ADMIN: Event Creation Testing

Description: To abide by best practice, create your new Event Template in sandbox prior to creating in production.

This document provides instructions on creating an event from a new event template, but the same process should be followed when a new event schedule is added or a new private event is created, etc.

Please reference the business rules and the event template creation process doc

Below are modules that will need to be built prior to creating a new event template:

• Forms

• Pricing List/ Ticket Types

• Discounts

• Ticket Rules - provided by the program owners

• Member Rules - provided by the program owners

Source: Tango

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1. Click on Events

2. Click on Events List

3. Click on Templates

4. Click on Create Template

5. Enter your event name at the top

6. Select the event color

Refer to the ACME Event Color Rules document when selecting the event color

7. Enter HEX number, then click “Select Color”

8. Add your event description

Program owners will provide this information

9. Add your Confirmation email message:

Program owners will provide this information. If this template is for a series of events where the confirmation email will change, you can either update it on the template itself each time or on the event instance.

10. Click on Create & Continue

11. Add an Identifier code

Program owners will collect this information from Finance and provide to you. If the event is free, there may not be an Identifier Code.

12. Select the Event Type

For more information on Event Type, Exhibit Type and Event Location, please refer to the business rules documentation.

13. Select the Exhibit Type if applicable

14. Select the Event Location

15. Click on the PRICING tab

16. Select your Price List

This may have to be made before creating your event template.

You can change the price list once it’s on the event/schedule in the event instance but it will no longer receive changes from the price list on the event template.

17. Enter access control information

18. Click on COUPONS

19. Add all relevant coupons to the Category section

For all events, select ADMIN USE ONLY from Category section

20. Add all relevant discounts to the Select a Discount section Ensure the coupon ADMIN from Select a Discount is selected

For all events, select ADMIN from Discounts section

21. Click on SCHEDULES & RESOURCING

22. Select the Admission Type

Standard Schedules are for events (both one-time and recurring) that take place at a specific time.

General Admission Schedules are for events that transpire over the course of an entire day.

For example, a tour that begins at 10am every day would use a Standard Schedule, while a museum that is open from 9am to 5pm would use a General Admission Schedule.

For more information please reference the ACME Knowledge Base.

23. Click on “Add new” next to Published Schedules

24. Enter the Schedule name

25. Select the event time and capacity information

If the Admission Type is standard, enter multiple event times. Select the necessary Sales Channels (ie: if the event is available for online purchase, check “Web”).

Note: Exceptions are necessary for events that occur during business hours (ie: closed first Tuesday of the month). Exceptions are often reoccurring to make sure they do not generate on holidays.

If the event occurs outside of regular business hours, leave exceptions unchecked.

26. Enter the ticket access control rules

27. Enter the Member Rules if applicable

28. Click on Save & Continue

29. Click on Publish when the event template is ready for testing

If the event is a private event (backoffice only), publishing is not necessary.

Other backoffice only events (such as standard/GA events) still need to be published.

Private events that will be sold online (the guest is booking themselves) or have member rules will need to be published as well.

30. Click on Continue

If it’s a general admission event it should be higher on the list but if it’s an event for a particular group, very popular event (bp) or event with free tickets and limited capacity then it should be lower on the list

31. Copy and paste the id located in the url path of the event template

i.e. url id “63d845c40ba1fb0d1a39ed97”

32. Use the ACME eCommerce link generator_v9 template to create the URL

ACME eCommerce link generator_v9 template

Copy and paste the event ID and specific date to your event if it’s a one off event in the template above.

Make sure tenant id is 527 and production start url is our masked url (tickets.nhmlac.org)

33. Click on the SAND10 Event Links tab for the test link

34. Copy and paste the correct event link for testing and send it to the event stakeholders to test

Types of Links:

• Event Detail Page - landing page with event template description details and event date not selected

• Event Calendar Page - landing page on the ACME calendar date selection for specific event

• Event Cart Page specific date - landing page on the ticket quantities selection, used for events that have a specific date only such as a one-off event

• Event Cart Page today’s date (dynamic) - landing page on the ticket quantities selection, used for events that are daily or regularly scheduled as will take the current date as the event date selection for purchase

• General calendar (all events) - landing page on the ACME calendar date selection for all events

• Event Detail Page specific date - landing page with event template description details and event date already selected

Note: When testing the sandbox link stakeholders can checkout completely by using a discount code or “fake” credit card from digital strategies

35. Once all testing is complete and approved by the program owners, build the sandbox event template in production.

Tip: It’s easiest to replicate the sandbox event to the live environment from two split windows. Production Event Checklist:

• Scheduling is correct

• Ticket types and prices are correct

• All discounts used are working

• Any event copy/details are correct with stakeholder copy

• All url links work

36. Use the url id in the live event template and copy and paste it into the doc following steps 29-31. Instead of using the SAND10 Event Links tab use the tabs that start with PRODUCTION.

37. Copy the correct production link and create a url redirect in Drupal using the documentation: https://naturalhistorymuseumofla.github.io/documentation/docs/ACME/url-redirects/

38. Copy the url redirect and send it to the event stakeholders for final testing.

Note: When testing in production, remind the program owner to not complete the purchase of tickets for the event as it will show in reporting even if the orders have been returned. It is critical the program owners and membership test different member levels and all discounts to ensure everything works as expected.

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