EventPrime Starter Guide
This starter guide offers you all the information you need to get started with EventPrime version 3 and above. For deeper insights into individual features and how to modify them to suit your business needs, be sure to check out individual feature guides.
Hello there! If you’re already familiar with EventPrime, you’ll be happy to know that the version 3 comes with even more advanced features and improvements. As you must be aware, with Event Prime you can easily create and manage events, customize event types, venues, performers, and more. Plus, the plugin provides you with detailed reports and analytics to help you analyze your sales data. If you haven’t updated to the latest version of Event Prime yet, make sure to do so to take advantage of all the new features. And if you’re new to Event Prime, don’t worry – we’ve got a quick and easy-to-follow Starter Guide to help you get started in no time.
Accessing Your Events
After you have successfully installed and activated the EventPrime plugin, accessing your events is easy. Just click on the EventPrime menu item located in the admin menu. You will be directed to the page which lists all the events (Fig 1) that have been created on your website. From here, you can manage your events, create new ones, edit existing ones, and delete events that are no longer required.
If you haven’t created any events so far, the events table will appear empty. To create a new event, click on the Add New button located at the top of the Events page. This will open a new page with options to configure your new event.
Creating A New Event
1. Title and Description
After clicking the Add New button, you will be redirected to the Add New Event page. You will find this a familiar sight if you have created blog posts or pages on your website in the past. The title field is for adding the event’s title. The large editor area will be the content or description of your event. You are free to use combination of rich text and images in this area.
Below the editor, you will find a tabbed section named Event Settings which provides additional fields to store event properties. Let’s discuss these tabs.
2. Date and Time
The first and most important among these is the Date and Time tab . Here you can set the event start and end date (and the respective times if you want). Or you can choose to hide the date and time by checking the box next to the corresponding fields, if you haven’t decided them yet. Remember, you can always come back to edit this later.
If you choose to hide the start date, you will be presented with an additional input-box to enter a custom text. This text will replace the start date on the event page. You can use this feature to show text like “To Be Decided” instead of the date to your visitors. See these screenshots for comparison.
A word about the Additional Dates feature
Additional Dates allow you to save multiple dates for an event which are not related to the event’s start and end dates. For example, rehearsal, practice, sale starts etc. This is not to be used as internal event schedule. Since you can name these dates, they can essentially act as date variables. These date variables are very useful while creating bookings and offers where you need to map them with certain dates without the need to re-enter same dates again and again, or change dates for multiple tickets from single input-box.
The next tab section, name Tickets , is for creating and managing the booking system for your event. There are 3 possibilities:
|Option Label||a. Turn Bookings Off||b. Turn Bookings On||c. Third-Party Bookings|
|Purpose||If you are using this event only for informative purposes, you can turn the bookings off and the users will not see any booking information on the event page.||If you choose to turn the bookings on, you will have the option to use EventPrime’s comprehensive ticket creation system to create tickets for this event.||If you choose Third-Party Bookings, your bookings will be handled by an external website selected by you.|
|Additional Action||No additional action needed||Create Tickets||Enter third-party URL|
If you have selected option c, you can skip the next section.
Using the Native EventPrime Booking System
If you select option b, you will be presented will additional options to fine-tune pricing for your event.
One-Time Event Fee is added once to the total booking amount during the checkout. This can also act as entrance fee, cover charge etc. Check Allow Cancellation to let users cancel their bookings after completion. When turned on, users will see a cancellation link on their booking details page.
By default, ticket sale status for each event is visible on frontend event listings. This is in form of a horizontal bar or plain text. Selecting Hide Booking Status will hide it for the current event.
Below the first 3 options, in the ticket creation area, you will see two buttons:
- Add Tickets Category
- Add Ticket Type
Creating Ticket Category
Ticket Categories act as buckets for ticket types. It is also possible to add ticket types without assigning parent categories. You can also mix and match both. Ticket categories allow you to organize complex ticketing structures. If you wish to use a single pricing, you can safely ignore categories and just add a single ticket type.
On clicking the “Add Ticket Category” button, you will see a pop-up with 2 input fields.
Ticket Category stores the name of the category you are creating. This is visible on the frontend and therefore you can use it to represent a level of hierarchy in your seating structure. For example, a ticket category named Dress Circle can have ticket types based on rows of seats in the front front of a concert hall.
Total Quantity/Inventory defines the total number of combined tickets from all child ticket types belonging to this category.
Once you have entered values in both these fields, you can click Add button to close the pop-up. When you Update this post, the values will be saved.
Creating Ticket Types
When you click on the Add Ticket Type button, another pop-up will appear, providing you with a multitude of customizable fields. This allows you to specify the name and description of the ticket type, giving you the flexibility to provide detailed information to your buyers. You can even add a custom icon for each ticket type.
Moreover, you have the freedom to determine the quantity of tickets available and set their respective prices. You can quickly introduce extra add-ons fees or optional features if you offer them by adding as many as you like. This allows you to offer a range of options and enhance the ticket purchasing experience.
To further refine your ticket sales, you can specify the exact date and time when tickets will become available. You also have the option to set a minimum and maximum number of tickets that buyers can book per order, ensuring a smooth and manageable ticketing process.
In addition to the previous features, EventPrime offers even more customization options to enhance your ticketing experience. You have the ability to restrict the visibility of tickets, granting access only to specific user roles if needed. By clicking on the options dropdown button, you will unlock a plethora of additional customizable features, allowing you to fine-tune your ticketing setup.
One notable feature is the ability to apply special offers and discounts to your tickets. This enables you to create promotional campaigns, reward loyal customers, or incentivize early bookings. By leveraging these offers, you can attract more attendees and maximize ticket sales for your event.
EventPrime empowers you with a comprehensive set of tools to create a dynamic and tailored ticketing system. From controlling ticket visibility to implementing enticing offers, you have the flexibility to optimize your ticket sales strategy and ensure a seamless and enjoyable ticket purchasing experience for your audience.
Adding Offers to the Tickets
When creating an offer, you have the ability to specify the offer title, providing a clear and catchy description of the discount or promotion. Additionally, you can provide a detailed offer description, enabling you to communicate the value and benefits of the offer to your target audience effectively. On the other hand, you can also choose to hide the offer from the event page.
To add a sense of urgency and create a time-bound offer, EventPrime allows you to set the offer’s start and end dates and times. This way, you can precisely control when the offer becomes available and when it expires. By leveraging time-limited offers, you can create a sense of exclusivity and encourage potential attendees to make a booking decision promptly.
You can choose between flat discount or percentage. When there are multiple offers applicable for a booking, you can define if the offers are stacked or only one of them applies. You can also set a maximum discount limit when all offers are applied to a booking.
With EventPrime’s robust offer customization feature, you have the tools to create irresistible promotions that attract attendees and boost ticket sales. By leveraging the offer title, description, duration, and categorization, you can effectively communicate the value of your offers and create a sense of excitement around your event.
Using Third-Party Booking System
The purpose of option c is to allow you to use EventPrime for listing events, while using another site for booking completion. To make such an arrangement work, you will usually need a specific URL from the booking site which allows bookings for this event. Enter this URL in the new input-box which will appear on selecting option c. You can additionally open the booking site in a new browser tab by checking Open in a new browser.
If you choose this option, the event page will still show Book Now button. Clicking on this button will take the user to the third-party website.
If you want to repeat the event at fixed intervals, you can use the Repeat tab section. The repeat section of the Events is designed to be greatly flexible. The admin can allow an event to be repeated at the fixed intervals. There is an option to define those intervals as – Daily, Weekly, Monthly or Yearly.
Another option available in Repeat this event is the ability to set a specific event to repeat at regular intervals. Additionally, you can specify the number of occurrences for the repeated event. Another possibility is to generate a prefix or suffix title to differentiate the repeated events. This feature helps in properly sorting the events.
5. Checkout Fields
The Checkout Fields section has two major sections Attendee Fields and Fixed Fields. Both have their own settings which helps during the time of checkout. In the attendee fields, the admin can set the attendee fields to get information for all attendee like name, email id, age, DOB, etc. Once set, this form is generated for each attendee as step 1 during the checkout. User is requested to fill details of each attendee before completing the checkout.
Fixed Fields allows to set the booking field for once per booking like Terms and Conditions. Our plugin allows adding external link for Terms and Conditions or it can be put in the format of tex.
EventPrime allows you to create and assign different types to your events through the “Event Types” section on the navigation bar. This is particularly useful when you have events of different categories or themes. You can customize the event type name, slug, description, background, and text colors according to your preferences. For instance, if you’re hosting a music event, you can create an event type called “Music Festivals” and assign it to all music-related events. This helps you to easily categorize and manage your events.
Event Type is same as Categories
EventPrime uses WordPress’ core structure to establish relationship between Event Types and Events. Therefore, Event Types are to Events, what Categories are to Posts. Currently, EventPrime does not supports nestled categories but we have plans to add this in future.
Similar to event types, EventPrime also provides the option to create and manage venues through the Venues tab in your WordPress dashboard. This feature allows you to customize and add new venues to your website. To create a new venue, simply click on the “Add New” button, and you will be directed to a page where you can fill in various fields such as the Name, Slug, Description, Location, Venue types, and Social page links.
Moreover, you can add images of the venues to make them visually more appealing on your website. The Venue section allows you to manage and edit the details of the venues easily, such as changing the Name, Description, or location of a venue. You can also add multiple venue types to a single venue, making it easier for your users to find the events that interest them.
the Venues feature in EventPrime provides you with the ability to create and manage different venues for your events with ease. It’s a great way to organize your events and make it easy for your users to find the information they need.
When you host an event, there are likely to be organizers involved. EventPrime offers features to view and manage the event organizers. You can access this feature by navigating to the Event Organizers section on your WordPress dashboard.
EventPrime allows you to customize the fields of the organizer as per your preferences. You can fill in details such as Name, Slug, Description, Email, Website, Image, Social links, and more. This high degree of customization enables you to provide a detailed and informative profile of the organizer.
Furthermore, you can also view the organizers associated with different events on the same page. This makes it easy to keep track of the organizers and their events in one place.
Overall, EventPrime’s organizer management feature is a valuable tool for event organizers. It enables them to conveniently view and efficiently manage their organizers with a high level of customization.
Performers are key persons or participants in an events. This can be combination of different roles like host, speakers etc. To view the performers, navigate to the Performers section on your WordPress dashboard.
If there are no performers added yet, the list will be empty. To add new performers, simply click on the Add Performers button located at the top of your dashboard.
Once you click on Add Performers, you will be taken to a new page where you can add the title of the performer and a description for their bio etc.
EventPrime also provides more advanced features through the performer’s settings. To access these settings, simply scroll down to the performer’s settings section.
In this section, you can customize the performer type, role, and personal information such as phone number, email, website, and social links.
Once your website visitors start booking tickets through your website, it is important to be able to easily view and manage these bookings. EventPrime provides an easy-to-use section specifically dedicated to viewing and managing bookings.
To access this section, navigate to the “Bookings” tab on your WordPress dashboard. Here, you can see a list of all bookings made on your website, along with details such as the event name, the customer’s name and email, the number of tickets booked, the total amount paid, and the status of the booking (e.g. pending, confirmed, canceled, etc.).
You can also filter bookings based on various criteria such as event name, date range, status, and more. This makes it easy to find specific bookings and manage them accordingly.
Additionally, you can view more details about a specific booking by clicking on it. This will show you a detailed view of the booking, including the customer’s contact information, the tickets booked, the amount paid, and any notes or comments associated with the booking.
EventPrime offers a Reports section that provides an analysis of all your bookings in one place. It includes information such as the booking count per date, gross sales, and more. You can access this section by navigating to the “Reports” tab on your dashboard. In this section, you can analyze all your bookings and even filter them based on the date and event type.
The Reports section provides you with crucial sales data such as gross sales for a specific period, average daily gross sales, bookings placed, tickets purchased, and coupons used. This data is presented in an easy-to-read format, making it simple for you to gain insights into your business performance.
The Reports section is a powerful tool to help you make data-driven decisions for your events. So if you want to stay on top of your bookings and optimize your event strategy, be sure to check out this section in EventPrime.
Now we come to the most important part for administrators, the section for Settings. Here, you will find all the necessary settings to modify both the front-end and backend views.
First is the general settings, here we can edit the preferred time format. You can enable/disable whether attendee names are required for the particular event. You have the choice to mark events with 0 fee as ‘Free’. The administrators have the option of allowing or disallowing the display of the unique QR code on each ticket.
The payment settings of EventPrime are straightforward. EventPrime core come with support for PayPal. More payments gateways can be added using extensions. Administrators can enter their default account information, enabling payments to be directly deposited into their account.
Next, is the email settings. Here you can manage to default Registration Email, Reset User Password, Booking Pending Email, Booking Confirmation Email, Booking Cancellation Email, Booking Refund Email, etc. Each type has defined recipients such as either user or admin. They can be managed and default drafts can be added to it.
The checkout fields in the settings section provide administrators with the ability to add new fields with specific labels and types. These fields are presented to the user during the checkout process when purchasing event tickets. By adding these custom fields, administrators can gather the necessary information upfront, streamlining the event planning and organization process. It also ensures that they have all the relevant details to accommodate attendees’ needs and preferences. They can easily configure and manage these fields, ensuring a smooth and efficient checkout process for users while collecting essential data for event management.
The language section of the settings in the EventPrime plugin makes our plugin very diverse. It allows you to change every label as per your business requirement. You can fill in whatever name you choose to show instead of default label, and it will reflect on your website.
You can modify frontend views rendered using shortcodes through Frontend Views. There are multiple settings in this section to customize your website in your way.
The Forms section is used to manage all the forms used by EventPrime on frontend.
This concludes our quick but detailed starter guide on how to manage your events business on your WordPress website.