Searching for Events and Instances

In this article we'll guide you through the methods you can use to search for Events and Instances in the Sales Interface and Admin Interface.

Searching for Events in the Sales Interface

To search for Events in the Sales Interface, follow these steps:

TIP: To access the Sales Interface, you’ll need the Sales User or Sales Administrator Role. If you don’t have these Roles, ask the Settings Administrator in your organisation to add these Roles to your User Account.

1. In the Sales Interface, click Events:
   
   

   

    

2. You’ll see the a list of all your Events:
   
   

   

    

You can search for Events by selecting either of the following:

• Events list
• Calendar
• Instance list

Searching by Events list

You can search for Events using the Events list by selecting Events list:

You can search using the following criteria:

• Name: Enter the name or partial name of the Event. 
• Event Attributes and Instance Attributes: If you have set any Attributes against your Events you can search for any text in your attributes. For example, you could search for "Captioned Performance" if you have set Access set as an Event attribute. Read our article on Attributes for further information.
• Date Range: The search will match any Events which have Instances occurring within the date range you specify using the Start Date and End Date criteria.
• Start Date: The default is today’s date. If you leave the Start Date blank, you’ll see all Events past and present, and your search may take longer to return results.
• End Date: This value will default to today’s date plus a specified number of days. The number of days is 60 by default. You can change this in Settings > System Setup > Event Search:

   

  

TIP: You’ll need the Settings Administrator Role on your User Account. If you don’t have this, ask the Administrator in your organisation.

Searching using the Calendar

You can search for Events using the Calendar by selecting Calendar:

You’ll see a list of Event Instances in order of time and date:

Click the dropdown arrow to move to a different week. You can also use the arrows to move forwards or backwards to a different week:

Click Go to today to move to today’s date. This is only available when there is an active Instance on that day:

TIP:  You can choose to check the boxes Enable past intances? or Enable instances not on sale? to include these Instances in your search.

Searching by Instance list

To search for an Event using the Instances list, click Instances list:

You’ll see a list of upcoming Event instances for the current day:

You can search using the following criteria:

• Name: Enter the name, or partial name of the Event.
• Event Attributes and Instance Attributes: If you have set any Attributes against your Events you can search for any text in your attributes. For example, you could search for "Captioned Performance" if you have set Access set as an Event attribute. Read our article on Attributes for further information.
• Date Range: The search will match any Events which have Instances occurring within the date range you specify using the Start Date and End Date criteria.
• Start Date: The default is today’s date. If you leave the Start Date blank, you’ll see all events and your search may take longer.
• End Date: This value will default to today’s date plus a specified number of days. The number of days is 60 by default. You can change this in Settings > System Setup > Event Search:

  

TIP: To access the Settings Interface, you’ll need the Settings Administrator Role. If you don’t have this Role, ask the Settings Administrator in your organisation to add this Role to your User Account.

If you want to search for Instances with the most available tickets, check the box named Order by availability:

Searching for Events in the Admin Interface

To search for Events in the Admin Interface, go to Events:

TIP: To access the Admin Interface, you’ll need the General Administrator Role. If you don’t have this Role, ask the Settings Administrator in your organisation to add this Role to your User Account.

You'll see the Event Search screen:

Search for an Event using the following criteria:

• Name: Enter the name or partial name of the Event.

   

• Created between: The search will match any Events created within the date range you specify using the Start Date and End Date criteria.

   

• Event Attributes: If you have set any Attributes against your Events you can search for any text in your attributes. For example, you could search for "Captioned Performance" if you have set Access set as an Event attribute. Read our article on Attributes for further information.

   

• Status: Filter Events by their status (Draft, Live and Archived).

   

• Venue: Filter Events by the Venue their Instance' Seating Plans are attached to.

Searching for Event Instances in the Admin Interface

To search for an Instance, follow these steps:

1. Select the Event from the Event Search screen:
   
   

   

    

2. In Event Details, click the Instances tab:
   
   

   

    

3. You'll see a list of upcoming Instances:
   
   

   

    

In the Instances tab, you can search for Instances using the following criteria:

• Show Instances between: Search for Instances taking place within a specific date range
• Status: Search for Instances with a particular status (Draft, Live, Archived)

Further Reading

To continue learning about the Sales Interface, take a look at the following articles:

• Performing a Sale
• Searching for Orders

You now have the information you need to search for Events in Spektrix. For other helpful resources, visit the Sell Items and Fulfill Orders category section of our Support Centre.