A Guide to Using your Box Office Login for Brighton Fringe Ticket Sales

This is a step by step guide to using your Box Office Login.

1) Introduction to Box Office Login:

  • What does the box office log in allow me to do?
  • How to Log In (Link, Username, Password, Login Page).
  • Main Screen explanation

 

2) How to Use Reporting:

  • Beginner: Summary
  • Advanced: Define report (creating new reports); report types, specific dates and performances, saving report criteria.
  • Advanced: Run report (running existing reports); one off reports, set up and run scheduled daily reports.
  • Advanced: Schedule report (sending regular existing reports)

 

3) Ticket management.

  • Stop Sales (stop and re-sell, reports for stopped sales).

 

4) Log Off.

5) Fringe Box office contact details.

  • Queries regarding Box Office Login.
  • Changing Ticket allocations.
  • Telephone and Counter sale queries.
  • Box Office Queries.
  • General Enquiries.

 

1) Introduction to your Box Office Login

What does the Box Office login allow me to do?

  • Check your sales: Check the ticket sales for all your registered events, including concessions.
  • Check ticket buyer details: A detailed seat listing report will include customer details, number of tickets purchased at full price and concession price, customer reference number and customer postcode.
  • Stop sales for a performance: Enables you to stop sales and bring back tickets so they’re available to sell on the door.
  • Analyse Customers: Research the geographical location (by postcode) of your customers and access e-mail addresses.
  • Download and print ticket sale reports: A printable report for all tickets sold (total sales, sales summaries), event ticket sales (tickets sold per event) and full sales breakdown (includes all concession prices on an event by event basis).

How to log in

You should have received an email with your login details and the link given below. These were sent out from late February to early March for the May 2020 festival and still work for the Autumn 2020 season. Please e-mail boxoffice@brightonfringe.org from the e-mail you used for registration if you have only registered for the Autumn 2020 season and have not received them.
 

The email included:

  • The Box Office Login Link: https://bff.reports.red61.co.uk/.
  • Your User Name: An allocated Box Office ID – which consists of three letters and three numbers.
  • Your Password: This is the email address of the person that registered your event.

 

The venue registered my event: If your event was registered by the venue then the Event contact should be enabled to access reports on your event ticket sales. They should have received an e-mail with login details, but if not, or if you are not sure about this, then please contact Brighton Fringe Box Office.

Login Page: It’s a good idea to save the link onto your web browser. Here it is again: https://bff.reports.red61.co.uk/

Screen shot of VIA reporting main page.

Main Screen explanation

In the ‘Main’ screen you have, on the left, two drop down menus (see below for details) and a welcome note from VIA.

 

  • Reports: Click to open the following:
  • Saved Reports: Allows you to run an existing or a previously created report
  • New Report: Allows you to define and create a report from scratch
  • Schedule Saved Reports: Allows you to send a regular e-mail containing a previously created report straight to a chosen email address
  • Stop Sales: Allows you to stop sales for a particular event and performance *(this may not appear until a week before your event's first performance*
  • Ticket Management: Allows you to book in our own complimentary tickets.

2) How to Use Reporting

Beginner: Summary

Because we know not everyone is used to creating and using reports, and does not necessarily have time to learn, we have created some basic reports that cover most of your needs, particularly if you are only running one event per day, or do not need complex sales details.

These are available from the Saved Reports option on the left and are called:

  • Arts Industry Bookings: This will give you the names of any arts industry professionals who have been approved complimentary tickets and the date and time they are attending.
  • Press Bookings: This will give you the names of any press who have been approved complimentary tickets and the date and time they are attending.
  • Total Sales: This will give you a complete list of all your performances and sales, on every date, throughout the sales period to date
  • Total Sales Breakdown: This will give you a breakdown by ticket type of all your sales throughout the sales period to date
  • Ticket Numbers + Allocations: This will tell you how many tickets have been allocated to Brighton Fringe (and your venue, if applicable) and how many have been sold.
  • Stop Sales Report: This will tell you how many tickets you have left unsold and can therefore now sell on the door.*

*You will need to have stopped sales first in Holds Management for the report to show you this - Holds Management may not appear until a week before your event's first performance.

The only other report you need is:

 

  • Customer by Promoter: This will give you a list of customers, booking ref/ID and transaction reference numbers, full ticket purchase details, along with their customer number and post code for identification purchases. You should print off one of these reports for each performance and use it to verify all customers on the door who do not have a printed Brighton Fringe ticket, including those who have an e-ticket only.

 

To create this report go to ‘New Report’. This will bring up a drop-down menu of the various reports available. You then need to select ‘Customer by Promoter’, which will bring up a list of all the shows you have registered. Simply select you show/performance you want the listing for and click on ‘Generate Report’.

If you are responsible for multiple daily events and/or need more complicated sales reporting, then read on…

Screen shot of Red61 box office reporting page to create a new report. Drop down menu shown where you can select which report to run.

Advanced: New Report


To start go to ‘Define Report’. This will bring up a drop-down menu of the various reports available.


Selecting what type of report you require
(Please Note, only the relevant reports are listed below – there are others and you are welcome to explore them)

  • Allocation Breakdown: Will give you a snapshot of what tickets are available for sale through Brighton Fringe
  • Customers by Concession: Will give you a list of all customers who have booked concession priced tickets, able to be sorted by the type of concession booked
  • Customer by Promoter: Will give you a list of customers, booking ref/id and transaction reference numbers, full ticket purchase details, along with their customer number and post code for identification purchases. You should print off one of these reports for each performance and use it to verify all e-tickets presented on the door
  • Full Sales: Will give you a full summary of all events registered, total tickets sold (full price and concession) total value sold and number of tickets available for sale.
  • Full Sales Breakdown: Will give you an event by event breakdown of everything sold.
  • Full Sales Breakdown Details: Will give you a report of all events inclusive of those that have no tickets sold.
  • Postcode Analysis Breakdown: Will give you a list of the different postcodes of customers who booked tickets to your event(s).
  • Own Sales Summary: Will give you a concise list of total tickets sold for each event (not broken up by performance)
  • Performance Holds Summary: Will let you know how tickets have been split between the Brighton Fringe (On Sale) and yourself (Hold - Venue). Please note. The actual capacity of the event is given by deducting the number in the ‘Do Not Sell’ column from the ‘Capacity’ column.
  • Stop Sale: Will give you a summary of tickets left to sell for a performance once you have stopped sales.
  • Ticket Movement: Will list the total and net amount of sales and refunds (along with the corresponding financial value) between two sets of dates
  • Ticket Sales Per Day Cumulative: Similar to Ticket Movement but will give a running total up to the current day.

 

New Report: Selecting a report for specific dates
Performance Dates: If you leave the "Performance Start Date" and "Performance End Date" sections blank, the report will automatically include every event in the on-sale period. However, if you wish to find out sales for shows on specific days, you can input dates into the Performance Dates fields in each report to narrow down your search parameters.

Dates must encompass the entire period you wish to cover. For example: if you were looking for information about performances from 7th October until the 11th October, you would enter 7th October as your start date and 12th October as your end date.


NB. Though all venues and companies appear in the option boxes, you will only be able to draw information from those that apply to you.

 

  • Company: This is the company or promoter name for that event. If you are unsure of the company name (appears under event title if provided) or wish to run a report to include all companies select ‘ANY’.
  • Venue: Select the venue for the events you are running report for. If you wish to run a report for multiple venues you are running then select ‘ANY’.
  • Sub Venue: Select ‘ANY’.
  • Event: Select the event you wish to run a report for. For all events select ‘ANY’. For multiple events hold down CTRL and click on each event you wish to run a report for.
  • Performance: Now select the performance time you wish to gather information on. If you are running a report on multiple performances then select ‘ANY’.
  • Multiple events and performances: You can search multiples of each by holding down control whilst clicking on each option or by selecting ‘ANY’.
  • Promoter: Select ‘ANY’.
  • Transaction Dates: If you have entered dates at the top of this page then transaction dates are not necessary. If you are looking for ticket sale details during a specific time frame then input the relevant start date and end date here.
  • Organisation: Select ‘ANY’.
  • Specific Report Format: Select the format for saving your report document.

 

If you are running a one off report and do not wish to save the report criteria then simply select Generate Report.

However, there are ways to save, re-run, repeat and schedule reports without having to set them up each time you need them.

 

  • Saving reports: To save your report criteria and run the report again at a later date without re-selecting the information click "Save For Later". Give the file a relevant name and click Save. The report will now appear under Saved Reports in the main menu.
  • Using Previously Saved Reports: To generate a report you have already created, go to Saved Reports in the main menu, select the specific report from the list then click the download button on the far right. This will allow you to run it again.
  • Changing Previously Saved Reports: To change a report you have already created click the pencil icon which will allow you to edit the parameters or click the "X" button to delete if necessary.

 

** DO NOT DELETE SAVED REPORTS UNLESS YOU CREATED THEM YOURSELF **

 

  • Blank Reports: If the report is blank it may be that you have selected the wrong criteria that does not relate to your events. Input the details and run the report again.

 

However, it is also possible, in the case of customer listings or Full Sales Breakdown, that there is no information for the report to display. Please contact Brighton Fringe Box Office if you are not sure.

Saved Reports

This will allow you to run the reports that you have previously saved. All your saved reports will appear in the list. Select the report you wish to run and click the Download button. There are also some existing reports that we have set up for all users.

 

Advanced: Schedule Saved Reports

To schedule a report to run and be sent to your e-mail automatically, select Schedule Saved Reports and click on ‘New Schedule’.

Select the report you wish to schedule form the drop down list. 

 

  • Schedule Active Date: Input a start date and the report will be sent to you from this date. If you do not enter an end date the report will keep being sent ad infinitum. We advise you set the end date to the last day of the Fringe (or the day of your final performance).
  • Schedule Run Time: Here you can decide how often you want to receive the report. If you want to receive it more than once a day, select the Run Time Interval from the drop-down menu, then the run start and end times. Example: if you select the report to come every 30 minutes, and set the start time at 1pm and the end time as 5pm, it will come every 30 minutes between those times. If you want the report to come daily, set the start time as the time you'd like to receive it each day, eg. 9am.
  • Send To: Input the email addresses of those wanting a copy of the report into the Email Address box. One or more email addresses can be inputted here. Separate each email address with a semi colon. Example: boxoffice@brightonfringe.org; whoever@aol.com.
  • Report Format: Choose which format you wish to have the report in and click Add Schedule.
Screen shot of the Schedule New Report page on Red61. Shows all the different parameters than can be filled in.

3) Ticket Management

This allows you to stop the sale of tickets for each of your events or performances.
 

NB: You cannot stop sales for an event or particular performance that is more than 10 days away from starting. The Holds Management option may not appear until the week before your event.

However even if you are able to, we would only advise you stop sales on an event more than 24 hours beforehand in extreme circumstances. It is better to contact Brighton Fringe Box Office directly if you need tickets back, or update your allocation through your Change Requests in Eventotron.

  • How to Stop Sales: Select the event from the list (only your events should be listed) and then the performance date you wish to stop sales for.
  • How to Put Tickets Back on Sale: To put an event or performance back on sale select the performance and the performance date and click Cancel Hold Sale.
  • Which Performances Have Sales Stopped: Go to Define Reports and select the Stop Sales report for confirmation of all stopped sales and any new stop sale request.
  • Log Off: When you are finished, don’t forget to log off or else someone could access your ticket sales information. This is particularly important if you are using a shared computer.

 

*NB. This function will not be available until earliest a week before your event's first performance.

Screen shot of the Stop Sales page on VIA reporting

4) Log Off

When you are finished, don’t forget to log off or else someone could access your ticket sales information.  The log off button is oat the top right of each page. This is particularly important if you are using a shared computer.

5) Fringe Box Office Contact Details

Further Questions? Please contact us for any of the following reasons:

 

  • Unable to find login details.
  • You are having problems downloading reports or getting the details you need.
  • You are unable to stop sales.
  • All queries regarding ticket sales.

T: +44 (0)1273 764 905 or +44 (0)1273 917 272 (during the Fringe)
General Enquiries: boxoffice@brightonfringe.org