Events can only currently be accessed via the Alpine sheep system, which can be found by going to core.sheepcrm.com and logging in with your sheepCRM user credentials.

Click on Events in the top navigation to access the new events section

Events can be found by two different methods: Using the quick search bar; and browsing the event list. For more information on this, please read our article on configuring events.

Once you've found an event from the methods above, clicking on the event will take you to the event box office page, defaulting to the summary tab. This summary will show you details of the event, ticket sales, location and any recurring instances. Along to top of the page the navigation will show the event name and tabs to access other management areas of the event.

In the navigation you can click on the event name, bringing in a dropdown list of other events in your flock. This list can be filtered by entering the name of the event you wish to look for. Click on another event to quickly switch between events.

On the event box office, click on the Orders tab to view all of the orders that have been placed for the event.

On the orders tab, click on the download icon located in the top right, next to the search bar. This will generate your download within your notifications, with a range of data from the order and the buyer where it is available.

Orders can be filtered by searching for a buyer in the search bar. Click on an order to view the buyer, tickets, attendees and payments for the order.

On the orders tab of the event box office, click on the add new order button located in the top right. This will bring up a multiple stage modal to help you through the process.

How do I add a Buyer & Tickets to an Event?

The first stage is to enter the buyer and select the tickets. To add a buyer, start by entering the name of the buyer. As you type, suggestions from existing contacts in sheepCRM will appear. If the buyer exists already, click on the suggestion to select the record as the buyer. If the buyer does not exist, an option to create them will appear at the bottom of the list - click on this option to create a new record, entering their email address in the new field that appears.

Once the buyer has been selected, available tickets will appear below. Select the ticket from the dropdown list and enter the quantity of tickets needed. Additional tickets can be added to the order by clicking on add another ticket class.

Click on the next button to proceed.

How do I add Attendees to an Event?

Once the buyer and tickets have been selected, this stage is optional but allows you to add attendees if already known.

If tickets contain attendees, you will be to enter in attendees for the order, if they are known at this stage. Attendees can be entered in the same manner as the buyer in the previous stage - entering a name and using an existing record or creating a new one. By default the first attendee will be the buyer, but this can be changed by clicking on the field and entering a new name.

Click on the next button to proceed, or click on the skip option to enter attendees at a later date.

How do I add a Payment to an Event?

Like attendees, this stage is optional but allows you to add in a payment if already processed offline.

The last stage of adding a new order will let you add a payment to cover the cost of the tickets selected in the order. By default, the amount paid and the currency will be set to the total of the order, but this can be changed as needed.

Click on the finish button to add the payment and create the order, or click on the skip option to create the order and add the payment at a later date.

Once the order has been created, you'll be shown a preview window of the order, with the option to continue or view the details of the order.

Ticket purchases for this event made via the sheepApp or created manually in the event box office will be grouped by the buyer record into orders. Going to the orders tab in the event box office you will see a list of orders for the event. Click on an order to open the detailed view of the order.

How do I View the Order Summary on an Event?

Opening the detailed view of the order will default to the summary tab which shows information about the buyer and the event tickets bought.

How do I Edit the Buyer Contact for an Order for an Event?

On the summary tab, click on the view contact button in the top right to access the full buyer contact record and make changes, as outlined in our articles on editing contact details.

How do I Allocate a New Ticket to an Existing Order for an Event?

On the summary tab, scroll down to the order summary panel and click on the actions button, selecting the allocate new ticket option. This will bring up a modal where you can select the ticket and quantity to add to the existing order.

Once configured, click on the allocate tickets button to add the new ticket(s) to the order. Once added, attendees can be added by expanding the new ticket in the order summary panel and either clicking on the actions button and selecting the add attendee option or clicking on add attendee in the attendee's list.

A modal will appear with a field to select an attendee. To add an attendee, start by entering the name of the attendee. As you type, suggestions from existing contacts in sheepCRM will appear. If the attendee exists already, click on the suggestion to select the record as the attendee. If the attendee does not exist, an option to create them will appear at the bottom of the list - click on this option to create a new record, entering their email address in the new field that appears.

How do I Delete an Order on an Event?

On the summary tab, scroll down to the order summary panel and click on the actions button, selecting the delete ticket option. This will bring up a modal asking to confirm the decision. Please note that this process can not be undone and the order, tickets and attendees can not be recovered.

How do I Change the Buyer for an Event?

On the summary tab, scroll down to the order summary panel and click on the actions button, selecting the change buyer option. This will bring up a modal with a field showing the current buyer. Click on the current buyer and start entering the name of the new buyer. As you type, suggestions from existing contacts in sheepCRM will appear. If the buyer exists already, click on the suggestion to select the record as the buyer. If the buyer does not exist, an option to create them will appear at the bottom of the list - click on this option to create a new record, entering their email address in the new field that appears.

Head to the Events section via the Event tab on the top navigation bar and select the name of the Event from the list>a new window will appear from the right> select Manage to open this event.

In the top right, hit Configure Event> the new window that displays then contains all sections available for editing.

To remove the sale of tickets hit Actions>Change sheepApp Settings

Toggle 'Allow ticket purchases /(via Invoice) through sheepApp to YES/NO as required>Save.

Purchased tickets will be grouped by buyers into orders. Clicking on an order in the event box office order tab will bring up the summary and tickets for the order. Scroll down to the order summary panel to see the tickets purchased. Click on a ticket to expand it, showing the purchase date, quantity, total price and attendees.

How do I Edit Ticket Allocation on an Event?

On the ticket record, click on the actions button and select the edit ticket allocation option to bring up a modal allowing you to change the buyer, ticket type and quantity. Click on the save button to save your changes.

How do I Add a Payment to an Event?

On the ticket record, click on the actions button and select the add payment option to bring up a modal allowing you to add a payment to the ticket. By default, the amount paid and the currency will be set to the remaining total of the order, but this can be changed as needed.

Select the received or expected Date, payment method, payment type, reference, description and processing fees - if applicable. The payer will be automatically set to the buyer, but this can be changed as needed.

Lastly, you can set whether the payment has been already reconciled with the bank and mark whether to include Gift Aid. Once filled in, click the save button to finish adding the payment.

How do I Change/Edit Attendee Details on an Event?

Attendees for purchased tickets will have their own contact records in sheepCRM which can be viewed and edited in their own side panel, but attendees can also be removed from a ticket, with new attendees in their place.

To edit the details of an attendee, scroll down to the attendees list on the ticket record and click on the name or avatar of the attendee. This will bring up a modal with more information about the attendee - to edit these details, click on the view contact button to bring up their side panel, where you can make changes, as outlined in our articles on editing contact details.

To change the attendee on a ticket, scroll down to the attendees list on the ticket record and click change attendee by the name of the attendee. This will bring up a modal with a field showing the current attendee. Click on the current attendee and start entering the name of the new attendee. As you type, suggestions from existing contacts in sheepCRM will appear. If the attendee exists already, click on the suggestion to select the record as the attendee. If the attendee does not exist, an option to create them will appear at the bottom of the list - click on this option to create a new record, entering their email address in the new field that appears.

How do I Manage Payments on an Existing Order for an Event?

Payments for tickets will be grouped by buyers into orders. Click on an order in the event box office order tab will bring up the order summary. Click on the payments tab to view all of the payments relating to tickets in this order. From here, orders can be viewed, added, edited and downloaded as PDF receipts.

How do I Add a New Payment to an Event?

On the payments tab, click on the add payment button located in the payments summary panel. This will bring up a modal allowing you to add a payment to the order. By default, the amount paid and the currency will be set to the remaining total of the order, but this can be changed as needed.

Select the received or expected Date, payment method, payment type, reference, description and processing fees - if applicable. The payer will be automatically set to the buyer, but this can be changed as needed.

Lastly, you can set whether the payment has been already reconciled with the bank and mark whether to include Gift Aid. Once filled in, click on the save button to finish adding the payment.

How do I Edit an Existing Payment on an Event?

Underneath the payments summary panel, each payment will be listed below with different options. If the payment is unlocked, the option to edit the payment will be there - if not, you may need to unlock the payment first by clicking on unlock which will then show the edit option. Click on edit to bring up a modal with the details of the payment. The amount, currency, date, payment method, payment type, reference, description and processing fees can be changed. Click on the save button to confirm your changes.

How do I Download the Receipt for Payment on an Event?

Underneath the payments summary panel, each payment will be listed below with different options. If a receipt is available for the payment, the receipt option will be present. Click on this to open a .PDF copy of the receipt which can be downloaded and managed as needed.

From the event box office, click on the attendee's tab to view all of the confirmed attendees for the event.

On the attendee's tab, you can enter a name in the search bar to filter the attendee list to a specific attendee.

At the end of each attendee row will be a switch to mark attendance. Click or drag the switch to the 'yes' or 'no' position to confirm or deny their attendance. Click again to change to the opposite value.

This is reported in the Events Reports - on the attendee list as attendance status.

On the attendee's tab, click on the download icon located in the top right, next to the search bar. This will generate your download within your notifications, with a range of data from the attendees where it is available.

Jobs and tasks for staff around an event can be set, managed and completed in the tasks tab of the event box office. Tasks are notes that can be assigned to yourself or other staff members with a due date.

On the tasks tab, a new task can be added by clicking on the add task button located in the top right, next to the search bar.

Each task can have a message, a staff member the task is assigned to and a due date. By default, you will be set as the assigned staff member, but this can be changed by clicking on the field and selecting another staff member.

Click on the add task button to create the task.

Click on an existing task to bring up a modal with the details of the task on it where you can make changes to the notes, assigned to and due date fields as needed. You can also mark the task as completed by clicking on the completed switch. Click on the save button to confirm your changes.

Tasks can be marked as complete by either clicking on the mark as complete option by the task, or by editing the task and setting the lightswitch as outlined above.

Click on an existing task to bring up a modal with the details of the task on it and click on the delete option in the bottom right of the modal. You will be asked to confirm that you wish to delete the task - click on yes to confirm and delete the task.

For information that you'd like to be pinned to the event, the notes tab for the event allows you to add journal entries regarding the event, orders, attendees or customers that can be accessed easily by other staff members managing the event.

On the notes tab, a new note can be added by clicking on the add note button located in the top right, next to the search bar.

On the notes tab, click on the edit button on an existing note to bring up the modal containing the details of the note. On this modal the title and note can be changed, as well as any uploaded files can be viewed/downloaded or removed from the note altogether.

New files can be uploaded by clicking on the upload button and selecting files, or dragging files into the dotted box to upload quickly.

Click on the save button to confirm your changes to the note.

On the notes tab, click on the edit button on an existing note to bring up the modal containing the details of the note and click on the delete option in the bottom right of the modal. You will be asked to confirm that you wish to delete the note - click on yes to confirm and delete the note.

Any files related to the event, or uploaded through notes will all appear in the documents tab. Click on the download option next to the file to download the file.

Every order that is added to an Event generates an order statement which can be shared with the buyer however they can only pay the Invoice via sheepApp if this has been set up in settings.

To create an order statement head to the desired member contact record. You can do this by searching in the top navigation bar. Whilst on the contact record select the Events tab then Add Order. The following window will display:

Select the Event> Enter the Order Date> Choose the Ticket> Enter the Quantity.

The Total to Pay will be prepopulated to reflect> Select Next to continue.

Attendee name can be found by typing the name or email and a search of the sheepCRM will be performed to find the contact, select contact and hit Next to proceed to the final stage.

Note that you can skip Attendee information if desired.

Finally, you now have the option to record a payment or create an order statement.

Toggle to No to create the order statement which will then be available to your member following login to their sheepApp.