How to Utilise the Alert List feature

The Alert List enables prospective Bookers to add themselves to a list once an event has sold out. When more tickets become available, the Events system will automatically begin to email bookers on the Alert list in chronological order of sign up to inform them that tickets are now available. Admins can set specific parameters for the emails, including frequency and quiet time.

It is important to note that if only one ticket becomes available, the system will email the first Booker who signed up and requested one ticket i.e. if a Booker signed up first but requested five tickets, they would not be emailed until this number of tickets becomes available. Additionally, new tickets that come available will be visible on the Booker site to new visitors and are offered on a first come first serve basis.

The Alert List feature was developed to assist Admins in selling out an event, regardless of audience composition. It builds upon the Waitlist feature, which enables Bookers to sign up to a waitlist and Admins to manually invite them accordingly – please see here for more information on this.

Actioning it is fourfold – reviewing email copy; checking email parameters; enabling the alert list; and reviewing an active alert list.

Review Email Copy

It is advisable to frequently review email templates and their respective copy. For instance, ensure the Alert List Notify email states that tickets are sold on a first come first serve basis and can still be accessed by the public viewing the Events site.

Alert List Add – the email Users will receive that confirms they have been added to the Alert List.

Alert List Notify – the email Users will receive to inform them new tickets have become available.

Alert List Remove – the email Users will receive if they remove themselves from the Alert List.

Review Email Parameters

When more tickets become available for the event, emails will be automatically sent out to Bookers signed up to the Alert List. It is important to review the Alert List email parameters before the event is live.

Select ‘System’ from the header tabs.
Select ‘Branches’ from the drop-down menu.
Navigate to the ‘Actions Menu’ in the left hand column, and select ‘Edit’ on the event’s Branch.
Scroll to ‘Number of Alert Emails’ in the ‘Basic Details’ section and set the following:

Number of Alert Emails – select the number of Bookers to email every 60 minutes.

Number of Alert Emails (24 hours) – select the number of Bookers to email every 30 minutes, in the 24 hours prior to the event. This functionality is available as Admins may want to increase the number of people contacted if the event is not yet sold out.

Quiet Time – input the hours Alert emails should not be sent. For instance, not sending emails overnight as the Booker is less likely to be able to action it and may miss out on tickets again.

5. Once the Alert List email parameters have been edited at the Branch level, ensure to Save & Close at the bottom of the page.

How to Enable the Alert List on a Event

The Alert List feature can be either set up during creating an event or retrospectively when editing an event.

Select ‘Events’ from the header tabs.
Select ‘Add’ from the top right hand corner to create a new event.
Begin inputting the event details.
At the ‘Status’ section in the ‘Basic Details’, set the following:

Status – Open

Lock Status – No

Automatic Waitlist – Automatic Alert Booker

5. Complete setting up the event, including adding Seat Prices.

6. Save & Close the event.

The Alert List is now turned on for this event and will present to any Bookers if the event sells out, enabling them to sign up and hear about new tickets.

How to View Alert List

Once the event is live and has sold out, Admins can view the Alert List through the following steps –

Select ‘Events’ from the header tabs.
Navigate to the event.
Select ‘View Alert List’ from the Status column.
Here following can be viewed:

Users – this shows the name, ID and email of the Booker who signed up to the Alert List.

User Type – this shows the Booker’s user type.

Added By – this shows who added the Booker to the list, themselves or an Admin.

Created – this shows the date and time the Booker was added to the list.

Requested Tickets – this shows the number of tickets the Booker requested.

Previous Invites – this shows the number of times the Booker has previously been invited from the Alert List.

5. The following actions can also be taken:

Download – downloads a CSV of the Alert List.

Add – this enables Admins to manually add Bookers to the Alert List and input the number of requested tickets.

Process Alert List – this will manually process the entire Alert List and send Bookers the notification email.

Send Waitlist Mail (via Actions Menu) – this enables Admins to manually send specific Bookers the notification email.

Remove (via Actions Menu) – this enables Admins to manually remove Bookers from the Alert List.

Multi-tick Users – this enables Admins to select multiple Bookers on the Alert List and perform bulk actions, such as Send Alert List Notifications.

6. As Alert List emails are sent every 60 minutes, Admins can review the Alert List page frequently to check the progress.

Note – it is advisable to routinely check emails are sending successfully. Visit System > Email Queue to review the status of emails.

How to Turn Off the Alert List

If circumstances change, the Alert List can be turned off through the following steps:

Select ‘Events’ from the header tabs.
Navigate to the event in the events list.
Select ‘Edit’ from the Actions Menu in the left hand column.
Scroll to ‘Status’ in the ‘Basic Details’ section, and edit Status, Lock Status and Automatic Waitlist accordingly.
Ensure to Save & Close the changes.