Help Center

There are two paths to a Host account:

• New user: register directly via Register as Event Host. You'll provide your organization name and contact details.
• Existing ShowRocker account: contact support — we'll upgrade your role without you needing to create a second account.

New Host accounts go through a brief admin review before you can publish events. You can build drafts in the meantime.

ShowRockers has two host-side roles:

• Host (Manager) — owns the events, receives payouts, configures pricing and fees, generates invoices, and invites Host Staff.
• Host Staff — day-of operators tied to a single Host. They can scan tickets, manage holds, view sales and attendee reports, but cannot delete events, change payouts, or generate invoices.

Invite staff from User Menu → Team → + Add Team Member. They get their own login and reset their own password.

Click + New Event from your Dashboard to open the guided wizard. Each step saves automatically — you can leave and return any time:

1. Basics — title, description, category, language, hero image, and gallery images (4:3 aspect, ≥ 800×600 recommended).
2. Schedule & Location — date, start/end times, venue (search the venue directory or create a new one).
3. Tickets — define ticket types with quantities, prices, active dates, and optional buyer-type pricing.
4. Artists — search the artist directory or create new artists with bio, photos, and social links. You can also edit existing artists from this step.
5. Add-ons — meals, parking, merch, and other extras with min/max quantity rules or multi-option groups.
6. Sponsors & Itinerary — sponsor logos with website links, plus a rich-text itinerary that shows up under Additional Info.
7. Review — final checks, then Submit for Approval (or save as Draft).

The Preview button in every step opens the public event page in a modal exactly as buyers will see it — use it before publishing.

Drafts are private. Published events are submitted for admin approval:

• PENDING — your event appears in the Action Items panel on the Dashboard as "Awaiting admin approval." Admins review for completeness and policy compliance.
• APPROVED — the event becomes publicly searchable, listings populate, and the short URL (TinyURL) is generated automatically for sharing.
• REJECTED — admins leave a reason; fix the noted items in the wizard and re-publish.

Action Items in your Dashboard surface other things needing attention too: drafts ready to publish, events with no ticket types configured, events nearing sell-out, and overdue invoices.

Ticket configuration is flexible:

• Ticket types — General Admission, VIP, Early Bird, etc. Each carries its own quantity, price, optional sales window, and refund policy.
• Buyer-type pricing — on any ticket type you can set different prices per buyer category (Adult / Child / Senior / Student / etc.). Buyers pick quantities per category at checkout.
• Promo codes — create percentage or fixed-amount discount codes from the event editor's Promo Codes section. Set usage caps and date ranges; redemption counts appear in event reports.
• Free orders — when post-discount tickets total $0, the Platform Fee is automatically waived; if there are no add-ons, facility / tax / transaction fees are waived too and checkout skips the payment provider entirely.

Add-ons let buyers tack extras onto their ticket order:

• Each add-on has a price and inventory.
• Set minimum / maximum quantities per order to enforce rules like "max 2 parking passes per order."
• Group several variants into a multi-option GROUP when buyers should pick one — e.g. T-shirt sizes (S / M / L / XL) under a single "T-Shirt" group.
• Add-ons appear as separate line items in receipts and the attendee report so on-site staff can deliver them.

For events with assigned seating:

• From the Dashboard, click Manage Seats on the event card.
• Add rows and define the number of seats per row.
• Assign categories (e.g. Front Row, Balcony) to price seats differently — these map to the ticket types you defined in the wizard.
• Save the layout — buyers will see this interactive map at checkout.

Layout Designer (Advanced)

For curved sections, angled wings, or non-standard layouts:

• From the Seat Management page, open Layout Designer.
• Upload an image of your venue seating chart (JPEG, PNG, or WebP).
• Click Analyze with AI to auto-detect sections, positions, shapes, and seat counts.
• Adjust detected sections: names, shapes (curved / rectangle / arc), positions, rotations, rows, seats per row.
• Assign ticket types to each section for pricing tiers.
• Save Layout, then Generate Seats to materialize the seat records.

Holds reserve specific seats (or GA quantities) before they hit the public:

• Open Event Management → Manage Holds from your Dashboard.
• Add holds for comps, press, sponsors, accessibility needs, or anything else off-platform.
• Release holds back to public inventory when they're no longer needed.
• Convert a hold directly into an order — useful when you want to issue a manual ticket without a public sale.

Held inventory never appears as available to buyers, so you can plan with full visibility.

Three optional content blocks make events feel polished:

• Sponsors — search for sponsors near your event location or create new ones. Sponsor logos appear in the event details with clickable links to their websites.
• Artists — search the artist directory or create new artists with name, bio, photos, and social links (Instagram, X, Spotify, etc.). You can Edit any selected artist to refine details later.
• Itinerary — rich-text schedule displayed under Additional Info. Especially useful for multi-act, festival, or daylong events. Example: "7:00 PM Doors Open | 7:30 PM Opening Act | 8:30 PM Main Performance | 10:00 PM Event Ends".

Enable Contributions on an event and supporters can donate any amount independent of ticket sales — paid via Stripe or PayPal. Contributions are tracked separately from ticket revenue and don't count against ticket inventory. Acknowledgement emails are sent automatically.

Already selling tickets elsewhere? Bulk import lets you publish those events on ShowRockers without migrating the ticketing:

• Open Event Management → Bulk Import Events (available to Super Admins and granted hosts).
• Paste a list of URLs (one per line) or upload a CSV with title, date, venue, and external URL columns.
• The importer creates External Event listings — buyers see your event on ShowRockers but the Get Tickets button sends them to your existing ticketing platform.

Single external events can also be created one-at-a-time via the wizard by checking "External Event" and supplying the registration URL.

Your dashboard is the operational nerve centre:

Six tiles at the top:

• Active Events — count of published/approved events still upcoming.
• Tickets Sold — confirmed ticket quantities across all your events.
• Net Revenue — sum of ticket subtotals (price × quantity) minus promo discounts. Matches what your bank account sees from Stripe.
• Outstanding Invoiced — invoiced amounts not yet paid.
• Pending Zelle / Pending Venmo — orders waiting for you to confirm receipt. Click to drill into the Transactions list filtered to those rows.

Three panels below the tiles:

• Upcoming Events — next 5 events with sell-through progress bars and venue.
• Action Items — items needing attention: pending approval, drafts ready to publish, missing ticket types, nearly sold out, overdue invoices.
• Recent Activity — last 8 confirmed orders with the Net Amount per order, clickable through to the per-event Event Dashboard.

Track revenue and manage customer orders from User Menu → Transactions:

• Live feed of all purchases with filters for date, status, payment provider (Stripe / Zelle / Venmo / Manual Hold), organizer, and show.
• The Revenue tile reflects the current filter — what you see in the table equals what's summarised at the top.
• Export filtered results to CSV for accounting.

Processing refunds:

1. Open the order's Manage screen from the Transactions row.
2. Select the specific tickets to refund and click Refund Selected.
3. Stripe orders refund to the original card automatically and release the seats / GA inventory.
4. For Zelle / Venmo, return the funds outside the platform first, then cancel the order to free the inventory.

When you enable Zelle or Venmo on an event, buyers send funds directly to your account and you confirm receipt manually:

1. Buyer checks out — order enters PENDING with a reference number. Seats / GA are held.
2. Buyer transfers the funds and includes the reference.
3. You open Event Management → Pending Zelle (or Pending Venmo), find the order, and click Accept.
4. Enter the reference and payment date — the order is confirmed and the tickets issue automatically.
5. Click Reject if the funds never arrive — seats are released back to public inventory.

Pending manual payments are auto-expired by a nightly cron after a configured window (typically 24–72 hours). Expired orders show as CANCELLED in the Transactions report.

Fee structure on every order:

• Platform Fee — covers the digital infrastructure. Goes to ShowRockers.
• Transaction Fee — payment processor cost (e.g. Stripe 2.9% + $0.30). Goes to the processor.
• Facility Fee — optional venue charge. Goes to the host.
• Tax — applies where you've configured it. Goes to the tax authority.

Stripe payouts:

Stripe orders pay out directly to the bank account linked in Payout Settings. The Platform Fee and Transaction Fee are deducted before payout, so the amount that lands in your bank is your Net Revenue. Payouts follow Stripe's standard schedule (typically 2 business days).

Invoicing for manual orders:

When buyers pay you directly via Zelle / Venmo, you've already collected the full amount including the Platform Fee. You owe that Platform Fee portion to ShowRockers — it accumulates as a Pending Invoice Amount visible on the Event Dashboard.

• Once the pending amount crosses $500 (or the event ends), click Generate Invoice from the Event Dashboard.
• Invoices support partial payments — pay any amount and the invoice shows Partially Paid until the balance is settled.
• Once fully settled the invoice flips to Paid.

On event day:

• Open the mobile-friendly Check-In tool from your event card.
• Scan the QR from the buyer's My Tickets page, wallet pass, or PDF — the system marks attendance instantly.
• Duplicate scans are blocked automatically; if a guest is missing from the list, search by name or order number.
• Host Staff accounts can scan too — they don't need full Host privileges.

Attendee Report:

Run Event Management → Attendee Report for the full guest list with check-in status. Useful for door staff working without scanners or for printed manifests.

Most fields stay editable after publish — title, description, images, ticket quantities, add-ons, sponsors, itinerary. Two restrictions:

• Date / time / venue cannot be changed once tickets have been sold. To reschedule, refund existing buyers first.
• Reducing ticket-type quantities below already-sold counts is blocked — you can only raise the cap.

Once approved, your event automatically gets a short URL (TinyURL):

• Copy with one click from the event details page.
• Share on social media, email, or messaging — the short URL keeps long event titles from breaking links.
• If TinyURL generation fails, the regular event URL works just as well; retry by re-approving the event.
• The public Share button on the event page also wraps the link with social cards (Open Graph + Twitter Card).

Hosts see per-event analytics on every Event Dashboard. Site Admins additionally access Site Administration → Platform Analytics for platform-wide traffic and the full conversion funnel:

• page_view → book_now_clicked → checkout_started → purchase_completed
• Anonymous visitors only — no IP storage, no third-party trackers, no ad networks.
• Realtime tile counts active visitors (sliding 5-minute window).
• Conversion data is gated on the Mandatory Only / Accept All cookie consent — visitors who haven't yet accepted are excluded.

• Hero / gallery: 800×600 px or larger, 4:3 aspect ratio. JPEG / PNG / WebP.
• Artist photos: square crop works best (1:1).
• Sponsor logos: transparent PNG preferred; the platform renders them on dark backgrounds.
• Retention: all event images are auto-deleted 30 days after the event ends to keep storage lean. Download anything you want to keep before then.