If you need to make changes across a range of Instances, you can use the Bulk Instance Update tool to apply the changes to every Instance simultaneously instead of making each one individually.
Using this tool, you can select a set of Instances, across different Events if necessary, and update a range of properties for each Instance - including price lists, overlays and any Instance Attributes that you’ve got set up on your system.
For a quick overview of how to use the tool, take a look at the video below. If you would like step-by-step instructions for how to use it, as well as a few suggestions for easy ways to select the relevant Instances, keep reading past the video to the section afterwards.
You can find the Bulk Instance Update tool in the Admin Interface, at the bottom of the Events page.
IMPORTANT: before making any changes, be aware that you cannot undo a bulk update once it’s been done. If you do need to change anything back you may be able to reselect the Instances and apply another update, but you can’t undo an update.
Click the Update multiple instances button to start the process of making your update. You don’t need to do anything beforehand - you’ll be able to choose your Instances and pick which properties to change within the tool.
The first thing to do, once you’ve clicked on the button to open the tool, is choose the Instances that you’d like to update. You’ve got lots of options for how to do this, as you can see from this criteria picker:
The different criteria should be familiar from other parts of the system, and this picker works in exactly the same way as it does elsewhere. Take a look at the section below on Example Criteria for suggestions on which criteria to use, or watch the video above for a demonstration of how to do this.
Once you’ve chosen your criteria and selected the Instances that you want to update, you’ll be presented with a list of the Instances.
If you want to tweak your selection of Instances, you can amend this list by un-ticking the box on the left-hand side of each row. Once you’re happy with your Instances, click Next to choose which changes you want to make.
The next screen provides two sections, with different properties in each one. We’ve broken it into two here, to explain each of them.
NOTE: you can update multiple properties at the same time, if you need to.
The first section includes all of the visibility and on-sale options that you would see on the Basic Details tab for each Instance, and likewise the Change the status of all instances option.
Click on the tick-box to the left of each property to select it, and then choose which status to apply, or enter a date or time.
The second section includes a wider range of properties to change, including - at the bottom of the list - Instance Attributes.
Choose one or more of these properties by clicking on the tick-box next to it, and selecting the value you’d like to change it to.
NOTE: any property that you don’t select will not be edited - the only changes that will be made are to the properties that you have selected.
Once you’ve chosen which property or properties to update, and what to update it/them to, click the Next button to progress. You’ll see one final screen, which gives an overview of the changes that you’ve selected and the Instances that will be updated.
Once you’re happy with everything on this screen, click the Next button to start the update. The system will apply the changes, which might take a minute or two depending on how many Instances are being updated. During this time you’ll see a little yellow box in the top-right corner, just like you do when a report is running.
Once the update has completed, you will see one of two messages in place of the running… message. If the update was successful, you will see this:
Sometimes, however, the system might not have been able to complete the updates - for example if you have set an on-sale time for the Sales Interface that’s earlier than the time set for Online.
In these cases, you will see this message instead:
If there are any errors, the system will generate a report telling you what the errors were - click on the link to open that up.
There are lots of different criteria, or combinations of criteria, available for you to use when selecting Instances to update. Here are a few common examples to start you off:
- If you want to update all of the Instances in a single Event, choose Event from the criteria section and select the Event from the list.
- If you want any Instance from any Event that starts on a Wednesday, choose Start Day and tick the Wednesday box.
- If you want all Instances taking place at a specific venue, choose Venue and pick the relevant venue from the list.
Like other criteria pickers, you can use AND / OR logic here too. For example:
- If you wanted all Instances from a specific Event where the start time was between 2pm and 4pm you could use the Event criteria AND the Start Time criteria together.
You should now have everything you need to be able to use the Bulk Instance Update tool in the Admin Interface. If you have any further questions, please don’t hesitate to get in touch with the Spektrix Support team.