Event Management
Event Creation
Under event creation the default menu is the edit venue screen (the menu bar is highlighted in red below). Again you can see the submenu goes from left to right as add venue is the first tab, then edit venue, create the event, edit the event, add ticket prices, add event volunteers and a list of your events that need approval. Approval once again is given by an admin or territory manager.
STEP 1. ADDING A VENUE
Before you can have a raffle, the raffle has to take place somewhere. This is the venue. You can call the venue anything you like. Click on ‘Add Venue’ to enter your first venue. It should be noted you may add as many venues as you like but you have to have at least one. After you fill in the information please make sure to hit the ‘Create’ button.
Hint1: An asterisk is a required field.
Hint 2: In the example, there are more than 15 venues but only 15 venues are displayed. You can click on the small arrow on the bottom of the table to continue the list.
Hint 3: If you don’t hit a create/save/apply button then your information will not be saved. Please remember this throughout the application.
STEP 2. EDITING A VENUE
Before you can have a raffle, the raffle has to take place somewhere. This is the venue. You can call the venue anything you like. Click on ‘Add Venue’ to enter your first venue. It should be noted you may add as many venues as you like but you have to have at least one. After you fill in the information please make sure to hit the ‘Create’ button.
If you are only using one venue for your raffles, the above 2 steps do not have to be followed every time you hold a raffle. Steps 3-6 are required.
STEP 3. CREATING AN EVENT
There are three main areas to the ‘Create Event’ screen. In the first part you need to add the event details. The ‘Event Details’ section includes fields for name, description, image, ticket footer, time of the event and the license # of the event. The second part is called the ‘Event Display Options’ and the third is the ’Event Admin.’ This page may also include an optional region called ‘eCommerce Options.’ This allows customization and control of the raffle ticket shopping cart.
This is the core page for creating an event. During an event many of these options cannot be changed so ensure you have entered the information correctly.
Event Image: This image provides the logo at the top of the ticket. The terminals require a monochrome BMP no larger than 400 pixels wide.
eCOMMERCE OPTIONS
This region is used to customize the online shopping cart.
Raffle URL: This is the web address that a ticket purchaser will be returned to when they leave the shopping cart.
Raffle Terms and Conditions: This is a WYSIWYG editor for adding an individual raffle’s rules of play.
EVENT DISPLAY OPTIONS
This region controls how the jackpot is calculated for display. These options interact with each other so be very careful when changing any single option.
Admin Fee: This is a flat dollar value that is subtracted from the jackpot in order to account for fixed administration or advertising costs of the raffle.
Admin Percent: This allows a percentage to be subtracted from the jackpot value. This can be used to subtract the variable cost of administration or promotion of the raffle.
Jackpot Fee Type: This determines whether the Admin Fee or the Admin Percent is subtracted from the Total Sales or 50% of sales.
Display Total Sales: This controls whether total sales are displayed or whether 50% of sales are displayed. Fees will be subtracted accordingly.
EVENT ADMIN
Use caution when adjusting these fields. These variables can cause an event to work improperly.
Max Ticket Number: Use this to set an upper limit on the ticket number available. This should be left blank if there is no upper limit to the ticket number available.
Ticket Starting Number: This field controls the first ticket number available.
Batch Size: This controls the number of tickets loaded into each terminal.
Administrator Password: This 6-digit password is used to control administrator only functions on the terminals.
Print User: This is where you add the print user login for the print manager application.
Print password: This is where you add the print password for the print manager application
EDIT AN EVENT
Very much like the edit venue page, this is where you edit an event. Select which event you want to edit by clicking on .
Only events that have been set up by this charity are viewable or editable.
STEP 4. SETTING TICKET PRICES
Only events that have been set up by this charity are viewable or editable.
To add prices, first you have to select the raffle to which you want to add the price levels to. This is done in the dropdown box. Only raffles specific to this charity will be listed. After the raffle is selected you can add a price level by clicking on the add row button. You then add the prefix, number of tickets for the price level and the price of that bundle of tickets. You can keep adding rows by clicking on the add row button or delete rows by ticking the box left of the price level and clicking on the delete button. Make sure you save any changes by clicking on save changes.
Each ticket requires a unique alphanumeric series identifier. We recommend only using 3 different price levels. You can use less, but if you use more than three the handheld terminals will need to be scrolled to see all the price levels and the mark ticket function.
NOTE: You will not be able to change these price levels on the day of the event. Be very careful when choosing these levels. We have implemented this restriction because changing prices during a raffle would cause a corruption of data. This is bad.
STEP 5. ADDING VOLUNTEERS
Adding volunteer’s navigation is the same as adding ticket prices. You can add, delete and save changes.
Add Volunteers
This is the method for adding terminal operators.
Volunteer ID: The system generates a unique 6-digit login ID.
Nickname: This name will appear on each ticket.
Default Password: The system generates an initial password for each user. For all users added at the same time the password will be identical. Once the user logs into the terminal they will be asked to change this password to a unique private password. If this field is blank the user has logged in and selected their own password.
This password can be overwritten by entering any 6-digit number.
Max Dollars: This field allows control of how much money the volunteer can carry before returning to the raffle administrator. Once sales exceed this amount the terminal will lock and not allow any further sales.
Suspended: This can be used to lock a specific terminal from selling anymore tickets.
Suspend All: This will suspend all terminals from completing anymore sales.
After you save your changes, the raffle manager system assigns login IDs for the volunteers.
You can add volunteers at any time during the raffle. There are no restrictions here.
Congrats! You are pretty much done setting up your raffle. If you want to have coupons on your raffle tickets then you can do the next step. However this is an optional step.
STEP 6. SETTING UP COUPONS (optional)
Hint: Add all your volunteers at the same time. This will give each volunteer the same temporary password on the machines. It’s easier operationally if they start with the same password as they will be required to change their password anyways. If you save each volunteer individually, they will each have different starting passwords and they may drive you crazy.
