Several organisers on one event
On Scale an event can have as many organisers as it needs: the cultural secretary, the house captains, the alumni committee. Each sees and runs the event as their own, and each is told about its sales and stalls.
PLANSScale only
The problem it solves
- A fest is run by a committee, but the system lets only one person look after it.
- Everyone is made an event manager just to see one event, and then sees every event of the school.
- Stall applications and sold-out news reach one person, who forwards them by WhatsApp.
How it works
- An event manager opens the event and adds people under Organisers. Whoever creates an event is its first organiser.
- Each organiser sees the event in Events > Events (filter I Organise), with its orders, tickets, check-ins, refunds, stalls, sponsors and reports.
- Each can change the event, its sessions, ticket types, gates and staff, give complimentary tickets and change the date of a session.
- Each is told when a session sells out or sells slowly, and when a stall application arrives.
Everything it does
What an organiser can do
- See only the events they are named on, in the back office, the reports and the app
- Edit the event, its sessions, ticket types, gates, gate staff and counter sellers
- Close sales and mark the event Done
- Give complimentary tickets, change a session's date, read refunds and transfers
- Decide stall applications at the first level of the chain
- Check tickets in and sell at the counter for their events
What stays with event managers
- Create, publish, reopen, copy and cancel events; cancel a session
- Refund, pay back by hand and confirm a seller's closing
- Venues and seat maps, and the Configuration menu
- Event managers see every event of the Entity whether named or not
By plan
- Starter and Growth: one organiser per event; adding a second is refused with a message
- Scale: any number of organisers per event
Who uses it
Event managerNames the organisers of each event.
Event organiserRuns the events they are named on, and nothing else.
AdministratorGives the Event Organiser role to the staff who may be named.
Where you use it
- Web: the event form, field Organisers; Events > Events, filter I Organise
- The SmartMy Events app: organisers see their events, with Complimentary tickets, Figures and Stalls under each. Built and in testing, not in the app stores yet
What you control
Settings
- Organisers: per event, the person who created it to start with
- The role Event Organiser: per user, given by an administrator
Notifications
- Session Sold Out and Session Selling Slowly: to every organiser of the event
- Stall Application Received: to the approvers of the level, the organisers and event managers to start with
- Counter Closing with a Difference: to the organisers of the events sold, and the event managers
Questions
Do organisers see each other's events?
No. An organiser sees only the events they are named on. Event managers see every event of the Entity.Can an organiser publish the event?
No. Publishing, copying and cancelling an event stay with event managers. An organiser prepares it, closes its sales and marks it done.What happens on Growth if I add a second organiser?
The event is not saved, and a message says that several organisers come with Scale. Event managers still see and run every event.Does each organiser count as a user?
Yes. Organisers sign in to the back office, so each one counts in the plan's back-office users.Related features
AT THE GATEOrganisers and gate staff named per eventEach event names its organisers, gate staff and counter sellers. Each person sees only the events they are named on, and only what their job needs. Gate staff see tickets but no money, and sellers see only their own sales.FANS AND SEATINGSales alerts: sold out and slow salesThe organisers of an event are told once when a session sells out. They are told once more when a session has sold less than a share you set a few days before it. Nothing to watch: the message comes to them.SELLINGStalls booked by vendors, with approvalVendors apply for a stall on the event page without a login. Your organisers approve or decline, the vendor pays online or at the counter, and their staff get passes for each session.ACROSS SMARTMY EVENTSApproval chainsIn SmartMy Events, stall applications go through an approval chain. With no set-up the organisers of the event and the event managers decide. An event manager can add levels, such as the principal or the fest committee head, without code.SELLINGComplimentary tickets with a VIP markGive tickets without payment to the chief guest, a sponsor or staff on duty, each with a reason and within a limit per event. Every complimentary ticket says VIP on the PDF, the phone and the gate, and nobody can take the mark off.
See your next event on it.
Tell us what you are running, how many people come and how you sell today. We will set up the event with you on SmartMy Events.