Shows

Shows

What is an event?

An event is a one-off occurrence - for example, a recital, concert, tournament, or graduation. Unlike a class (which is a recurring teaching schedule) or a lesson (one session of a class), an event happens once on a specific date at a specific venue. events can have ticket tiers for paid admission, assigned instructors, registered participants, and a lineup of performances. Use the events page to plan and configure; use Audience on event day to sell tickets and check people in.

Use Shows to plan a recital, concert or jam session before the day arrives. Each row gives you the show's date, time, type, status, how many participants are registered and whether it is ticketed. Use the search box and the status filter to narrow the list, and New Event to add one. The explainer panel at the top can be dismissed with Got it, and Key fields explained opens a short guide to the fields you fill in. This screen is for planning and setup. On the day itself, you sell tickets at the door and check people in from Audience, not from here. The Participants column only counts the people taking part in the show. Ticket buyers are not included, so a ticketed show can still read 0 while tickets are selling.

Adding a new show

Fill in the name, date and time first, since those are the only required fields and the Save Changes button stays greyed out until they are set. Pick a venue and location so the show lands in the right room and nobody double-books it. Turn on Ticketed only if you plan to charge admission, and leave Public off for internal rehearsals you do not want families to see. Anything in Description appears on the family portal, while Notes stays visible to your staff only.

Inside a show record

This is where you change the basics after the show is created, including its status, which you move from Scheduled to Completed or Cancelled as plans change. The tabs across the top hold everything else: participants, the running order, ticket sales, teachers and inventory. Max Attendees caps how many people can come, so check it against the size of the venue before tickets go on sale. Remember to press Save Changes, since edits on this tab are not saved automatically.

The record is organised into tabs: Participants (3), Lineup (3), Tickets (1), Teachers (1), Inventory. Each one is scoped to this record, so what you see is only this record's data.

Participants (3)

Use Add Participant to register the students who are performing or taking part, then set each one to Confirmed once they have committed. The number next to each name is how many seats are held for that participant's family, and those seats come straight out of the remaining ticket count. Keep reservations realistic, because an inflated number can make a show look sold out when it is not.

Lineup (3)

Build the running order here with Add Song, then use the arrows to move pieces up or down until the program flows the way you want. Assign students, instruments and a teacher to each piece so everyone knows when they are on. The footer tallies songs and students, which is a quick way to spot a piece nobody has been assigned to yet. Print gives you a paper program for backstage or the front of house.

Tickets (1)

The four counters show capacity, tickets sold, seats remaining and people checked in, so you can see at a glance how the show is selling. Use Manage Tickets to add or change price tiers such as General and Early Bird, each with its own price and quantity. Remaining already subtracts seats reserved for participants, so it can be lower than capacity minus sold. The Attended count only moves once you check people in through Audience on the day.

Teachers (1)

Search for a teacher, choose their role, and click Add to put them on the show. Mark one person as Lead so families and staff know who is in charge on the day. Teachers added here are the ones you can pick when assigning pieces in the lineup, so add them before you build the running order.

Inventory

Equipment the show needs, checked against what you own so a missing item surfaces before the night.

Audience

How does the Audience page work?

The Audience page is the operational view of an event's ticket sales. From here you can: create ticket tiers (General, VIP, etc.), sell tickets to specific buyers with a visual seat picker, scan QR codes at the door to admit attendees, and see who has shown up vs who hasn't. This is where staff work on the day of the event. The event detail page is for planning and setup; the Audience page is for execution. Selling a ticket creates a unique QR code that the buyer presents at entry - scanning it marks the ticket as Used and admits the holder.

Who is coming, as opposed to who is performing. Ticket sales, seat allocation and the guest list. Seats are tied to the venue's map, so overselling is prevented rather than discovered.

Inside an audience member record

Open an event here on the day to see how it is selling and who has arrived. The four counters at the top update as you sell and scan, so Remaining tells you how many seats are left and Attended tells you how many people are inside. Each ticket price has a switch: turn it off to stop selling that tier without deleting it or the tickets already sold. Use Scan at the door, and look for the Used tag in the ticket list to confirm someone has been admitted.

The record is organised into tabs: Sell Ticket, Add Ticket Price, Sell Ticket. Each one is scoped to this record, so what you see is only this record's data.

Sell Ticket

For a seated show, the second step lets you pick the buyer's exact seat on the venue map, with the stage marked at the front. Only seats in the sections covered by the chosen price can be picked, so if a seat you want is unavailable, go Back and choose a different price. Confirm the seat with the buyer before you click Sell, because that creates the ticket and its QR code right away.

Add Ticket Price

Create a ticket tier here, such as General, VIP or Student, with its price and how many tickets it can sell. The capacities of all your tiers together should not add up to more than the venue holds. Tick sections like Orchestra or Balcony to limit this price to those seats, or leave them all unticked so it sells anywhere. Setting up a cheaper tier for the back rows is a simple way to fill the whole room.

Sell Ticket

For a seated show, the second step lets you pick the buyer's exact seat on the venue map, with the stage marked at the front. Only seats in the sections covered by the chosen price can be picked, so if a seat you want is unavailable, go Back and choose a different price. Confirm the seat with the buyer before you click Sell, because that creates the ticket and its QR code right away.

Venues

What is a venue?

A venue is a physical place where events happen - for example, your hall, a rented theater, or an outdoor space. venues are reusable across events: define a venue once with its address, capacity, and seat layout, then pick it when creating any event. Note: a venue is NOT the same as a Location (a Location is a branch/campus of your school where classes happen). A venue can be your own building or a completely external space.

The physical places shows happen in. A venue carries its seat map, which is what makes numbered ticketing possible. Set it up once and reuse it for every show in that space.

Adding a new venue

Give the venue a name and a capacity. Both are required, and the capacity is the most tickets or guests any event here can take. If you will sell reserved seats, pick a seat layout now. Otherwise leave it on no assigned seating. Check the default tax category before you save: prices you enter for this venue are net, and that tax is added on top at checkout. Notes are internal and only your staff can see them.

Inside a venue record

Open a venue to change its details or build its seating map. With the Sections layout you add a section, such as Orchestra or Balcony, and then one row per line with its label and number of seats. Tick aisle/stairs after to leave a gap in the seat picker. For a split row, add two entries with the same label and tick the box on the first one. Before you delete a venue, turn the Active switch off instead if events already use it. That way your past events keep their venue.