If it is your first time using the spreadsheet upload we would recommend
viewing the video tutorial before starting to ensure you understand how to
structure the spreadsheet.
If your event has several occurrences (or performances as they are called on the system) and multiple tickets, then you may find it quicker and easier to use a csv file (spreadsheet) to upload and create all performances and tickets in one go.
The following steps will take you through how to create the spreadsheet in the correct format, building out your performance and ticket information, and then how to upload the spreadsheet. We would suggest watching the following tutorial video if this is your first time using the bulk upload feature.
NOTE: This help article is for bulk performance and ticket creation when NOT using a seating plan. If you are using a seating plan, please watch the tutorial video below and then see the additional help article and tutorial that covers the specific information needed when using a seating plan:
Creating your performance and ticket creation spreadsheet:
Here are the steps to take to set-up the performances and tickets in a spreadsheet before uploading them to the event.
- After selecting the bulk upload option on the performance & tickets page, download the template spreadsheet that is linked to on that page and save it to your computer so you can complete and then upload it. PLEASE NOTE - it must be saved in .csv format.
- Create the first occurrence/performance/tour in the template spreadsheet, this should include the following in this order (see template spreadsheet for context)
- date - this must be in the format dd/mm/yyyy
- start_time - this must be in 24 hour time e.g 07:00 for 7am or 19:00 for 7pm
- end_time - this can be left blank if there is no set end time
- capacity - this is the total number of tickets you want to sell for that performance
- performance_status - This will normally be left blank which means the performance will be available on the customer facing booking widget. If you don't want it to be available on the customer booking widget put the word hidden in the cell
- ticket_name - this is the name of the ticket
- ticket_description - this is the sub-line that sits below the ticket name on the booking widget and used for additional information about the ticket, e.g. the ticket name may be “Child” and the detail line may be “Under 16 years old”
- quantity - the number of that ticket type you wish to sell. This is the ticket inventory. To understand more about the difference between performance capacity and ticket inventory, please see the following help article: Capacity vs Inventory - what's the difference?
- ticket_face_value - the face value price of the ticket
- booking_fee - you can set an external booking fee of any amount you want the customer to pay e.g. for a £1 external booking fee, enter 1. The external booking fee shows separately to the ticket price. If you do not want to have an external booking fee, leave this cell empty
- ticket_status - for a regular paid ticket that the customer can see and purchase you should leave this cell empty. For any tickets that are not available for the customer to see and book on the customer facing booking widget enter the word hidden into the cell. For example, for a complimentary ticket you would put the word hidden in this cell for that ticket which means it will only be available via the box office issue tickets widget
- NOTE: Date, start time, end time and capacity should be entered once, on row 2. Type, description, quantity, total, fees passed and custom fee can be entered multiple times on multiple rows - enter as many tickets as you want for that performance
- When you have finished setting up the first occurrence, your spreadsheet should look something like this:
If you are using a seating plan, there will be 2 additional fields.
These are: seating_plan_id and seating_category_key.
Please see this help article for instructions on using seating plans with bulk upload:
Creating multiple performances & tickets using spreadsheet upload (with seating plan)
- When you have entered all the tickets for the first occurrence/performance, copy the whole occurrence (excluding the top row with the headings) and paste it on the row immediately below the last ticket you entered.
- Once you have pasted the second performance directly below the first, then either change the date of the second occurrence manually or use the following formula to set the date to change automatically every time you copy and paste down:
- If your next occurrence/performance is on the same date as the first, in the date field delete the date and type =A2 and press enter (the same date as the first occurrence should show)
- If your second occurrence/performance is on the day after the first one, the delete the date and type =A2+1 and press enter (the date will now show the day after the first occurrence
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When copying and pasting a performance done, using the =A2 or =A2+1 formula, make sure you highlight the rows and then copy, not just the cells - the formula won’t work if the full rows aren’t selected, like they are in this screenshot:
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- If you have multiple performances/occurrences on the same date then copy and paste the performance down and change the start/end time for each performance as you go, so you then have multiple occurrences on the same day but at different start times. Your spreadsheet would look something like this:
Bulk Upload Top Tip!
Use this simple formula to have start and end times automatically update
When you copy and paste a performance down, this formula will update the time
See the help article here:
- Once you have created all the performances you want on the same day, copy them and paste below. Then either manually change the date to the next date or if you have used the =A2+1 formula it will automatically change to the next date.
- Continue to copy your day of performances down, changing the date to the next date as you go.
- If you have one performance each day it will look something like this (the second performance in this example is using the =A2+1 formula so as that performance is pasted down, the date is changing automatically):
- If you have multiple performance on one day it will look something like this (TBC):
- In this example where there are multiple performances on 1 day, if you copy the whole second day (from row 14 to row 25) and paste it below, as it is using the =A2+1 formula for the first performance of the day and the =A2 formula for the others, you will see it automatically changes all the performance to the next date - the 3rd in this example:
- Continue to paste your day of performances down until you have created your full week of performances.
- If you need to create a second week, then copy the whole week and paste it directly below. In the date cell for the first performance of the second week (it will show the same date as cell A2 when you first paste it in) change that cell to =A2+7
- Once you've put in the formula =A2=7, if you have been using the formula on the dates for the first week of performances, all the dates will update to be the correct dates for the second week
Copying the first week:
Pasting it below:
Changing the first performance cell in the second week to =A2+7
All the dates in the second week then update
- Once you have your second week of performances, if you need to create further weeks then copy the whole of the second week and paste it below. If you have used the formula =A2+7 then all the dates for the third week will automatically have updated.
- At this point you can continue to paste down for as many weeks as you need