In this article
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- Automated asset distribution (Ticketing & Hospitality Management)
- Manual asset allocation
Requirements
Before you start, make sure that the following points are met:
- The External assets module must be activated in your event modules.
- For automated asset allocation, the Ticketing or Hospitality module must be fully set up in your space and activated in the event.
Create asset types
Navigate in the menu to "Content" and click on "External assets". First, create your first asset type by clicking on the "Create asset" button.
Create code asset
- Step 1: Select the format "Codes" and give your code asset type a corresponding name in the "Asset Type Name" field. Move on to step two by clicking the "Upload assets" button.
- Step 2: Drag and drop your Excel or CSV file into the pop-up window or select your file via the "Browse" button.
- Step 3: Now link the column with the individual codes from your table with the "Code" field in the upload window by selecting it from the drop-down menu and confirm your action with the "Confirm" button.
Please note:
- You can link a maximum of one column with the "Code" field per upload.
- Remove all column headers from your file.
- Empty or duplicate codes cannot be imported.
- The code character strings are limited to 100 characters.
After a successful upload, you will receive a notification at the bottom right of the window as well as in the notification bell in your navigation.
Your created asset type will now be displayed including your code list.
How you can edit and delete already created asset types or the code list can be found here.
Create PDF asset
- Step 1: Select the format "PDFs" and give your code asset type a corresponding name in the "Asset type name" field. Click the "Upload assets" button to proceed.
- Step 2: Drag and drop your PDF files into the pop-up window or select your files via the "Browse" button.
- Step 3: All PDF files you have selected will be loaded into the upload window. If a file is faulty, it will be excluded from the upload and marked accordingly. Confirm the upload of the PDFs with the "Done" button.
Please note:
- File size: Individual PDF files must not exceed a maximum of 1 MB.
- Each PDF must be uploaded as its own file. Multiple PDFs bundled into one PDF file will result in only a single PDF asset being uploaded.
After a successful upload, you will receive a notification at the bottom right of the window as well as in the notification bell in your navigation.
Your created asset type will now be displayed including the complete PDF overview.
How you can edit the asset types or the PDFs can be found here.
Distribute assets to contacts
As soon as you have uploaded your assets into at least one asset type, you can now distribute them to your contacts.
Automated Asset Distribution (Ticketing & Host Management)
If you want an asset to be automatically assigned to your contacts after booking a ticket via the evenito ticket shop – or when a ticket is assigned by a host – which you can then, for example, automatically include in your registration confirmation, proceed as described below.
Link asset types with ticket types
- Navigate to the menu item "Tickets" and open the desired ticket type there.
- Link your ticket type here with the desired asset type. To do this, click on the "+" symbol in the right-hand "External assets" area.
- Select the asset type you wish to link to this ticket in the pop-up window and confirm your entry.
Please note:
To ensure sufficient capacity, only asset types can be selected that contain at least as many unassigned assets as there are unassigned tickets available.
- After linking the ticket and asset, this will be visible in the ticket overview via a tag.
- As soon as the asset type has been linked to your ticket type, an asset will automatically be assigned to the contact when a ticket is purchased or when the ticket is assigned by a host or event manager.
Attention!
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Contacts who bought a ticket or were assigned one by a host before the link was created will not automatically be allocated an asset.
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A host does not automatically see that an asset is being distributed to this contact during this step when assigning tickets.
Manual asset allocation
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Navigate to your contact list under the menu item "Guest Management".
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Mark the desired contacts to whom you want to assign an asset. If necessary, use the filters to narrow down your target group (e.g., all people with the status Registered or a specific group).
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In the menu that appears at the bottom, select the bulk action "Assign asset", select the corresponding Asset Type in the pop-up window, and click on "Preview update".
Please note:
The system checks in advance: Available Assets ≥ Number of selected contacts. If the pool is too small, the assignment will be blocked to prevent an incomplete distribution of assets.
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In the preview window, you will now receive a summary of your asset allocation, which you can finally confirm with the "Assign assets" button.
Please note:
- The assets will be assigned to your contacts randomly.
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In one bulk allocation, only a single asset of an asset type can be assigned per contact. If a contact requires multiple assets of the same or different asset types, these must be added in a further bulk action.
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You have now successfully assigned an asset to all selected contacts. To check this, click on the contact details of one of the contacts and check whether a corresponding asset of your desired asset type is displayed in the right-hand "Registration" area.
Send assets in messages
Assets can easily be sent in your messages via placeholders or attachments.
Open the message editor for the email in which you want to communicate the assets.
Send code assets
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Insert the desired asset type placeholder from the "External Assets" area in your placeholder manager into the text of your message by clicking on it.
- The placeholder will then be inserted into your message at this position.
- To check whether the placeholder works, use either the message preview or the preview of the test e-mail dispatch.
Tip
If you use automated asset allocation, you can already use the code placeholder in your automated registration confirmation message. Since the assets are stored with the contact immediately upon ticket selection or assignment, these are already active from that moment and can be sent directly to your contacts.
Send PDF assets
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Add the asset type as an attachment in the settings of your message by clicking on the plus button on the right in the "Attachments" area and selecting the desired asset types.
Please note:
PDF attachments are only triggered via the actual message dispatch. No PDF is attached in the preview and test dispatch of a message.
Manage assets
Uploaded and assigned assets and asset types can be edited and managed at will throughout the entire process.
Remove asset from a contact
To remove an asset that has already been manually assigned to a contact, click on the contact details of the contact from whom you want to delete the asset under the menu item "Guest Management".
Hover with the cursor on the right in the "Registration" area over the stored asset, click on the trash can icon and confirm the deletion in the pop-up box.
The asset will then be released again and will be given to a new contact during the next assignment action.
To remove a ticket assigned in the evenito back office with a 0.00 CHF price - or a ticket linked manually by a host or event manager - from a contact, delete the corresponding ticket and asset from the contact in the contact details.
Please note:
If it is a ticket paid for via the evenito ticket shop, you can no longer remove an automatically assigned asset from the contact overview.
In this case, please delete the corresponding asset directly from the asset type and upload it again for redistribution, as described below.
Edit and delete assets
To view, expand, or delete your assets, open the overview of your assets under the menu item "External Assets".
Here you will find all created asset types on the left side with the corresponding information on how many of your total assets have already been assigned and how many are still available for allocation to your contacts.
Assets linked to tickets are also marked accordingly here.
To add a completely new asset type, please click on the plus button in the "Asset types" area and repeat the process for creating a new asset type as described above in the article.
On the right side, you will find a general overview of all assets of this asset type and, if these assets have already been assigned to contacts, also the information on which asset is linked to which contact.
Please note:
If the contact is also assigned to a specific host in a Hospitality Event, this will also be displayed to you in the overview.
To add more codes or PDFs to an existing asset type, click on the plus button on the right in the list view and expand your asset type by the desired code list or PDF files.
To delete an individual asset, hover with the cursor over it and click on the trash can icon on the far right of the respective row. If this asset is already assigned to a contact, it will also be removed from the contact details accordingly and the contact will lose this asset.
To delete an entire asset type, hover over the corresponding types in the left box "Asset Types" and click on the trash can icon. Confirm the deletion in the pop-up window. Assets of this type that have already been assigned will be removed from all contacts accordingly.
