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How to Reallocate and Hold Seats: https://help.pm.leapevent.tech/a/871708
"I need to put eight seats on hold for the May 5th performance of The Tempest!"
This lesson will walk you through how to create a new Holds allocation and put seats on hold in that allocation. We'll cover a single reserved seating (Pick Your Own Seat) instance and a single general admission Instance so you're prepared to reallocate seats for any event that comes your way.
Review the Event Inventory glossary for more detailed explanations of fields on these screens.
How to reallocate and hold reserved seating instances
Let's say you need to put several seats on hold for the producers of The Tempest. To hold seats for a Pick Your Own Seat (PYOS) instance, follow these instructions!
Before you begin, are you:
- Setting up Events and Event Instances for your new season?
- About to process renewals using the Subscription Renewals tool?
- Reallocating seats subscribers sat in last year?
If you answered "yes" to all three of those questions, be aware the Subscription Renewal Tool will be thrown for a loop by any subscriptions that involve reallocated seats; you'll need to renew subscribers sitting in any reallocated seats manually.
1. Head to PatronTicket Hub and click on Event Inventory
2. Click on the Ticketable Event you want
3. Scroll down to the Event Instance list and click on the Event Instance you'll modify
4. Click "New Ticket Allocation"
5. Give the Allocation a name and set the Sale Status to "Private". Then click "Save and Create Level"
- Allocation Name: Choose a name for your allocation
- Sale Status: Private
- Color: Decide what color you'd like the holds to be on the seat map; can use color names or hex codes
- Sort Order: Order the allocation here
- Save and Create Level: Click this button to create a price level
6. Create a Price Level for the Allocation, filling out the Name, Price, Fee, and Visibility, then click Save
- Price Level: Name your price level
- Price: Since this is a Holds allocation, the price will likely be $0
- Fee: Since this is a Holds allocation, the fee will likely be $0
- Visibility: Private
Don't forget to save your changes!
Now the allocation exists but the quantity is blank -- we have to tell the system which seats you want to put on hold. We call this process “reallocation”
7. Click “Reallocate Seats”
8. Choose a Section on your map, if prompted (Note: not all maps have Sections!)
Choose the Section you want your hold seats to be in (you have to reallocate one section at a time).
9. Select your seats, choose target allocation, then click "Next - Reallocate Seats"
- Click on the seats you want to reallocate
- Use the “Choose Target Allocation” dropdown to say which allocation you want to move these seats into
- Click Next - Reallocate Seats to reallocate!
In the Existing Allocations section, you can see the Original Qty and Retail / Remaining Qty!
The Original Qty is the total number of seats in the allocation. The Retail / Remaining Qty is the number of seats still available for sale in the allocation.
10. You did it! Repeat if necessary for other seats/sections of your venue
Now you have a new allocation with a quantity of 3, and the Balcony allocation that we took the seats from now has 3 fewer seats than it did before.
This change only applies to this Event Instance!
The changes that you make to this Event Instance will only apply to this Instance (and any Instances you clone from it).
You will not make changes to your underlying venue map. If you need permanent changes to your venue, head over to Venue Build Services to read more and kick off a project.
Need to reallocate for many Event Instances in the same Ticketable Event? We have steps for you here.
How to reallocate and hold general admission seats
This step will walk you through how to create a new Hold allocation and put seats on hold for a general admission event.
1. Head to PatronTicket Hub and click on Event Inventory
2. Click on the Ticketable Event you want
3. Scroll down to the Event Instance list and click on the Event Instance you'll modify
4. Click "New Ticket Allocation"
5. Fill in the following information:
- Allocation Name: Give your new allocation a name
- Sales Status: Set the Sale Status as "Private" since you probably don't want patrons to access these holds online
- Original Quantity: Choose the number of seats you'd like to assign to this allocation
- Sort Order: Use this field to sort the order in which this allocation is displayed in the Allocations section
- Click "Save and Create Level"
6. Create a Price Level for the Allocation
- Price Level: Name the Price Level
- Price: Since we've created a Holds allocation in this example. the price is $0
- Fee: Since we've created a Holds allocation in this example, the fee is $0
- Visibility: Set this to "Private"
- Click Save
Now the allocation exists, but you have to account for those seats by taking them out of another allocation
7. Click “Edit All”
8. Use the Quantity adjustment field to subtract the hold seats from an existing allocation
To reallocate the eight seats we've designated for our Holds allocation, we'll subtract 25 seats from the original General allocation to maintain the correct number of tickets for sale.
9. Click "Save"
Now you have a new allocation with a quantity of 25, and the General allocation now has 25 fewer seats than it did before.
Need to reallocate for all instances in an event?
You have two options:
- Follow the steps in this document for the first instance in the event, then clone it (this will replicate the allocations edits you made).
- If you have already built the other instances in the event, follow these steps to reallocate seats across multiple instances.