Self Service Seat Management

For seated events, organizers have the opportunity to manage their events by holding, releasing, and looking up seats to better manage attendees and orders. Additionally, any seats held can be directly sold via the Create an Order tool or be issued via Complimentary Tickets.

Looking to create an event with a seating chart? View Creating Seating Chart Events.

Self Service Seat Management Tool

After your event is created and linked to your seating chart (need help with this? Creating Seating Chart Events) you will be able to access the Self Service Seat Management Tool under Edit Tickets & Merch > Manage Seats.

From here, you can click on the seating chart to view the status of purchases and holds in real time. There are several different statuses each seat can have depending if it’s held, purchased, etc. The following symbols only show on the back end of the software, and appear as a sold seat to the public on the front end tickets page:

Hold Seats

Holding seats is useful when reserving seats for specific vendors/sponsors/attendees or anticipating releasing certain seats later to the public.

  1. In "Edit Tickets & Merch" > "Manage Seats" you can see the section on the right that says "Please Choose Action". Choose "Hold Seats" from the dropdown options. 
  2. On the seating chart select the specific seats you would like to hold. They will now appear with a check mark on the seating chart. The details of these seats will show in the box on the right.

  3. Select the red "Confirm" button

  4. You will be prompted to confirm you want to hold these seats and given the option to write a note associated with the hold. 
  5. Once the seats have been confirmed as held, they will appear as a "O" on the seating chart - indicating they are held. 

Release Seats

The ability to release held seats allows organizers the option to do a few things:

  • Control what seats are available for purchase. Example: Organizers want to sell out sections 1,2,3 before opening sections 4,5,6 for purchase
  • Hold tickets for partners, sponsors, special guests before knowing exactly who will be attending and where they should sit

How to release seats

  1. In "Edit Tickets & Merch" > "Manage Seats" you can see the section on the right that says "Please Choose Action". Choose "Release Seats" from the dropdown options. 
  2. On the seating chart select the specific seats you would like to release. Remember that held seats are indicated with a "O" symbol.  If you select a held seat to release it will turn dark grey. The details of these seats will show in the box on the right.Caution: Please ensure you only select held seats indicated by the circle. Any seats with a * are currently purchased and releasing them will allow another customer to purchase these seats.
  3.  Select the red "Confirm" button. 
  4. You will be prompted to confirm that you do indeed want to release these seats. If the seats are associated with tickets, the seats will be released and cannot be undone. You can type in an optional note associated with the release if desired. 

Look Up Seats

Looking up a seat is extremely useful when an organizer needs to figure out who is sitting in certain seats and make adjustments accordingly. For example, if on the night of the event, a pair of seats are blocked by an object, this feature allows the organizer to look up those seats and move the customers to different seats.

  1. In "Edit Tickets & Merch" > "Manage Seats" you can see the section on the right that says "Please Choose Action". Choose "Look Up Seats" from the dropdown options. 
  2. Select which seat you would like to look up from the seating schematic on the left. *Note: Only one seat can be looked up at a time.
  3. The seat details will populate on the right hand side in the box. Click the red "Confirm" button.
  4. You will now be shown a page with the seat details, including name, email, and other seats purchased in the order. You can select "Go to Order" to access the specific order info and make changes if needed.

Issue Backend/Comped Tickets for Held Seats

Being able to issue comped tickets for held seats is a helpful tool organizers can use to ensure that the seats they want to save will stay out of inventory until they are ready to send those seats as complimentary tickets.

  1. Select "Marketing & Promotion" and then "Send Complimentary Tickets"
  2. Fill out the First & Last Name and Email address to the attendee that will be receiving the complimentary tickets. Choose the other options depending on how you want the ticket to be delivered. 
  3. Scroll down to the below seating chart, and select the seats that have been held (indicated by a "O" Symbol. These are seats that you have chosen to hold in the Self Service Seat Management Tool (info on how to do this in the above sections). 
  4. The selected held seats will now appear as dark grey with a white "O" symbol.
  5. Add whatever other options you would like to the complimentary ticket.
  6. Select the red "Send Tickets" button to finalize.
  7. The seats you selected and sent will now appear as booked with a (*) symbol.

Changing Seats

For seated events, organizers have the ability to change seats for attendees should they need to be moved within the venue.

To change seats on an order, you will need:

  • To be logged into the platform using your Partner login, usually partner@yourdomain.com
  • The order in which you would like to move seats
  • The new seats you would like to move the order to

How To Use:

  1. Look up the order of the attendee in "Manage Attendees" > "Orders" 
  2. Select the specific order. Scroll to the bottom of the page and select the “Change Seats” button.

  3. A list of existing seats and a seating chart will now appear. If you zoom into the seating chart, the current seats on the order will be indicated with stars.

  4. Under "Step 1" select the seat(s) you wish to change by selecting the checkboxes next to them. 

  5. Select "Step 2" button which will prompt you to choose the new seat. You can do this from the seating schematic on the right. Click on the desired seat. 

    *Note: You can also click "release seat" to simply release the seat and not swap it for another.

  6. Click the grey " Save" or "Save and Return" to finalize.

Related Articles