Your performance schedule may be full, but your work schedule doesn't have to be. Agile gives you the ability to set up dozens or hundreds of events at the same time. Follow the steps below to learn how to import Events in Web Portal:
Pro Tip: Avoid major headaches by saving a copy of your Import Results File to your computer. This file will contain exact Event IDs that will be generated for your shows. If you ever notice an issue with your events, you can mass-update them by following the import process and loading your Results spreadsheet instead of your original import file.
1. Log into Web Portal at portal.agiletix.com.
2. Click the Events tab to the left of the screen and select Import.
3. Open the Events tab.
4. Click the Download Example File button on the right side of the screen.
5. Rename the spreadsheet and save it somewhere you can easily find it. Enter your Event information in the spreadsheet. Below are descriptions of each column on the spreadsheet. Some of the columns are required while others are optional.
- Copy From (Column A) – You will need to add the exact name of the Template you will be using for this import. *Required
- Date TBD (Column B) – Enter FALSE in this column. If you have not confirmed the dates you wish to import, then enter TRUE. *Required
- Start Date (Column C) –This is the date and time of your Event. *Required
- Duration (Column D) –This is where you will enter the duration of your event in minutes. *Required
- External Name (Column E) – This is the name of your Event that will appear online. *Required
- Internal Name (Column F) – This is a short name for your event that will appear in the box office application. *Required
- Color (Column G) – ** Not Required
- Ticket Verbiage 1 – 5 (Column H-L) – This is where you will put information that will appear on the ticket ** Not Required
- Description (Column M) – This is where you will enter the description for your event. ** Not Required
- Short Descriptive 1 /Short Descriptive 2 (Column N&O) – These areas allow you to put short descriptions that appear either at the top of the ticket page or under the date and time of the event. ** Not Required
- Short Description (Column P) – This is a short synopsis that appears in a list view on your website ** Not Required.
- Confirmation (Column Q) – Add specific confirmation text for this event that will be emailed to the customer once the order has been confirmed. ** Not Required.
- Image (Column R) – This can be the list of image names for your event that you can import at the same time as the spread sheet. ** Not Required
- Thumbnail (Column S) – This a smaller image that will appear in your event listing online. ** Not Required
- Overhead Image (Column T) – This is a seating chart image that your customers can view online. ** Not Required.
- Overhead Thumbnail (Column U)– Small version of you seating chart. ** Not Required
- Ticket Image/Extra Image/Media (Columns V-W) – Add an image that will appear on the print at home ticket and include a video that appears online. ** Not Required
- External Event ID (Column X) – ID used with some API integrations ** Not Required
- Extra HTML (Column Y) – Another web descriptive field. Text entered here will appear below text entered into the Description field online. ** Not Required
- Project Code (Column Z) – An optional accounting field ** Not Required
- Disp Message Qty (Column AA) – The remaining inventory before Agile will display a "Sold Out" message online. ** Not Required
- Web Availability (Column AB) – When events are sold out, this field will add text customers can view when they mouse over the "Sold Out" display message. You can use this field to give instructions on how customers can get Rush tickets at the box office. ** Not Required
- Distributor (Column AC) – Company that distributed the film (if applicable). Recommended if you like to report gross revenue sorted by Distributor. ** Not Required
- Distributor Reporting (Column AD) – Set to TRUE to automatically report revenue for this Show to comScore Swift and to Nightly Flash. ** Not Required
- Streaming Properties (Column AE-AL) – For events using our virtual paywall/streaming integration, these columns determine how and when customers receive access to streaming content. Click Here to learn more about each streaming property. ** Not Required
- Custom Properties (Column AL-and beyond) – These fields can vary from organization to organization. They often include Film Info and Cast/Crew info that is unique to every event. They may also include fields that have been added for sorting purposes, such as Category. ** Not Required
6. Once you have entered all of the show metadata, go back to the Import page in Web Portal.
7. First, you will begin uploading the images that go with the shows you are trying to import. Click the Images tab at the top of the Import page.
8. Next, Create a New Image Folder (i.e. 2019 Images) or select an Existing Image Folder from the drop-down. Click the Select Images button and choose the images from your computer that you wish to upload.
9. If your images have been uploaded successfully you will see Success in green next to the images.
10. Once the images have been added to the library, you will need to go back to the Events Import tab.
11. Select the folder into which you want to import your events. Your orgnaization name will appear by default, but you will want to change it to a more specific folder like "Events".
12. Click the Load Excel File button and select your completed spreadsheet.
13. Your Events will appear. If there are errors in the spreadsheet, the system will notify you to let you know what column or cell needs to be fixed. To fix an issue, simply double-click the cell.
14. After you have reviewed your loaded Excel file, click Upload to import your Events.
15. Click Yes to confirm your import. You will be notified when the import is complete.
16. In the import window, you will notice that successfully imported events have turned green.
17. Click Save Results to save a copy of your Import Results somewhere you can find later.
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