Support / Building Tracks, Series, Events, etc. / Event Builds

Ticket Hoss

New Event Build

Note: Currently you have to save the event once you’ve filled out the first tab (set Status to Draft, then click Add Event), then reopen the event to do the next tab, save it again after you’ve got the second tab done, and so on. Hopefully this is fixed ASAP.

• Date and Times Tab
  • Select either Single Day or Multi Day
  • Enter the event date(s)
  • Enter the On Sale Information
    • Typically for Ticket Hoss we start sales as soon as the event is ready to go and sell through the final day of the event unless the promoter has said otherwise
  • Enter the Front Gate and Race Start Times
  • Enter the Schedule Details if you have a detailed schedule for the event

• Tickets Tab
  • Select the type of ticket you’re building (Single Day and MultiDay are the most common)
    • If the Promoter has a ticket bundle (ie. Family Pack), ask the promoter if they’d rather the family have a single ticket for the bundle or if we should create a ticket for each of the tickets included in the package. That will tell you whether to create a Family ticket (or other bundle) as a single ticket or as a bundle
  • Enter the date(s) the ticket is valid for
  • Enter the Ticket Name (ie. Adult General Admission)
  • Enter the Ticket Price
  • Enter a description for the ticket, if applicable
    • This usually emphasizes the age range the ticket is for, the dates if it’s only for part of the event, or any other critical information to help someone purchase the correct ticket
  • Select a color code
    • Within an event, we typically give each ticket a different color unless the promoter requests otherwise.
    • For weekly events, we try to make sure tickets for the current week have a different color than any tickets on the previous week and any tickets on the following week. This helps cut down on confusion and fraud.
  • If the ticket should have its own special fee (decided between the promoter and Pit Pay Inc) then check that box and enter the dollar amount and percentage that would get entered into the ticket fee formula.
    • If you have any questions about this, refer to the fee matrix and discuss it with Bobby.
  • If the ticket should be highlighted in the app, check the box and enter the description (ie. Super Sale!)
  • If the at-track price is HIGHER than the online/advance price, check this box and enter the at-track price
  • If there is a limit for how many tickets of this particular ticket type that can be sold, check the box and enter the limit
  • If you want the ticket to display in the app with a Low Ticket Alert to encourage people to buy now, check this box
  • To add another ticket, select the ticket type at the top by clicking on the correct orange button. Repeat as many times as necessary.
  • You can order the tickets in the app by dragging and dropping the tickets in the right hand column to get them in the desired order.

• Event Details Tab
  • Enter the Event Name
  • Select the Track
  • Select the Series (if applicable)
    • Multiple series can be selected
  • If applicable, select the Event Logo, Event Image, Event Socials, Event Website and Event Schedule Link
    • A majority of the time, all of these are empty
  • Enter the Event Capacity, if applicable
    • This is the total number of tickets that can be sold for the event
    • This is also empty a majority of the time, except for big races, but it’s not a bad habit to get into entering a capacity
  • Enter the Description
    • This is typically where we can include any marketing messaging about the event, as well as the classes running and the event schedule (until the event schedule on the Dates and Times page is displaying in the app)
  • Add FAQs
    • These typically cover where to check in, any applicable event info, and tips for helping with checkout/transfers (ie. check-in location, Transferring Tickets instructions, rainout/refund policy, event contact, etc.)

• Financial Tab
  • Select the Account – this is the Payee for the event and is one of the MOST IMPORTANT settings
  • Enter the Event Organizer Details, if you have them and the promoter is ok with sharing their contact info – check with the promoter to see what they want to share – sometimes it’s a generic track email and the track phone number, otherwise it may be their direct email and direct phone line
  • Check the correct boxes for the financial settings
    • For MOST events, Collect Marketing Fees and Collect International Fees should be turned on (checked)
      • This means that the customer is paying the fee, the track will collect and additional 1% toward the marketing fund that pays out EOY, and that if they use an international card, the fee will be increased by 1% since that’s what Stripe charges us
    • If the Promoter is going to absorb the fees (the customer does NOT pay an additional fee on top of the ticket price), this selector should be checked and the marketing fee should be turned OFF (otherwise the promoter would be paying their own marketing fee, which doesn’t make any sense, it just delays when they receive all of their money)
    • The international fee collection is almost ALWAYS on, the only time you may not see it turned on are for events where we haven’t seen international cards ever used, but it’s good policy to always have it on anyway

• Lap Sponsorship Tab
  • If any event has a Lap Sponsorship, you can add it here.
  • Note: Currently, you cannot order the lap sponsorship in the app, although this should be coming, so if you’re building multiple races in the event, build them in the opposite order you want them to appear in the app (last to first), as the most recent builds will show up first in the app
  • Click Add Lap Sponsorship.
  • Enter the Race Name (you can have multiple races on an event – ie. each class that’s running that night might have its own lap sponsorship)
  • Enter the Total Number of Laps
  • Enter the Price for sponsoring each lap
    • Currently, each lap of the event must be the same price
  • You can enter the Lap Sponsorship payout Breakdown (what each driver will receive for finishing 1^st, 2^nd or 3^rd on any given lap)
  • You can Add Another Lap Sponsorship if you have more than one for the event

• Notes Tab
  • This is a spot for entering any relevant internal event notes. These do NOT show up anywhere in the app, it just gives us a good place to leave notes about any missing data or anything else of importance about the event.

• Completing the Event
  • When you’re done entering all the info and the event is ready to go, set the event Status in the top right to “Published”
    • If you are missing critical info, you can set the status to Draft so that all your progress is saved, but the event doesn’t show in the app
  • Then, click Add Event (or Update Event if you’ve been saving the data in each tab as you go)
  • Lastly, make sure you look at the event in the app and make sure everything is displaying correctly

Duplicating an Event

• Duplicating an existing event can be helpful if some of the fields will be the same. You definitely want to do this when building the yearly schedule for a track/series.
• When duplicating, make sure to check EVERY SINGLE FIELD to make sure all fields are updated accurately with the new info. Most important are the event dates, tickets, and financial info.

Pit Pay / Kart Pass

New Event Build

• If applicable, select the Event Logo and Event Image
  • A majority of the time, these are empty
• Enter the Event Name
• Select the Track
• Select the Series, if applicable
  • Multiple series can be selected
• Select the Event Start Date and Event End Date
  • For a single day event, the event start date and end date will be the same
• Add the Pit Gate and Race Start times, if you have them
• Enter the Event Sale Dates/Times
  • Typically for Pit Pay, we start pass sales on the Monday following the prior event and sell through the final day of the event, however this changes frequently
  • For bigger events, we may put passes on sale much earlier.
  • If the weekly event is Thursday, we may start the next week’s event sales on Sat/Sun
  • On Kart Pass, passes and registrations typically go on sale a month in advance of the event
  • For registrations, we typically have them on sale early, depending on the track/series preferences. If the registrations are for bigger events, they are likely on sale really early. If it’s a weekly car registration, it may just go on sale with pit passes on the Monday before the event.
  • If there’s an off-sale time needed, you can enter that for passes and registrations.
    • It currently uses the track time zone for pass sales, but registrations use the Pit Pay server time (in UTC) so you need to do the math to convert to the event’s time zone. Bobby should be fixing this soon.
• Add any Tickets (Passes) needed.
  • Single Day Tickets
    • Enter the Ticket Name, Ticket Price, Ticket Limit (# of passes that can be sold for the event, if applicable), Color Code, Date and Description
    • Ticket Descriptions: This usually emphasizes the age range the pass is for, the dates if it’s only for part of the event, whether it’s a member or non-member pass, or any other critical information to help someone purchase the correct pit pass
    • Color Codes: For an event, we typically give each pass a different color unless the promoter requests otherwise. For weekly events, we try to make sure passes for the current week have a different color than any passes on the previous week and any passes on the following week. This helps cut down on confusion and fraud.
  • Multi-Day Tickets
    • Enter the Ticket Name, Ticket Price, Ticket Limit (# of passes that can be sold for the event, if applicable), Color Code, Start and End Dates and Description
    • Ticket Dates: These are the dates the pass is valid for.
    • Ticket Descriptions: This usually emphasizes the age range the pass is for, the dates if it’s only for part of the event, whether it’s a member or non-member pass, or any other critical information to help someone purchase the correct pit pass
    • Color Codes: For an event, we typically give each pass a different color unless the promoter requests otherwise. For weekly events, we try to make sure passes for the current week have a different color than any passes on the previous week and any passes on the following week. This helps cut down on confusion and fraud.
  • Registrations
    • Enter the Ticket Name, Ticket Price, Start and End Dates, Ticket Limit (# of registrations that can be sold for the event, if applicable), Form ID, and Color Code
    • Ticket Dates: These are the dates the registration is valid for.
    • Color Codes: For Kart Pass, if they have a bunch of registrations, we sometimes just make all registrations the same color. Otherwise, we follow the same guidelines that we do for passes.
    • Form ID: This comes from the Formstack URL
      • ie. https://www.formstack.com/admin/form/builder/4353642/build for this form, the Form ID you would enter would be “4353642”
  • Other Passes
    • Enter the Ticket Name, Ticket Price, Ticket Limit (# of passes that can be sold for the event, if applicable), Color Code, Start and End Dates and Description
    • Ticket Dates: These are the dates the pass is valid for. For a single-day pass, enter the same date in both boxes.
    • Ticket Descriptions: This is where you can provide any other critical information to help someone purchase the correct pass
    • Color Codes: For an event, we typically give each pass a different color unless the promoter requests otherwise. For weekly events, we try to make sure passes for the current week have a different color than any tickets on the previous week and any passes on the following week. This helps cut down on confusion and fraud.
  • Sorting
    • The passes can be sorted within their respective categories for what order you want them to display in the app.
    • Click the sort button to collapse the pass details and then you can drag and drop the passes to sort them.
• Add FAQs
  • These typically cover where to check in, any applicable event info, and tips for helping with checkout (ie. check-in location, Minor/Team purchase instructions, registrations instructions, rainout/refund policy, event contact info, etc.)
• Enter the Event Schedule Link and Event Website, if applicable
  • These are blank most of the time
• About Event
  • Enter the event description. This is typically where we can include any marketing messaging about the event, as well as the classes running and the event schedule
• Enter the event socials, if applicable
  • These are usually blank
• Financial Settings – these are the most critical part of the event build
  • Fee Matrix – if you had a special fee matrix built for the event, you would select it here
  • Make the financial settings checkbox selections
    • For MOST events, Collect Marketing Fees and Collect International Fees should be turned on (checked)
      • This means that the customer is paying the fee, the track will collect and additional 1% toward the marketing fund that pays out EOY, and that if they use an international card, the fee will be increased by 1% since that’s what Stripe charges us
    • If the Promoter is going to absorb the fees (the customer does NOT pay an additional fee on top of the ticket price), this selector should be checked and the marketing fee should be turned OFF (otherwise the promoter would be paying their own marketing fee, which doesn’t make any sense, it just delays when they receive all of their money)
    • The international fee collection is almost ALWAYS on, the only time you may not see it turned on are for events where we haven’t seen international cards ever used, but it’s good policy to always have it on anyway
• Other Fees and Registration Fees
  • This is where you can set the formula to calculate Other Pass and Registration Fees if they are different from standard
  • Enter the Fee Price ($ amount used in the fee formula), Fee Amount (% used in the fee formula), Minimum (start of the pass price range where the formula should apply), Maximum (end of the pass price range where the formula should apply)
• Waivers – this is another critical part of the event build
  • Select the correct waivers for the event.
    • If the event doesn’t allow minors, you will only select an adult waiver (use the waiver map to know which waiver you need)
    • If the event allows minors and BOTH parents are required to sign, you will need to select 3 waivers (adult, minor – 2 parent, minor – 2^nd parent NA)
    • If the event allows minors and only ONE parent is required to sign, you will need to select 2 waivers (adult, minor – 1 parent)
• Registration Email
  • Fill this out if completed registration forms need to be emailed to a DIFFERENT address than emails associated with the event promoter
• Ownership – another critical aspect of the build
  • This is the Payee for the event
• Added by
  • Select your own name
• Status
  • If your event is complete, set the status to Published and click Add Event
  • If you are missing critical info, you can set the status to Draft so that all your progress is saved, but the event doesn’t show in the app, and then click Add Event

Duplicating an Event

• Duplicating an existing event can be helpful if some of the fields will be the same. You definitely want to do this when building the yearly schedule for a track/series.
• When duplicating, make sure to check EVERY SINGLE FIELD to make sure all fields are updated accurately with the new info. Most important are the event dates, tickets, and financial info.