Use this link to share with your colleagues:
How to Prepare for Emergencies: https://help.pm.leapevent.tech/a/1633633
Emergencies happen, even in the best of times. That’s why it’s always important to have an emergency plan in place; just because we live in a digital world, doesn’t mean we don’t run into unpredictable analog moments!
In this article, we’ll go over how to prepare for emergencies and make sure that you and your staff are set up for success when the unexpected happens.
Watch our Emergency Business Contingency Plan webinar!
Know your Salesforce Server
Use these directions to find your server, which is helpful to be able to tell if you are affected by a Salesforce outage.
Also, check for Salesforce maintenance periods so that you can plan ahead of time if one will happen during an event.
You can also subscribe to alerts from Salesforce Trust to receive notifications when your server is affected by a Salesforce outage or maintenance period.
Know your Site Contact
Use these directions to find your Site Contact. This is the person who will be contacted by patrons if your Public Ticketing Site (PTS) is down during a Salesforce outage.
Know your System Administrators
If you're unable to log in, for example due to a password login issue or a multi-factor authentication (MFA) issue, you'll need to reach out to one of the System Administrators at your organization to help you regain access.
To be prepared for emergencies like these, know who at your organization has a User with a System Adminstrator Profile so you know who to reach out to if you can't log in.
Set up relevant reports to email
Schedule or subscribe to helpful reports to make sure that you have the information you need in the event of an emergency.
Some reports that are helpful to have in the event of an emergency:
- Who’s Sitting in What Seat Report (for Reserved Seating Events)
- Door List Report (for General Admission Events)
- All Orders by Instance - w/ Reservations
- Consignment Report (as applicable if you sell reports via a third party)
- Performance Report (by Event Instance)
Print those reports prior to performance time
Prior to a performance, we recommend printing copies of the reports above to make sure that you have this information readily available, even if there is an internet outage.
Here's how to print a report!
1. From the report, click Export
2. Select your Export View, then click Export
A Formatted Report keeps all of your groupings and headers in place and can only be exported as an .xlsx Excel file.
A Details Only version of the report only exports the detail rows and will not include any groupings or headers. This version of the report can be downloaded as an .xls or .xlsx Excel file or a .csv Comma Delimited file.
Set up backup payment processor
We recommend having a plan to use a backup payment processor if you plan to take payment in real time during an emergency, like a Salesforce outage, or if your Salesforce instance is unavailable due to scheduled maintenance.
For this, we recommend Ticketleap, which is quick, free, and easy to set up. Ticketleap set up should take about 5-20 minutes and make sure you have the name of your event, a description, image, and Price Levels for your event.
Because of this, we recommend setting up a sample event in Ticketleap to see how it works. Here are some articles from Ticketleap’s Support to get you started:
- How do I create a seller account and start selling tickets?: https://bit.ly/3ixpJyJ
- How do I set up an event?: https://bit.ly/3thMBrW
- How do I download my attendee lists?: https://bit.ly/3KTpNVm
- How do I use the Ticketleap Box Office?: https://bit.ly/3u9kOJk
- What types of payment are accepted for onsite sales?: https://bit.ly/3u8PnyU
- What are the fees associated with using Ticketleap?: https://bit.ly/3qhdomj
- How do I receive payment from my event?: https://bit.ly/3CNR494
- What is the Data Export?: https://bit.ly/3MWg2Yp
If you do decide to use Ticketleap as your backup payment processor in an emergency, note that you should plan to use the Ticket Orders tab of this template to easily import the data into PatronManager later.
If you’d prefer to gather patron contact information and process payments directly in PatronManager after an emergency, then you will want to set up a spreadsheet or signup sheet to take down patron information to get in contact with them later.
Do you do Virtual Events?
If you use PatronManager’s Virtual Events feature, there are a few other things you can to do make sure you’re as prepared as possible for emergencies.
Set up your emergency pull-switch
Prepare an email template with an alternate link to view or join your Virtual Event, ready to send to your patrons if something goes wrong.
Set your support contact URL
Make sure that you link out to someone at your organization via the “Support” link in the footer of your streaming player.