Availability Status - Allocations & Locks

To create and edit an Availability Status, follow the simple steps below

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

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

3. Click Save Availability Status

4. Edit or Delete Status by clicking the pencil icon on the Venue Plan Availability list. 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

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) Select the Performances tab on your Event

b) Select the Performance you want to edit the Availability Status for

c) Scroll down to Availability section and click Edit Availability 

d) 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

e) 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

f) Want to remove a Status completely from a performance? Click the bin icon on the Status

g) 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

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

TROUBLESHOOTING:

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.

Why isn't an Availability Status appearing on performances even though I've created it on an event?
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.

I've made edits to an Availability Status - why hasn't it updated on performances I've assigned it to?
This is because you will have made changes to the global Availability Status, not the performances attached to it.
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.
You can also edit an Availability Status on an individual performance if you wish - see step 6 in the instructions above.

I have added seats to an Availability Status but it's not updated correctly.
This may be because seats from another Availability Status were still highlighted. The best thing to when updating an Availability Status is to click on the status first which will show just the seats attached to that status.

You can then click on those seats again to remove them and/or click on the other seats you want to add and then click the + icon to update the status.

I have created a lock/allocation but the seats are not appearing as they should on box office/the website.
We suggest checking the following:

1. The settings of the Availability Status:

a) Select Events and then your event

b) Select the Availability tab

c) Select the correct venue plan

d) On the Availability Status list, select the pencil icon on the status you want to check

e) Check the following:

• Are the correct channels selected?
• Has it got the the correct type of status - i.e. is it an allocation or a lock?
• Does it have an activation/deactivation schedule? If so are the dates correct?
• Has it got a discount attached? If so then it will only work with that discount

2. The Availability Status on the performance:

a) Select Events and then your event

b) Select the Performances tab

c) Scroll down and select Edit Availability

d) To check which seats have been attached to a status, click on the status on the right hand side, which will show just the seats attached to that status

e) Not the seats you want? Click on those seats again to remove them and/or click on the other seats you want to add and then click the + icon to update the status

f) Can't see your status? Click Add and choose your status

f) To remove a status completely from this performance, click the bin icon next to the status and it will disappear from the list

NEXT STEP: Want to change price band capacities for a performance?
Reband at Box Office