Creating a Timed Entry Event

Timed Entry Event: An event over a single or multiple days that requires ticket buyers to have different admission times to the event (example: A Museum Pop-up where ticket buyers can only enter the museum at select times). 

Series Event: A series that has multiple events under the umbrella of the same event (example: Saturday Jazz Night at a Club, with different musicians every Saturday Night. The Series is: Saturday Jazz Night, which stays the same, but the individual events each week differ, but are all grouped together). 

Setting up a Timed Entry Event

To create a series or timed event, follow these steps. If you ever run into issues don't hesitate to reach out to your account manager


Step 1: Create the Basic Event

Begin by setting up your basic event outline, either the general series event, or the main event to which the timed entries gain access. Go through the process as normal. Once the outline is created you will proceed with the following additional steps:


Step 2: Shopping Cart Settings

Edit Event > Schedule / Access Points > Activity / Access Point Event Settings - 


In the "Activity/Access Point Event Settings" section:

    1. Toggle on "Enable Shopping Cart Functionality": This will bring up several other options, which you can leave blank for now
    2. Change the "Event Type & Calendar Display" to be Timed Entry: Sell tickets to specific time slots

Scroll to the bottom of the page and hit "Save". 


Step 3: Create Tickets


Edit Tickets & Merch > Ticket Types > Create a Ticket Type


  1. Make sure Ticket Types are created for each price point. The name can be the same (ie: General Admission) if offered for different time slots/multiple dates. If selling multiple types of access at the same price point, make sure to create a different ticket type for each. 

Need help creating a ticket type?


Step 4: Event Event: Schedule / Access Points

If you are having difficulty finding the "Schedule / Access Points" option as listed below, you may need additional permission settings on your account.  Please contact your account manager to get these added.


Edit Event > Schedule/Access Points 




- Add an Access Point 

- Add an Access Point Name > Create & Add Details

- Fill out Short Description and/or Full Details 

- Enable Show on Main Event Calendar Page

- Enable Ticket Selection Page


- Type of Access Point Timed Entry 

- Edit Associated Ticket Types 

- Click any Ticket Type that will apply to at least one time slot for the Access Point 

- Click Save Details

- Create Access Point Dates, Times, Locations (Instances)

- Add a Start & End Date/Time for the time slot

- Set the Access Point Capacity 

- For all tickets available for that time slot change Registration Type to Timed Entry - Click Add 

- Change Date/Time/Location info for next time slot 

- Change/double check the correct tickets have “Timed Entry” instead of “None” - - Click Add 

- Repeat for all future time slots for this Access Point 

- Save & Return to Access Point List 

- Add next Access Point 

For a video tutorial on the above steps, click here


Step 5: Instances

Once you have saved your Access Point, scroll down to the next section below called: Access Point Dates, Times, Locations (Instances). 

This is the section you will put your event dates (if your main event has events that occur on multiple dates), different locations/venues (if your main event has events that occur at different locations at various or the same times), or different times (if your event requires you to register for a certain time block to enter). These are called Instances.

  1. Go to "Add a Date/Time/Location" . Select your existing venue, or click the grey "Create a New Venue" to create a new one.
    (Here is where you can put different places for multiple locations. If your instances happen at the same place, you can use a name like "Main Entrance" or even the name of the building like "Flamingo Bar".)
  2. Access Point Capacity is how many people are allowed to enter for that venue location total during that instance. Leave "0" for unlimited.
  3. Choose the Start Date and End Date and From and Until time. If doing an event with multiple blocks of time for entry, this is where you want to add this time information. (For example, if you had an event that allowed admission that was good for every two hours, you would choose the date, and set the From and Until time to be the two hour increment). 
  4. The next part shows the ticket types you selected in the "Access Point Section" (step 4 above) to be allowed with this instance. You now will choose the registration type for the ticket type(s):
    1. Auto Register: the customer automatically can get access to this instance when purchasing a ticket
    2. Post Purchase Register: the customer can sign up for that instance or instances after they purchase, usually involving a schedule. Typically used with Film Festivals, and other similar events. For assistance in building out this type of event, please contact support@event-help.com.
    3. Selective Register: the customer must select this event for which to register out of all your Instance options
  5. The "Max Allowed" is how many customers maximum are allowed for this instance per ticket type. Remember, the overall capacity will be limited by the "Access Point Capacity" you decided on earlier. 
  6. Below, you can add an Activity Photo to this instance, or a Printable Ticket Graphic. 
  7. Select the red "Add" button to add that instance. Once you have added the instance, it will now appear at the top of this section, with red options next to it to Edit or Delete. 
  8. Continue Adding Venues / Dates as needed for your event.
  9. When finished, go up to the red button "Save & Return to Access Points List"

Step 6: Ticket Types Part II

In this section you will edit your ticket type(s) one last time to enable features now available since creating your Access Points/Instances.

  1. Select "Edit Tickets & Merch", and choose "Ticket Types"
  2. Choose your first ticket type (you will repeat these steps again for your other ticket types)
  3. Scroll to the bottom of the page, and select the red "Show Advanced Settings"
  4. Toggle on "Hide this Ticket Type from the Tickets Page"
  5. Scroll to the bottom of the page, and click "Save & Continue"
  6. Repeat these steps and Toggle on "Hide this Ticket Type from the Tickets Page" for all ticket types

Step 7: Finalize and Publish

You now are ready to publish your event as normal. Series/Timed Entry events have two main elements:

  1. Main Event Page: This page includes a schedule / activities list showing all your Dates / Access Point information: 

  2. Access Point Page:

Pros

  • One event with many dates, times, and ticket offerings
  • Flex Check-In: a feature that allows scanning tickets across multiple time slots on the same day without changing the time slot you're scanning for. 


Cons


Timed entry events are not compatible with: 


  • Sub-tickets (multi-price tickets) 
  • Multi-person tickets 
  • Ticket tier on sale settings (show when another type sells out) 
  • Linked tickets 
  • Gratuity
  • Access codes
  • Ticket groups 
  • Post-purchase registration
  • Seating
  • Event embeds (iFrame/Modal) 
  • Waitlist

**Some of these features will work on just the tickets page for a timed entry event and not the access point pages, but they are not recommended on timed entry events in general. 


Use Cases

  • Holiday Market, Pumpkin Patch, Holiday Lights
  • Tours with multiple times per day across a period of time
  • Meet and Greets with specific time slots
  • Cruises
  • An event with time slot specific needs i.e Ice Skating 1-2pm, 2-3pm, etc.

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