Bookings and Guest lists management
Uploading guestlists
Sometimes you may already have a list of people who have indicated they will attend an event. You may want to use ARTSVP just to provide a good check in experience or also use ARTSVP to send reminders, add notes to bookings and more. Why would I upload bookings/guest-list? There are many different reasons why you may want to upload a list of names directly to the bookings view on ARTSVP. These include: When migrating from another ticketing system When you have taken bookings by email andPopularBlocking availability
Most booking pages created using ARTSVP have a maximum capacity either for the whole single slot event or for multi slot events. Occasionally you may want to either reduce the availability for certain slots or block our future bookings all together. There are several ways to stop bookings but blocking availability provides the most flexibility. Reasons to block availability There are many reasons why a gallery or business will want to block availability. Here are some of the common ones:Few readersWalk-ins and additional guests
Adding walk-in visitors' details to the system is very easy and allows front of house to keep a record and potentially grow the newsletter mailing list (should the visitor agree). To record entrance of last minute guests add a new booking by simply clicking on 'Walk-in' in the bookings view, and fill their details. (https://storage.crisp.chat/users/helpdesk/website/cfb02c2b893aFew readersAdd internal notes to bookings
This feature is designed to help teams operate efficiently and delivery exceptional client service. How it works Any individual with an ARTSVP account and access to bookings on a specific event can add/edit the note attached to a booking. To do this simply click on a booking and add a note. You will then be able to see the guests' notes directly on the bookings view. Those guFew readersManual Bookings
Account holders can also add in bookings directly from the bookings view. Why would you need to add in a booking manually? In order to provide flexibility we believe that it is important to be able to add in bookings directly to the same system. Some cases where adding a booking in may be helpful Phone/Email bookings. Although ARTSVP account holders see a huge reduction in time handling bookings in person occasionally you may have someone call or email asking to book an appointmeFew readersAllow people to join a waitlist
What is the benefits of waitlists For many popular events or smaller events with a limited capacity having the ability to create a waitlist can be helpful. Not only does it allow you to gauge interest in an event even after it is fully booked but it also allows you to continue to grow your mailing list. If you enable the waitlist feature than anyone who tried to book a fully booked event or time slot has to option to join the waitlist. how to turn on the waitlist (https://storage.crFew readersUploading bookings
How to add bookings in bulk Sometimes you may already have a list of people who have indicated they will attend an event. You may want to use ARTSVP just to provide a good check in experience or also use ARTSVP to send reminders, add notes to bookings and more. Why would I upload bookings/guest-list? There are many different reasons why you may want to upload a list of names directly to the bookFew readersArchive events' pages
If you want to delete certain events pages on your dashboard, you can easily archive them. They might be wrong pages that you want to delete permanently, or perhaps pages that you wish not to show on your dashboard temporarily. In this case, you'll be able to also Unarchive events and have them back on your dashboard. Check the gif below to see how to archive and how to unarchive events. (https://storage.crisp.chat/users/helpdesk/website/3c0868ae0812a200/6db52284-422a-42bb-9e16-dc13d3w8wc5Few readersArchive Bookings
You can remove bookings from guest lists by adding them to your Archive. In order to do this, the booking must be Cancelled first. Simply select the Cancelled booking you wish to Archive and click the 'Archive' button which sit's at the top right of the pop up. If you accidentally archive a booking, you can always immediately 'unarchive' the booking by clicking the button again. Please see below for a short example: (https://storage.crisp.chat/users/helpdesk/website/bbd23424eb086000Few readersBooking Links
Booking links are designed to make it easy to generate multiple links for the same event page for the purpose of tracking and controlling the booking experience. Public Events are allocated their own Public Link. Public Booking Link If your event is set to Invite Only, the guests can only book via an Invite or a Booking Link (https://storage.crisp.chat/users/helpFew readers
Customisation
Confirmation and reminder emails
When a booking is made through ARTSVP we automatically send a booking confirmation email. We also send a reminder email 24hrs before the booked time - please note the reminder email time can be customised as well. ARTSVP clients can add custom text to these emails from the 'Edit' page. Adding text You can format your text with bold, italics, bullet points etc. Adding links You can also add links. ThiSome readersCustom branded pages
ARTSVP gives clients' booking pages a unique appearance by matching their fonts and colours. Get in touch with us to customise your online event page in order to make it as personal as possible. Once the page is ready, link it across your own website and social media pages to make it as easy as possible to get tickets to yourFew readersConfirmation page
You can add/edit a confirmation message that will appear on the booking confirmation page from the 'Customise section' of your event. Suggestion's to add in the custom confirmation message This is a great place to thank the customer for booking and provide additional info about the event. Eg. Thank you for booking. We look forward to seeing you for the event. Please note we will start the talk promptly at 7.30pm so please arrive by 7pm to find a seat and get a complimentary drink from theFew readersCustom booking flow
User Variables work much like a standard Merge Tag you may be used to with common newsletter services such as Mailchimp. The difference is, not only can you personalise emails sent to your clients, but the entire booking flow! Look out for the 'Personalise' icon shFew readersCustom confirmation button (E.g. Follow on Instagram)
At ARTSVP we have put a lot of effort into making the booking process simple and stress free. In order to achieve this we reduce the amount of fields customers have to fill in to book. However once the customer has booked there is an opportunity to direct them to further resources or even get them to follow you on instagram. By customising the text displayed on the booking confirmation page, and adding a you can easily grow your following. On average just over 30% of customers will click theFew readers
Check-In
Check-in overview
Checking in guests at their arrival is super simple and quick. All you have to do is open your dashboard (iPads are recommended for checking in guests), click on the 'Bookings' view, and simply check the checkbox with a single tap as visitors arrive. When someone is checked in the "tick" will appear green. Find out all our check-in features and read the following articles:PopularExpress QR codes Check-in
By default, guests are allocated unique QR codes when they book a ticket. The QR codes are automatically sent within the confirmation email that guests receive once booked. Please see an example below. To scan QR codes you can use our built-in scanner from the booking view of your ARTSVP dashboard. This will help your team and your visitors to have a streamlined on-site experieFew readersAdditional guests at the door
If the additional guests want to provide their name and contact details you can fill in their details at the door during the check in very easily, gif below.Few readersCheck in across devices and live updates
Guests' attendance can be recorded from any type of device, allowing a professional front of house experience for your team and your visitors. Do away with with unnecessary spreadsheets, printed guest lists and time consuming data entry. Real time live check in across devices All devices update automatically when a guest is checked in without the need to refresh the page.Few readersPartial Check-in
When a booking includes a group of people, you can use the partial check-in to track their arrival if they do not arrive all at once. To do so simple click on a booking from the bookings view and then check in the number of guests that have arrived. Fully checked are marked with a green tick. You can check a whole booking in (and out) directly on the bookings view by clickingFew readersCheck-in Only members
We have created the 'Check-in Only' membership role for the staff that will be dealing with the check in at the door of your venue. These members will not be able to add new bookings, download booking data or access event level settings, but will be able to: View, search, and check in guests View note on booking Please see in the GIF below how to add a Check-in only member. (https://storage.crisp.chat/users/helpdesk/website/a8e23740a3d81000/5fac38cb-6330-4dbe-9e85-25Few readersGroup bookings and sharing links
When guests book a group ticket, they might need flexibility when it comes to getting to the venue and being checked-in. We made it easy to handle check-in of groups by assigning a QR code to each guest within the group. This means that who booked together won't have to arrive at the same time as the main booker will be able to share tickets with QR codes to other guests. Check gif below. (https://storage.crisp.chat/users/helpdesk/website/d42bc5c10a03b000/df82689f-1455-44b8-a21c-2cc941ogv4gFew readers
Event Promotion and Marketing
"Add to calendar" for your guests
Getting your event in someone's calendar early is very important, as it increases the chance for the guest to actually attend. Booking confirmation and reminder emails might not be enough to make sure guests visit at the booked time, especially when you are not charging any ticket. ARTSVP makes it easy for guests to events to their calendar. They can do it straight after the booking is completed (bookingFew readersOverview for your events and collections
The overview provides an overall idea of your events numbers, it helps keeping a control on the events analytics and on how fast an event is being booked up. The overview provides a visually pleasant event breakdown and allows events organisers to share feedback loop for marketing. Attendance numbers can in fact help you measuring the appetite for certain events and to adjust markFew readersShare your booking links - Instagram, Linktr.ee and Website
Sharing your booking links on online platforms definitely helps to promote your shows and to gather RSVPs in an organised and trackable way. With ARTSVP you can share all your public events via one single link, optimised for sharing on your website and social media. You can find your main booking link in the homepage of your dashboard - image and GIF below. (https://storage.cFew readersDownload attendance data
ARTSVP can become a great marketing tool your events team. The data produced before and during the event can in fact serve for analysis aimed to understand and grow your audience. Knowing who attended your events provides a great opportunity to re-engage with your visitors and build better relationships. By downloading guest lists data, generating reports is very easy. The data obFew readers
Type of events
Public, private, featured events
You can share all your events via one single link, optimised for sharing on your website and social media. This main booking link can be found at the top of your dashboard - image and GIF below. If you organise private events and you want to share the booking page onSome readersRecurring Events - Performances, Screenings & more
If you happen to organise recurring events, such as performances, film screenings, art tours, workshops and many more, and they are occurring multiple times during a certain period, you can manage them on ARTSVP in different ways. N.B. For the following alternative options you will have to select Multi-slot events rather than Single-slot events in the availability section. RecuFew readersDifferent uses of ARTSVP booking pages
You can use booking pages in many different ways and for different reasons. ARTSVP booking pages do more than just reduce admin of handling bookings and appointment manually. Common uses of ARTSVP booking pages General opening hours booking page Providing a link for visitors to be able to book a time to come to the gallery or exhibition. General opening hours booking pages allow you to know who is planning on coming and prepare for visitors or high value clients. These booking pagesFew readers