Instance Attributes

You can set up Instance Attributes to store extra information about Instances on your Spektrix system.

In this article, we’ll provide some example use cases and cover how to create an Instance Attribute.

Before getting started with Instance Attributes, take a look at:

• Introduction to Attributes
• Introduction to Events and Instances

Why use Instance Attributes?

You can use Instance Attributes to store extra information about Instances.

When setting up Instances, Instance Attributes will be displayed as additional fields. You can even make the Attribute required to ensure this information is always completed. 

You can apply Instance Attributes retrospectively by editing an Instance, or at the time of creating a new Instance.

TIP: You can apply an Instance Attribute to multiple Instances using the Bulk Instance Update Tool.

Once an Instance Attribute is applied, it can be used to power:

• Priority Booking
• Offers
• Donations in the Basket/Cart
• Pre- and Post-Show Emails
• Reports
• Criteria Sets
• Customer Lists
• Tags and Auto Tags
• Website integrations

Example use cases

Instance Attributes are commonly used to indicate that certain Instances are different from others.

For example, you could use Instance Attributes to indicate which Instances are suitable for people with different access needs (Captioned, Auto Described performances). 

To do this you could set up multiple Check Box Attributes to indicate which Instances have different types of access provided, such as BSL/ASL interpreted, Captioned, Audio Described, Relaxed, Touch Tours, etc.

TIP: You can also use Instance Attributes to differentiate certain Instances for other reasons. Some examples of this include: Previews, Press Nights, Galas, Opening Night, Matinees, or ‘pay what you can’ performances.

You could then use these Attributes to display this information in an API Website Integration and also search for performances in the Sales Interface using the Instance Attribute as the search criteria.

Another example of how you could use an Instance Attribute could be to add a ‘door time’ to an Instance using a Free Text field. You could then add this Instance Attribute to your Ticket Design to print this information on your Tickets. 

How to create an Instance Attribute

To create a new Instance Attribute, navigate to the Settings Interface > Attributes > Instance.

TIP: You'll need the Settings Administrator user role to create and edit Attributes. If you don’t have this permission, ask the administrator in your organisation.

Click the New Attribute Definition button.

Attribute Definition

Next, you’ll be asked to input information to define the parameters of your Attribute.

Complete the following information.

• Name: Give the Attribute a clear and descriptive name. Attribute names cannot include special characters (, . - & ! / etc.). Your Attribute name cannot be longer than 50 characters.

TIP: Consider if your Attribute will be visible to customers on your website when choosing the name of your Attribute.

WARNING: You cannot change the name of an Attribute once you have created it.

• Type: Choose the Attribute Type.
  
  
• Description: Use this field to make it clear to other members of your team what the purpose of this Attribute is. This description will only be visible in the Admin Interface.
  
  
• This Attribute is visible in your API integrations: Check this box to make this Attribute available to the API.

• This Attribute is always required: Check this box to make this Attribute mandatory.
  
  Required Attributes will appear with a red line. You’ll need to enter information in order to proceed:

REMINDER: Check Box Attributes can never be set to required, as they work on a binary yes/no response. This means that leaving the box unchecked is a valid response.

• This Attribute is protected: This option is greyed out as you cannot protect Instance Attributes.
  
  
• Length: Choose the maximum number of characters that can be entered, or set the exact number of characters which have to be entered to proceed. A text field can contain a maximum of 255 characters.
  
  
• Allow users to enter free text for this Attribute: This option is only available for Dropdown List Attributes.
  
  
• Ensure Users enter a unique Value: Check this box if you require a unique Value to be entered every time.

Once you are happy with the information inputted, click Create Attribute Definition.

Attribute Values

If you choose a Dropdown List, you will then need to add in the Values. 

Type each of your Values for this Attribute on a separate line. Each line appears as a Value in this Attribute’s Dropdown List.

• • Click Update Attribute Value if you are happy to proceed.
    • Select the Attribute you want to edit. 
    • Go to Attribute Values.
    • To add a new Attribute Value click New Attribute Value.
    • You can rearrange the Values by clicking and dragging them from the grey dots on the left.

    

    • Clicking the grey trash can icon will delete the Attribute Value.
    • Click on the name of the Attribute Value to edit.

    WARNING: Editing the name of an Attribute Value will replace all existing Values with the new Value. If your website integration uses this Attribute then this may prevent your website from working properly.

Instance Attributes in the Admin Interface

Once created, your new Instance Attribute will appear in the Admin Interface > Events > choose the Event > choose the Instance.

In this example you can see the Accessible Performance Attribute on the Instance Basic Details page.

To add a Value to an Instance Attribute, you would fill in the Basic Details as you would when setting up an Instance.

If you want to add an Attribute Value to an Event you have already created, you can edit the Instance and apply the Attribute.

TIP: You can apply an Instance Attribute to multiple Instances using the Bulk Instance Update Tool.

Instance Attributes online

Instance Attributes will only be visible online to customers if they are used as part of your API Website Integration.

Confirmation Text and Account Codes

You can apply the Confirmation Text Attribute to an Instance to display extra information in your plain text Confirmation Emails that are generated when someone makes a purchase. If you're using Classic Checkout, Confirmation Text will also display to customers on the Order Summary page. 

Account Code Attributes can also be added to Instances for use in Reporting.

Spektrix Link

You can use Instance Attributes to change the text of the Book Now button on Spektrix Link. Follow the steps in the Configuring Spektrix Link article. 

Further Reading

To continue learning about Event Set Up, take a look at the following articles:

• How to Set Up an Event
• How to Set Up Instances

You can find more articles on Setting Up and Editing Events in the Set up Events, Offers, Subscriptions and Merchandise section of the Support Centre.