before creating an Availability Status?
Sign up to a Line-Up account.
Set up your Organisation.
What do I need to have created by this point?
Your Venues and Venue Plans.
Your Channels.
Your Event by completing the Info page.
Your Performances.
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STEP-BY-STEP GUIDE:
1. Create an Availability Status
a) Go the Events page and select your Event
b) Click the Availability tab and then select the the Venue Plan you'd like to create a status for
c) Click New Status
d) Select seats on your Venue Plan - either click on individual seats or select multiple seats by holding the shift button on your keyboard and you can use the paintbrush icon to drag across rows/areas of seats.
To remove any seats you have selected, hold shift + command and you can use the eraser icon to remove multiple seats
2. Enter details
a) Availability Status Name
b) Colour - select using the colour chart
c) Channels - which channel does this availability status apply to?
d) Channel Access - select either:
- Seats only available to selected Channels - this will create an Allocation of those seats to the channels you have selected
- Seats not available to selected Channels - this will create a Lock, locking the seats from your chosen channels
e) Advanced Settings - optional, set activation and/or deactivation schedule and choose the date/time options from the dropdown
Is your Status an Allocation? If so, you can also add the following:
f) Tags - limit Availability Status to customers with a specific tag. You may want to use this for your Access customers
g) Discounts - select discount from the dropdown to connect Availability Status to. NOTE - you will need to make sure that the discount is also linked to the performances you want to attach the Availability Status to. For more info about discounts, go here
h) Seats should remain open to all channels? - optional. If you'd like this allocation tied to a discount yet remain open to other channels, tick this box
3. Save Availability Status
4. Edit or Delete Status
a) Click the pencil icon on the Venue Plan Availability list
b) If you'd like to see the seats currently attached to the Availability Status, simply click on the Status on the right hand side and the seats will flash blue on the Venue Plan
c) Make changes and Save Availability Status
5. Assign Availability Status to Performances
a) In bulk:
- Select the Performances tab on your Event
- Use the Filter bar to find the next to the Performances you want to assign Price Profile to and select tick the box next to them (you can click the top-left box to select all the Performances on that page)
- Select the 3 bars icon on the Action Bar
NOTE - the Select all function on the Action Bar will not work when assigning an Availability Status, as we can't guarantee that you have picked the same venue plan across all performances. However, you can still select all performances on a page by clicking the box in the top-left of the Performances page
- Select your Availability Status from the pop-up
- Click Apply to Selected Performances and Submit
b) Individually:
- Select the Performances tab on your Event
- Click Manage on the Performance you want to add Price Profile to
- Scroll down and click Edit Availability
- Click Add
- From the pop-up, select the Availability Status you want to add
NOTE - if, after assigning to performances, you edit an Availability Status via the Venue Plan Availability list, then you will need to re-assign to performances. This is because you will have made changes to the global Availability Status, not the performances attached to it. See below for how to make changes per performance
6. Edit Availability Status per performance
a) Using Performances page:
- Select the Performances tab on your Event
- Select the Performance you want to edit the Availability Status for
- Scroll down to Availability section and click Edit Availability
- To make updates to a particular Availability Status, click on the Status on the right hand side to highlight the seats attached to it. NOTE - it is important you do this before adding/removing any seats, just to ensure you edit the correct Status
- Want to change the seats attached to an existing status? Select seats on the Venue Plan - either click on individual seats or select multiple seats by holding the shift button on your keyboard and you can use the paintbrush icon to drag across rows/areas of seats.
- To remove any seats you have selected, hold shift + command and you can use the eraser icon to remove multiple seats.
- Once you've selected your seats, click the plus icon on the right to update the Status on that performance
- Want to remove a Status completely from a performance? Click the bin icon on the Status
- Want to add a status to this performance? Click Add on the top right of the page and from the pop-up, and select the Availability Status you want to add
b) Using Box Office page - go here for instructions
7. Want to remove a Availability Status from multiple Performances?
a) Select the Performances tab on your Event
b) Use the Filter bar to find the next to the Performances you want to assign Price Profile to and select tick the box next to them (you can click the top-left box to select all the Performances on that page)
c) Click the 3 bars icon on the Action Bar
d) Select your Availability Status from the pop-up
e) Click Remove from Selected Performances
f) Click Submit to remove
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