Eventbrite Posting Instructions

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You're instructing at Artisan's Asylum, and you want to post a new class, or a new session of an old class, in Eventbrite? Here's how!


Before You Begin

  1. Request access to Eventbrite if the Education Manager has not already set you up as such - send an email request to teach@artisansasylum.com. Eventbrite will email you once you have been added to the Artisan's Asylum Account. Set up your account and password so you can log in.
  2. Confirm dates, times, and any price changes with Education Manager BEFORE creating your new class posting, to make sure you don't have to redo your work because of scheduling conflicts. It's best to take a look at the AA Master GCAL to try to ballpark shop availability (and hopefully chat with your fellow shop users about shop usage) but keep in mind there may be classes getting scheduled not on the calendar yet.

PLEASE DO NOT CREATE NEW EVENTS FROM SCRATCH! **Always** COPY an existing event (see directions below).

  1. There are lots of little settings you don't want to have to/won't be able to redo every time. We try to keep all of our offerings as having a uniform presentation. We have a MASTER CLASS TEMPLATE for you to refer to / make a copy of. PLEASE DON'T EDIT THE MASTER ITSELF. It is shared with all instructors and if you change it, it will change everyone's copy, everyone will have access and permissons for that class: please. MAKE A COPY of the template. Then edit the duplicate you just created to the specifications of your class.
    1. If this is your first class with us, the Education Manager will share with you at least one (there are two) of the CURRENT CLASS TEMPLATE in your "Drafts" section. Go to the "Manage" page of this event and make a copy of it. If you do not see a CURRENT CLASS TEMPLATE in your drafts, stop here and get in touch with the Education Manager via teach@ - feel free to ask to come in for a demo tutorial.
    2. If you are continuing teaching a class, you should have past classes you can go to the MANAGE page and make a copy of. We have a "new" footer highlighting that all students should register in our system on our website before they come in to class, amongst other things. This is updated in the CURRENT CLASS TEMPLATE. Please copy and paste from there into your new class draft.

Finding your events

  1. Navigate to www.eventbrite.com
  2. In the top righthand corner, click on Log In (see image 1)
  3. Enter the email address through which you received the Eventbrite Invitation, and the password you set. (image 2)
  4. Your name should appear in the top right-hand corner where Log In previously was (image 3). Hover over it, and select My Events (second on the drop down list). You should see your Live Events listed, with tabs available that you can click on to view Drafts, Completed, and Cancelled events. (image 4 needs updating)
  5. If you don't see the event you're looking for, you can search for the event name or scroll down and click View All to view events that may be hiding below the fold (image 5 needs updating) and use CTRL-F(pc) or Command-F(mac) to search for words in the name of the class you're looking for. (image 6 needs updating)

Posting A Class

  1. Select Event to Copy: Find the most recent version of your event in either the Live Events or Completed tabs (see above). Click on the event name. That will bring you to its Management/Event Dashboard page. If this is your first class with us, go to the Drafts tab and Find your CURRENT CLASS TEMPLATE event.
  2. *COPY EVENT*: The large black navigation bar gives you options to Edit, Design, and Manage the page. Below the black bar, on the right hand side, you should have options to do some or all of the following: Unpublish, Copy, Cancel, or Delete. If the event has tickets sold, only Copy will appear. (image 7) Click on Copy to copy this event and all its settings.
  3. New Event Name: You'll be directed to a Copy this event page. (image 8) Edit the New Event Name: If simply reposing the same class, delete 'Copy of' and change the month. If posting a new class, write new class name here. Click the Copy Event button.
  4. Event Details: You'll be directed to the Edit Event draft page. (image 9). If you're not just reposting the old event but rather drafting a new event, you can change all the descriptive information and photos in the large text box below. More details on that coming soon.
  5. Change Dates: The dates listed will be for the old event, or will be randomly generated by EB. You'll need to change that date in 3 places.
    1. Date change 1: Start Date and end Date. (image 10). Type in the correct start date and end date (or select from calendar that pops up when you click in each field). Start time is the start time for the first session, end time is end time for the last session.
    2. Date change 2: List of Sessions. Scroll down and through the Event description. You can easily edit any part of this, but if reposting a repeating event, you only need to edit the Event Time section near the end. (image 11) Make sure to update the date, and if necessary the day of the week and/or time for *each* session.
    3. Date change 3: Tickets. Scroll down to the Tickets section. (image 12). Note that you can change the number and price of tickets easily here. Keep in mind that the Total Capacity should match the Quantity available (unless you have a complex multiple-ticket event). If you're simply reposting an existing event, however, you can go ahead and click on the gear (circled twice in image 12) to see the drop down ticket options (image 13). You can check or change the Ticket description here, but the only thing you must make sure to do is change the Ticket sales end date (circled in image 13). Choose how long before your class start time you want ticket sales to end -- keep in mind how long you need to get materials, but also the fact that we get lots of sign-ups at the last minute.
  6. FOOTER: We are now including directions for students to register on our website and links to our Attending Class FAQ in addition to info about Refunds and Cancellations. Please make sure your event has this (these are new as of Nov/Dec. 2015, so keep this in mind if you haven't run a class with us in a while).
    1. Please update your class draft with the most recent version of this footer - you can find it at the bottom of the CURRENT CLASS TEMPLATE in your Drafts folder.
  7. Category: Keep scrolling down the page until you reach the bottom. You'll need to make sure you have an appropriate Event Type, Event Topic, and Subtopic to save the event. All classes are type Class, Training, or Workshop, and the majority are either topic Hobbies & Special Interest, subtopic DIY, topic Performing & Visual Arts subtopic Craft, or topic Science & Technology subtopic Robotics, High Tech, or Other. Feel free to browse the options if you want to find something most appropriate.
  8. Save as Draft: No other changes are necessary. Click Save. DO NOT publish event. (image 14) Publishing events yourself leads to the possibility that they not get listed or promoted on our website and emails etc., and/or that your event be double-booked with another.
  9. Preview: Once you've saved the event, it should cycle back up to the top of the Edit page. (image 15). Note that the new date and time should appear under the title. Press the Preview button to see a preview of how the event will look when it's published (image 16). Check that all the relevant details are correct, and that the spacing in the event description down below isn't all wonky.
  10. Making Additional Changes: The event will appear on my list of Draft events (image 17 needs updating). You can reach it on your Drafts list as well, which you can navigate to by placing your cursor on your name in the right hand corner of the screen (check image 3 for location), selecting My Events from the drop-down menu, and then clicking on the Drafts tab. Once I've published the event, it will appear on your Live Events list. You can return to the page to make additional changes by clicking on the event in your list and selecting Edit in the black menu bar.
  11. When it's ready to publish: Email teach@ and staff will review, publish, and add to the Calendar and Website.

Adding/Changing Photos

  • Don't edit/remove/change Event Logo - that always remains the Asylum logo - this is the "drag and drop" "Add Photo Here" area
    • Feel free to add photos in to the text body of your event (photos from/about class subject, instructor profile photos)
  1. Click on the little tree "Add/Edit Image" button in the second row on the Event Description editing panel
  2. Under "General", Paste in the Image URL, (or browse files and select from your computer) and write in a short description & title (for the visually impaired)
  3. Move to the Appearance tab
    1. Set alignment: Right, Left, none
    2. Set dimensions: make sure "constrain proportions" is checked. usually max 400-500 pixels in any dimension for the class image, max 100-150 pixels for the instructor headshot
    3. Add Vertical & Horizontal space to make sure the image doesn't run into the text. Usually 5 for Vertical Space and 10 for Horizontal space.
    4. You can add a border if you want it, but we generally haven't used borders.
  4. Click the green "insert" button, and the image will appear in the Event Description box.
  5. Preview the event to check spacing.
  6. If any changes need to be made, highlight the event and then press the little tree "Add/Edit Image" button again.

Emailing your students

  1. When/what to email your students
    1. When you get questions directed to you through Eventbrite
      1. Answer any questions about class content, prerequisites, etc.
      2. Copy eventbrite@! Don't forget!
      3. Pass on to teach@ any refund requests, complaints, other issues you can't/don't need to resolve
    2. 1 Week before your class starts (only for classes requiring extra student prep)
      1. Request Any info/files you need from them
    3. 1-2 Days Before your class starts (Everyone)
      1. Welcome to the Asylum!
      2. Who you are
      3. Reminders of things they should bring/wear
      4. For info on parking, sign-in procedures, and guidelines on how to conduct themselves as students while in the Asylum space, check out the Attending Classes FAQ page on our website.
    4. Immediately After Your Class
      1. Thank you for coming, I enjoyed teaching you!
      2. Please fill out this anonymous survey to help me improve this class & the Asylum improve our classes overall! http://www.surveymonkey.com/s/artisansasylumclassfeedback
      3. Here's those things I promised you (documents/links/answers to questions)
      4. Here are other classes you might be interested to take next!/Link to the Asylum classes page http://artisansasylum.com/current-classes/
  2. How to email them
    1. Send an email through Eventbrite
      1. Navigate to the "Manage" page of the appropriate event.
      2. On the lefthand menu, scroll down to the COMMUNICATE section and select Emails to Attendees
      3. Click "Create New Attendee Email"
      4. You can edit who the email is coming from, the reply-to email address, the subject line, and the message.
      5. You can either send the email immediately or schedule it to be sent out on a particular date.
      6. Unfortunately, Attendee Emails created in one event do not copy over when the event is copied
    2. Downloading a class list from Eventbrite
      1. Navigate to the "Manage" page of the appropriate event.
      2. On the lefthand menu, scroll down to the ANALYZE section and select Event Reports
      3. You can change what information gets shown under Configure Columns > Show Columns
      4. You can download a spreadsheet with the information by clicking under Export: Excel or CSV.
      5. Then just select the column of email addresses, copy, and paste into the Bcc: line of your mail client. (we prefer to use Bcc rather than To: in order to protect the privacy of the students)
      6. Remember to copy teach@!
    3. Using the ClassList Tool
      1. Find your special class list page. The URL will begin https://members.artisansasylum.com/classlist/classlist.php?instructor_id=
        1. If you can't find the link to your page, email teach@ to request it
      2. Find the class you're looking to communicate with
      3. Click the "Email all ticket holders of this ticket type" link, and an email should pop up in your email client with all the emails already filled in.
      4. Change To: to Bcc: in order to protect the privacy of your students.
      5. Remember to copy teach@

Contacting the Waiting List

  1. In the lefthand Menu, find Order Options --> Manage Waitlist and click on Manage Waitlist, or click on the Waitlist number that appears at the bottom of the page by the Sales by Ticket Type section. {need image}
  2. Select all people on the waitlist by clicking the box up top {need image}
  3. Click Export to File
  4. Copy all the email addresses and add as BCCs to email
  5. Copy teachREteachMOartisansasylum.comVEME@artisansasylum.com
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