Events
Overview
Tour Events Management is the operational hub for coordinating the collection of events in your tour. It provides a visual dashboard where you can monitor sales performance, track availability, and navigate to individual event administration.
At its simplest, Tour Events Management answers one question: How are my tour dates performing and which ones need attention?
Who uses this: Tour managers and organisers with the TourEvents permission.
Key capabilities:
- View all tour events as visual cards with sales metrics and availability indicators
- Monitor performance across venues with colour-coded status (green to red based on percentage sold)
- Navigate directly to individual event dashboards for operations and administration
- Search and filter to find specific tour dates quickly
- Track ticket sales and revenue in real-time for each performance
- Show or hide past events to review historical performance
Note: This section shows and monitors your tour events (read-focused). The tour editor's "Events" section lets you add/remove events from your tour (write-focused). This uses the same interface as Organisation Events Management, but automatically filtered to show only your tour's events.
How It Works
At a glance: Open your tour events view, scan visual indicators to identify which dates need attention, then click through to individual events for detailed operations.
1. Access the Tour Events View
From your tour's admin menu, select Events to open the coordination dashboard. You'll see all tour dates displayed as visual cards with sales metrics and availability indicators.
2. Monitor Performance at a Glance
Each event card shows percentage sold with colour-coded indicators (green for good availability through to red for nearly sold out). Scan across your tour dates to quickly identify which performances are selling well and which need attention.
3. Navigate to Individual Events
Click any event card to access that event's full administration dashboard. From there you can manage check-in, view detailed analytics, process orders, and perform event-specific operations.
4. Return and Repeat
After handling event-specific tasks, return to the Tour Events view to maintain your overall tour coordination perspective. Use search and filters to focus on specific venues or time periods.
Think of it this way:
- Tour Events provides your operational dashboard (monitoring and navigation)
- Tour Editor Events handles configuration (adding/removing events from the tour)
- Individual Event Admin manages day-to-day operations (check-in, orders, reports)
Accessing Tour Events
Navigate to Tour Events Management from your tour's admin menu.
Finding the Tour Events Section
- Open your tour's admin menu (click the tour from your organisation's Tours list)
- Select Events from the Tour Management menu group
- Requires TourEvents permission to access
Initial View
When you open Tour Events, you'll see:
- Toolbar with organisation name and "Events" section title (note: displays organisation name, not tour name)
- Search bar for filtering events
- Action buttons (Change organisation, Create event, Show/Hide old events)
- Grid of event cards showing all tour dates
- Events grouped under your tour heading with tour tag displayed
Understanding the Events Display
Tour events appear as visual cards in a responsive grid, providing comprehensive information at a glance.
Event Card Information
Each event card displays:
Visual Identification:
- Event image (or placeholder if no image uploaded)
- Availability indicator overlay showing percentage sold (0-100%)
- Colour-coded status:
- Green: 0-49% sold (good availability)
- Yellow: 50-74% sold (moderate availability)
- Orange: 75-89% sold (getting busy)
- Red: 90-100% sold (critical/nearly sold out)
Event Details:
- Event name as primary heading
- Event tag (e.g., #springshow) and venue name
- Date range display:
- Single date: "Wed 15th Jan 25 at 19:30"
- Multiple dates same day: "Wed 15th Jan 25"
- Date range same month: "Wed 15th - Fri 17th Jan 25"
- Date range different months: "Wed 15th Jan - Fri 3rd Feb 25"
- Date range different years: "Wed 15th Jan 25 - Fri 3rd Feb 26"
- "Sales start" notice if sales haven't opened yet (with date and time)
Performance Statistics:
- Tickets: Sold/Available count (e.g., "45/100")
- Revenue: Total ticket sales value in your currency
- Merchandise: Sold/Available count (only shown if merchandise configured)
The card layout provides all essential information without needing to open the event, whilst remaining clickable for detailed access.
Tour Grouping Display
Events are organised under tour headings:
Tour Header:
- Tour name (e.g., "Spring Workshop Series")
- Tour tag displayed as hashtag (e.g., #spring-workshops)
- Visual separation from other tours or standalone events
Event Grid:
- All events in the tour displayed in grid format
- Chronologically ordered by first event date
- Responsive layout adapts to screen size (multiple columns on desktop, single column on mobile)
This grouping makes it clear which events belong to your tour, especially useful when viewing events from an organisation with multiple tours.
Managing Tour Events
Coordinate your tour dates and access detailed event administration.
Searching and Filtering Events
Search Functionality:
- Search box accepts text input
- Searches across multiple fields:
- Event name
- Event tag
- Group name (if events are grouped)
- Tour name
- Tour tag
- Venue name
- Organisation name
- Organisation tag
- Case-insensitive searching
- Real-time filtering as you type
Use Cases:
- Find specific venue: Search "Royal Theatre"
- Locate date by month: Search "February"
- Filter by tag: Search event tag directly
- Find tour quickly: Search tour name
Showing Old Events
Toggle Control:
- Button displays current state: "Show old events" or "Hide old events"
- Toggle icon indicates on/off state
- Reloads event list when toggled
Old Events Definition:
- Events where all dates have elapsed
- Useful for reviewing past tour performance
- Hidden by default to focus on active/upcoming dates
Why are old events hidden by default? Most tour coordination focuses on upcoming performances. Hiding past events reduces visual clutter and keeps attention on dates that still need management.
When to Show Old Events:
- Reviewing historical tour performance
- Comparing past venues to current ones
- Accessing past event data or reports
- Analysing trends across multiple tour legs
Creating New Events
Create Event Button:
- Opens event creation wizard
- Pre-selects current tour as the event's tour
- Pre-selects current organisation
- Automatically adds new event to tour when saved
- Refreshes event list after creation
This streamlines adding new tour dates directly from the tour events view without switching contexts.
Changing Organisation Context
Change Organisation Button:
- Opens organisation menu in switch mode
- Allows selecting different organisation
- Useful for users managing multiple organisations
- Maintains tour context where possible
Navigating to Event Dashboards
Tour Events serves as a navigation hub to individual event administration.
Accessing Event Admin
Click Any Event Card:
- Loads full event details from cache
- Navigates to event admin menu
- Opens at Summary section by default
- Maintains tour context throughout
Why This Matters:
- Quick access to operational tools (scanning, seating, refunds)
- Event-specific administration without losing tour overview
- Efficient workflow for managing multiple tour dates
- Return to tour events view via breadcrumb or menu navigation
Event-Level Operations
From individual event dashboards, you can:
Analytics & Finance:
- Detailed event summary with charts and metrics
- Banking and withdrawals for that venue
- Order feed and transaction history
- Customer balance management
- Reporting and data exports
Operations:
- Ticket scanning and check-in
- Seat lock management (for seated events)
- Ticket request approval
- Admit and redeem interface
- Blank ticket generation
Tools:
- Email customers attending this specific event
- Access event-specific files (if Dropbox connected)
Event Editing:
- Modify event details, dates, venue
- Configure tickets and pricing
- Update seating plans
- Adjust marketing settings
All these operations are event-specific, not tour-wide. Tour Events Management provides the coordination layer to access these tools efficiently.
Tour Events Admin vs Tour Setup Events
This distinction is crucial for understanding where to perform different tasks.
Tour Events Admin (This View)
Purpose: Operational coordination and monitoring Location: Tour admin menu → Events Permission: TourEvents
What You Do Here:
- Monitor sales performance across tour dates
- View consolidated tour event information
- Navigate to individual event dashboards
- Search and filter tour dates
- Access event-specific administration
- Track overall tour progress
Key Characteristic: Read-focused with navigation to detailed operations
Tour Editor Events Section
Purpose: Tour configuration and event assignment Location: Tour admin menu → Edit tour → Events section Permission: TourEdit
What You Do There:
- Add events to your tour
- Remove events from your tour
- Reassign events between tours
- Configure which events belong to this tour
- Change tour membership for events
Key Characteristic: Write-focused configuration changes
When to Use Which
Use Tour Events Admin When:
- Monitoring how tour dates are selling
- Accessing specific event dashboards for operations
- Getting overview of tour performance
- Searching for particular tour dates
- Managing day-to-day tour coordination
Use Tour Editor Events Section When:
- Adding new venues to your tour
- Removing cancelled performances
- Reorganising events between tours
- Configuring tour membership
- Making structural changes to tour composition
Think of Tour Events Admin as your operational dashboard, and Tour Editor Events section as your configuration panel.
Event Coordination Workflows
Practical workflows for managing your touring production.
Daily Tour Operations
Morning Check:
- Access Tour Events from tour admin menu
- Review event cards for today's performances
- Check sales status and availability indicators
- Click relevant event cards to access check-in tools
- Return to Tour Events to review tomorrow's dates
Sales Monitoring:
- Regularly review percentage sold indicators
- Identify dates with low sales (green indicators)
- Click those events to review marketing settings
- Consider targeted promotion for underperforming dates
Weekly Tour Review
Performance Analysis:
- Open Tour Events admin view
- Review all event cards in tour group
- Compare ticket sales across different venues
- Identify patterns (which venues sell faster, which dates lag)
- Navigate to specific events for detailed analytics
Upcoming Dates Check:
- Ensure all upcoming tour dates appear correctly
- Verify event details, dates, and venues are accurate
- Check availability indicators match expectations
- Review any "Sales start" notices for future dates
Pre-Tour Planning
Route Preparation:
- Use search to filter by specific months or venues
- Review date distribution across tour
- Check all events show correct venue information
- Verify chronological ordering makes sense
Event Access Setup:
- Test clicking each event card
- Ensure navigation to event dashboards works smoothly
- Verify your permissions for each event
- Confirm all operational tools are accessible
Post-Tour Analysis
Historical Review:
- Enable "Show old events" toggle
- Review all completed tour dates
- Click events to access detailed reports and exports
- Compare performance across different venues
- Use insights to plan future tours
Performance Indicators
Understanding what the visual indicators tell you.
Availability Colour Coding
Good Availability (Green - 0-49% sold):
- Plenty of tickets remaining
- Consider increased marketing
- Early in sales cycle or low demand
- Monitor for pickup closer to date
Moderate Availability (Yellow - 50-74% sold):
- Sales progressing well
- Over half capacity reached
- Typical mid-cycle performance
- Continue current marketing approach
Getting Busy (Orange - 75-89% sold):
- Strong sales performance
- Limited availability developing
- May want to emphasise scarcity in marketing
- Consider adding extra performance if possible
Critical (Red - 90-100% sold):
- Nearly sold out or at capacity
- Very limited availability
- Strong demand indicator
- Good candidate for additional dates in that venue
Why colour-coded indicators? Managing a tour means tracking many events simultaneously. Colour coding lets you scan dozens of venues in seconds and immediately spot which dates need attention, rather than opening each event to check its statistics.
Revenue Tracking
Event cards show total ticket revenue for that performance:
- Aggregates all dates if event has multiple performance times
- Uses your organisation's currency symbol
- Formatted for clean display (e.g., £1,250 not £1,250.00)
- Excludes merchandise value (shown separately if applicable)
This gives immediate visibility into which tour dates are generating revenue.
Ticket Count Display
Format: "Sold/Available" (e.g., "87/120")
Interpretation:
- First number: Tickets purchased by customers
- Second number: Total capacity across all dates
- Includes both general admission and seated tickets
- Updates in real-time as sales occur
Quick maths tells you exact remaining capacity without calculating percentages.
Merchandise Tracking
For events with merchandise configured, cards show additional statistics in a third column. The merchandise column only appears when both sold and available merchandise counts are greater than zero.
Display Format:
- Shows "Sold/Available" format (e.g., "23/50")
- Counted as individual items, not order quantity
- Separate from ticket statistics
- Aggregated across all event dates
Common Use Cases:
- Theatre tours selling programmes and cast recordings
- Workshop series selling course materials
- Festival tours with venue-specific merchandise
Tour Events Search Strategies
Effective search techniques for finding specific events quickly.
Search by Venue
Use Case: Find all performances at a specific theatre
Search Term: Venue name (e.g., "Royal Theatre")
Result: All tour events at that venue appear, others hidden
Search by Date Period
Use Case: Focus on specific tour leg or season
Search Term: Month name (e.g., "February", "March")
Result: Events with dates in that month appear
Note: Search matches formatted date strings, so month names work well
Search by Event Tag
Use Case: Locate specific event quickly
Search Term: Event tag with or without hash (e.g., "spring-show" or "#spring-show")
Result: Exact event match
Search by Tour
Use Case: Filter to specific tour when viewing organisation-wide events
Search Term: Tour name or tour tag (e.g., "Workshop Series" or "workshops-2025")
Result: All events in that tour appear
Combined Search
Use Case: Very specific filtering
Search Term: Combine elements (e.g., "Royal February")
Result: Events matching any search term (venue OR month)
Common Workflows
Real-world scenarios for Tour Events Management.
Scenario: Checking Tonight's Performance
Workflow:
- Open Tour Events from tour admin menu
- Search for today's date or venue
- Locate event card for tonight
- Check percentage sold and ticket count
- Click event card to access Admit & Redeem section
- Begin check-in as customers arrive
Time Saved: Direct navigation from tour overview to operational tools without navigating through organisation structure.
Scenario: Identifying Underperforming Dates
Workflow:
- Review all event cards in tour group
- Look for green (0-49% sold) indicators
- Check days until performance
- Click underperforming events
- Access their Marketing settings or Email tools
- Launch targeted promotional campaign
Insight: Visual indicators make underperformance immediately obvious across entire tour.
Scenario: Adding New Tour Date
Workflow:
- Open Tour Events admin view
- Click "Create event" button (pre-selects tour)
- Complete event creation wizard
- New event appears in tour events grid
- Configure event details via newly created event
- Return to Tour Events to confirm addition
Benefit: Streamlined creation without leaving tour context.
Scenario: Post-Show Review
Workflow:
- After performance concludes
- Navigate to Tour Events
- Locate completed performance
- Click event card to open event dashboard
- Access Reporting & Data section
- Export attendee data or sales report
- Return to Tour Events for next venue
Efficiency: Central tour navigation point for accessing individual event reports.
Scenario: Tour Performance Comparison
Workflow:
- Open Tour Events admin view
- Visually compare percentage sold across venues
- Note which venues show stronger sales (orange/red indicators)
- Identify patterns (urban vs rural, weekday vs weekend)
- Click high-performing events for detailed analytics
- Use insights to inform future tour routing decisions
Strategic Value: Portfolio view enables pattern recognition impossible when viewing events individually.
Permission Requirements
Tour Events Management requires specific permissions from your organisation.
Required Permission
TourEvents (Permission ID: 302)
- Allows viewing and managing events associated with a tour
- Provides access to Tour Events admin section
- Enables navigation to individual event dashboards
- Grants "Manage tour dates" capability
What This Permission Allows
Viewing:
- See all events in tour
- Access tour events admin interface
- View sales statistics and performance metrics
- Search and filter tour dates
Navigation:
- Click through to individual event dashboards
- Access event-specific administration
- Navigate between events within tour
- Return to tour coordination view
Coordination:
- Monitor tour-wide performance
- Identify which events need attention
- Track sales across tour dates
- Coordinate tour operations
What This Permission Does NOT Allow
Tour Configuration:
- Adding/removing events from tour (requires TourEdit)
- Modifying tour details (requires TourEdit)
- Changing tour branding (requires TourEdit)
Event Modification:
- Editing event details (requires EventEdit at event level)
- Changing ticket prices (requires EventEdit)
- Modifying seating plans (requires EventEdit)
Financial Operations:
- Processing refunds (requires order-level permissions)
- Banking withdrawals (requires EventBankingAndWithdrawals)
- Viewing detailed financials (requires EventSummary)
Why the separation of permissions? Tour-level access lets you coordinate across venues, while event-level permissions control what you can do within each specific performance. This allows tour managers to monitor everything whilst delegating operational control to venue-specific staff.
Checking Your Permissions
If you cannot see Tour Events in your tour admin menu:
- Navigate to Organisation → Permissions
- Review your granted permissions list
- Check for "Events" permission in Tour group
- Contact organisation administrator to request TourEvents permission
Permission Inheritance
Tour Events Management respects event-level permissions:
- You can see all tour events in the coordination view
- Clicking an event card checks your event-level permissions
- Some event admin sections may be restricted based on your event permissions
- Tour-level permission provides coordination access, not blanket event access
Best Practices
Effective strategies for tour event coordination.
Regular Monitoring
Daily Review:
- Check Tour Events each morning during active tour
- Review availability indicators for pattern changes
- Monitor upcoming performances (next 7 days)
- Quick check of today's events before shows
Weekly Analysis:
- Compare performance across all tour dates
- Identify trends in sales velocity
- Review any dates falling behind projections
- Adjust marketing based on observed patterns
Efficient Navigation
Bookmark Workflow:
- Use Tour Events as your tour operations starting point
- Navigate to specific events only when needed
- Return to Tour Events between tasks
- Leverage search for quick access
Context Switching:
- Keep Tour Events view open in one browser tab
- Open individual event dashboards in new tabs
- Maintain tour overview whilst handling event-specific tasks
- Close event tabs when complete, keep Tour Events as anchor
Strategic Planning
Data-Driven Decisions:
- Use visual indicators to identify high/low performers
- Compare similar venue types across tour
- Note which dates sell fastest for that tour type
- Apply learnings to future tour planning
Proactive Management:
- Address underperforming dates early (green indicators weeks before show)
- Don't wait until last minute to boost weak sales
- Use red indicators to identify venues worth revisiting
- Consider adding dates in venues showing strong demand
Organisation
Search Utilisation:
- Learn effective search patterns for your tour
- Use venue search when coordinating with specific theatres
- Filter by month when planning tour legs
- Tag search for quick event location
Event Naming:
- Use consistent event naming conventions across tour
- Include venue or city in event name for clarity
- Makes visual scanning of event grid more efficient
- Aids search functionality
Tour Coordination
Communication Hub:
- Use Tour Events view for tour manager daily briefings
- Share screenshot of event grid for team meetings
- Visual indicators communicate status without explanation
- Quick reference for which dates need attention
Operational Efficiency:
- Access tonight's event check-in with two clicks (Tour Events → Event card)
- Morning review takes minutes with visual dashboard
- Identify issues across entire tour instantly
- Coordinate multi-venue operations efficiently
Relationship to Organisation Events
Tour Events Management uses the exact same interface and features as Organisation Events Management. The only difference is that the tour events view automatically filters to show only events belonging to your tour.
This means:
- All event card features are identical
- Search functionality works the same way
- Event grouping and sorting follows the same patterns
- Navigation and actions are consistent across both views
If you're familiar with managing organisation events, you already know how to use tour events management. The tour context simply provides automatic filtering to your specific tour dates.
Common Questions
Viewing and Navigation
Can I see events from multiple tours at once? Not in the Tour Events view, which filters to your specific tour. Use Organisation Events Management to see all events across tours, where they're grouped under tour headings.
Why does the toolbar show the organisation name instead of the tour name? The interface is shared with Organisation Events Management. The tour filtering happens automatically based on how you accessed the view, even though the header displays the organisation context.
How do I return to the Tour Events view after opening an individual event? Use your browser's back button, the breadcrumb navigation, or select Events from the tour admin menu again.
Sales and Performance
What do the availability percentages include? The percentage represents tickets sold across all dates for that event. It includes both general admission and seated tickets but excludes merchandise.
Why might the revenue shown not match my expectations? Revenue shown on cards is ticket sales only. Merchandise revenue appears separately if configured. For detailed financial breakdowns, click into the individual event's Summary or Banking sections.
Can I export tour-wide performance data from this view? The Tour Events view provides visual monitoring. For exports and detailed analytics, use Tour Summary for consolidated tour data, or click into individual events for event-specific reports.
Permissions and Access
I can see an event in Tour Events but cannot access some of its admin sections. Why? TourEvents permission grants coordination access (viewing tour events and navigating to them). What you can do within each event depends on your event-level permissions. Contact your organisation administrator if you need additional access.
Can I add new events to the tour from this view? The "Create event" button creates a new event pre-assigned to your tour. To add existing events to the tour, use the Tour Editor's Events section instead.
Technical Questions
How often do the statistics update? Sales figures and availability indicators update in real-time as purchases occur. Refresh the page to see the latest data.
Why do some events show a "Sales start" notice? Events with future sales start dates display when tickets become available. This helps you track which tour dates are not yet on sale.
Related Documentation
- Edit Tour - Events Section: Configuring which events belong to your tour
- Tour Summary: Viewing consolidated tour sales analytics
- Event Summary: Understanding individual event performance metrics
- Managing Events: Organisation-wide event coordination (same interface)
Need Help?
If you need assistance coordinating tour events or accessing event dashboards, contact our support team at support@seaty.co.uk.