Shows, Recitals and Venue Management

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.

Recitals, showcases, workshops and competitions. A show holds its date, venue, running order, the students performing and the equipment it needs. Ticketing, participants and instructors all hang off the show rather than living in a separate spreadsheet.

Adding a new show

Inside a show record

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

Participants

Students performing, and their role in the show.

Lineup

The running order. Drag to reorder rather than renumbering by hand.

Tickets

Tickets sold, to whom, and which seats. Capacity comes from the venue's seat map.

Teachers

Staff assigned to the show, which is separate from who teaches the classes feeding into it.

Inventory

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

Key fields

event Type - Categorizes the event (Recital, Concert, Rehearsal, etc). Drives default tiers, color in the calendar, and reporting. Pick one that matches the format.
venue - The physical place where this event happens. Determines the seat map shown when selling tickets. Leave empty if no fixed location yet.
Start time and duration - Used to detect schedule conflicts with other events and lessons, and to drive reminders.
Public - Public events appear on the family portal and can accept self-service ticket purchases. Internal events (rehearsals, staff meetings) stay hidden.
Ticketed - Enables ticket tiers and the seat picker. Untick for free or invite-only events.

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

Key fields

Ticket Price - A named price point (General, VIP, Student). Each ticket price has its own amount, capacity, and optional restriction to specific venue sections. Create your ticket prices before selling any tickets.
Sections covered - When creating a ticket price, pick which venue sections it applies to. Empty = sells across all sections. Use this for a VIP price that covers Orchestra + Front Balcony, for example.
Scan button - Opens the camera-based QR scanner on a phone or tablet. Point at a buyer's QR code; valid tickets show green and are marked Used automatically, used/invalid tickets show red.

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

Inside a venue record

Key fields

Total Capacity - The maximum number of people the venue can hold. Used as the default ticket cap for events held here.
Default tax category - The tax that applies to every ticket sold at this venue. Choose the rate (e.g. '22% VAT'); the system uses it for tax-inclusive pricing. IMPORTANT: any price you type later for an event held here must already include this tax - enter the final amount the buyer pays. Tax categories are configured in Settings → Tax Categories.
Seat Layout - 'No assigned seating' = general admission (everyone gets in, no specific seat). 'With assigned seating' = enables the seat map editor below, so you can define sections, rows, and seat counts. Buyers will pick exact seats during ticket sale.
Sections & Rows - Divide the venue into named sections (Orchestra, Balcony, etc.) and add rows under each. For split rows separated by stairs or aisles, add two row entries with the same row label and check 'aisle after' on the first one - the seat map will render a gap between them.
Address - Where it physically is. Shown to ticket buyers and printed on tickets.