To activate third party capabilities within your event, first navigate to SETUP.
Scroll down to the ADVANCED table, and check the box next to 3RD PARTY INVITES.
When you check this box, the window will expand with more options.
Check the box next to ADD ASSIGNED SEATING.
The SELECT SEATING PREFERENCE window will appear. You have two options:
- ASSIGNED INDIVIDUAL SEATS | Guests would be mandated to sit at a specific seat.
- TABLES | Guests would be assigned to a table, but they choose where they sit at the table.
For my event, TABLES is most appropriate. So I'll select that option, then press SAVE.
At this point we need to set the capacity of our event, including the different tiers of access. For example, with my event, I have three tiers, detailed below:
- GOLD: VIP access, with the most perks, 100 spaces
- SILVER: Priority access, with some perks, 100 spaces
- BRONZE: Basic access, no perks other than admittance to the event, 200 spaces
We can establish these tiers of access by assigning them to registration buttons. Scroll up to the REQUIRED DETAILS table and click the REGISTER button.
I'll start by creating my Gold button.
For BUTTON NAME, assign a name to this tier of access, for your internal reference.
In DESCRIPTION, list the perks that are unique to this tier.
For GUESTS PER REGISTRATION, keep this at 1.
In MAX REGISTRATIONS WITH THIS BUTTON, type in the maximum capacity for this tier.
Make sure you uncheck the box next to DISPLAY ON EVENT WEB PAGE. These buttons should not be visible. We will be making the packages visible later.
Finally, press SAVE INFO.
I can create my Silver and Bronze buttons by clicking +CREATE NEW REGISTRATION BUTTON.
Once all of your tiers of access are established with registration button, click SAVE.
Next, navigate to TICKETS.
Click the button +3RD PARTY PACKAGE.
The CREATE NEW 3RD PARTY PACKAGE window will appear. In the textbox next to PACKAGE NAME, create a unique name for this package.
Check the circle next to THIS PACKAGE CONTAINS TABLES, then press SAVE.
The package you just created will now appear in a panel on the right.
You can amend the name of the package at any time by editing the copy in this textbox.
You can assign tables to this package by clicking the ADD TABLE(S) button.
The TABLE OPTIONS window will appear. You can choose a name for your table by typing it into the textbox next to TABLE NAME.
You can choose how many seats will be at this table by clicking the drop down menu next to TABLE SIZE.
Once you've finished adding your specifications for this table, click ADD TABLE.
The table you just added will now appear on the right side of the package panel.
You'll notice that although we created a table of 12, the PACKAGE GUESTS TOTAL says 0. This is because we haven't assigned any spots to this table. We do this by assigning spaces in the tiers we created via registration buttons earlier.
To assign spots to our tables, click ADD BUTTONS.
The 3RD-PARTY REGISTRATION BUTTONS window will appear. If you click the SELECT BUTTON drop down menu, you can choose which tier of spots you want to assign to the table you just created.
For example, with the table of 12 I just created, I want it to consist of 4 bronze, 4 silver and 4 gold spots. I'll start by creating the Bronze section.
For SELECT BUTTON, I'll select bronze.
For QUANTITY, I'll type 4 into the textbox.
For TYPE, I'll select DISTRIBUTED LIST. For more information on this process, refer to Which 3rd Party Setup is Right for my Event?
Because I chose DISTRIBUTED LIST, the REGISTER PAGE INFO TEXT box becomes editable. Here, I'll write a brief note for people who land on that page.
For SELECT TABLE, I'll choose Table 1 (the table I just created for this package).
Once my specifications are selected, I'll click SAVE.
After clicking SAVE, we'll be redirected back to our package. You'll notice that the PACKAGE GUESTS TOTAL now stands at 4. At this stage, I will go ahead and create more tables, and assign spots to those tables with the ADD BUTTONS tool.
After customizing this package capacity, it consists of 2 tables, with a PACKAGE GUEST TOTAL of 20.
If I click the EDIT drop down button for Table 1, I can see that it consists of 12 spots (4 Bronze, 4 Silver and 4 Gold).
If I click the EDIT drop down button for Table 2, I can see that it consists of 8 spots (4 Bronze, 4 Silver)
If I click the TABLE button, I can amend it.
The TABLE OPTIONS window will appear.
Click the TABLE SIZE drop down menu to amend the size.
You can type a new name into TABLE NAME.
You can delete the table entirely by clicking DELETE TABLE.
Once you've made your amendments, click UPDATE TABLE.
You can also amend any tier within a table by clicking it.
The 3RD-PARTY REGISTRATION BUTTONS window will appear. This will have almost identical options to when you first established this tier within the package. However, now you can click DELETE BUTTON to remove this tier entirely.
You can amend the QUANTITY of this tier. However, if you try to increase it to a number that the corresponding table cannot accommodate, SeatRobot won't allow this action to take place. You first need to increase the capacity of the corresponding table to complete this step.
Press SAVE once your amendments are added.
Once your tables are completed, you'll want to edit your package description. Type your preferred copy into the textbox provided.
Next, you can edit the COORDINATOR'S WELCOME TEXT, or use the template provided. If you edit this text and want to go back to our provided template, click RESET TO DEFAULT.
In NUMBER AVAILABLE, type how many of these packages you want to be available.
If you'd like to set up Bill Me Later capabilities with this package, click the BILL ME LATER button.
You can set the cost of the package by typing it into the PRICE textbox, then click SET. If you'd like fees to be included in the sticker price, check the box next to INCLUDE FEES IN PRICE.
Once you've double checked all of your package specifications, click SAVE.
Once you've pressed SAVE, your package will appear in the panel on the left.
If you want your package to be available on your event web page, check the box underneath the eye icon.
To activate your package so you can invite third party coordinators, check the box underneath the envelope icon.
Once the third party coordinator is invited and activates their account, they can access the event management center for their package.
All spots that were assigned as curated guest list will show up in the YOUR ATTENDEE LIST panel.
For distributed guest list spots, you can click DEDICATED WEB PAGE LINK to access the link you can distribute for registrations. Once guests start registering, you can click YOUR ONLINE REGISTRATIONS to see who has signed up.
Thank you! If you have questions about this process, or any other features in SeatRobot, please reach out to support.