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Events Help

Help Articles for the BAFTA Events Management System

How to Create and Edit a Branch

The Events platform enables Admins to build Events under different “Branches”. This can be utilised to streamline activity happening across an organisation. For instance, creating a Branch per location (New York) or per category (Awards).

When building a new Branch, Admins will need to define a comprehensive series of settings and parameters that will underpin how it functions.

Several different functionalities will be set at a Branch level, including Admins, Email Templates, Ticket Types, User Types, Venues and Auditoriums.

  1. Log in to the Admin interface of Events.
  2. Select System from the header tabs.
  3. Select Branches from the drop-down menu.
  4. Navigate to the Actions menu on the left hand side of the respective Branch, and select Edit from the drop-down menu. Alternatively, press the green Add button to create a new Branch.
  5. Fill out the following inputs:

Basic Details

Public Name – input the Branch’s name. This will show externally to end Users when they register an account, or filter the Events List page. Examples could be location i.e. New York, or category i.e. Awards.

Internal Name – input the Branch’s internal name. This will only be shown to Admins and cannot be retrospectively edited once saved.

Time Zone – select the timezone from the drop-down list in which the Events will be held. This can be different per Branch.

Display Event Time In 24 Hours Format – select Yes or No to determine whether the Event’s timings should be displayed in 24 hour format. If Yes, Events will show in figures such as 14:00, 21:00.

Default Venue Currency – select the correct currency Events will be sold in via the drop-down list. Options include GBP, USD or EUR. This can be different per Branch.

Events can Move Venue – select Yes or No to determine whether Events can change Venue once created. Please note, Events with allocated auditoriums cannot be moved once tickets have been sold.

Move Bookings Between Events – select Yes or No to determine whether bookings can be moved between Events.

Events Quotas Apply to Admin Bookings – select Yes or No to determine whether Quotas should apply to Admin Bookings.

Skip Booking Confirmation Screen – select Yes or No to determine whether the User should skip the booking confirmation screen at the end of their User journey. If Yes, the User will be taken straight to their My Bookings tab. This can be helpful when trying to encourage Users to fill in Guest Details.

Public User Type – select the relevant User Type a Public User should be assigned when autonomously registering for an account e.g. Public. User Types will need to be created before this can be selected.

Visible – select Yes or No to determine whether the Branch will be visible to end Users. If set to No, Users cannot register to this Branch and none of the Branch’s Events will be listed on the homepage. This can be useful if a particular department only hosts Events for VIP guests.

Online Ticket Collection – select Yes or No to determine whether Users will have to download their tickets during a set window, rather than have them emailed directly at point of booking. This can be useful for high profile Events, where the ticket design should be kept confidential til last minute.

Display Ticket Design per Ticket Type – select Yes or No to determine whether Admins can opt to set different Ticket Designs per Ticket Type. This is useful if some tickets are more expensive, or granted VIP access.

Number of Alert Emails , Number of Alert Emails (24 hours) & Quiet Time – for this input, please refer to this guide for further instructions.

Display Low/Limited Availability Tags – for this input, please refer to this guide for further instructions.

Collect Accessibility Data at Point of Booking – for this input, please refer to this guide for further instructions.

Display

Featured Events – select Yes or No to determine whether Events can be marked as Featured on the homepage. Please see further instructions on this functionality here.

Event Tags – select the green Add button to begin creating custom Tags that can be applied on a per Event basis. Please see further instructions on this functionality here.

Terms and Conditions

  1. Select the relevant T&Cs from the Available column. These will be applied to every Event as they are set at the Branch level. T&Cs must be created first, via the steps in this guide.

Ticket Templates

  1. Select the green Add button to begin uploading and plotting a Ticket Design. These can then be selected by Admins when creating an Event.

Suspension

  1. Select the green Add New Suspension Rule button to begin defining a User suspension policy. Please see further instructions on the functionality here.

Invoice and Payment

  1. Please review this guide on the different payment structures in the Events platform.

Stripe Config

  1. This field is hidden as a security measure. Please select either the Change or Delete options to add/delete the Branch’s Stripe API Keys. Admins will need to input both the Public and Private keys, and they can be different on a per Branch basis.
  2. Note, the above step is essential for Users to begin making bookings through the system. Even if most Events are priced at £0, Users will not be able to confirm their bookings without the Stripe API Keys set.

Invoice and Receipt Template

  1. Follow the steps in this guide on how to upload and plot Invoice, Receipt and Credit Note templates.
  2. Review, and ensure to Save.

Note – certain workflows are defined at the Branch level, including whether a Branch should be invoice or cash based.