(A tutorial for smarties)
We are here for you - Every Step of the Way.
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Here's how to set up an event...
Step 1: Create an account
You can create a free account here.
Tip: use your school email address and phone number. This email will be visable to ticket purchasers.
Step 2: Create an event
When logged in, click the "+" symbol to add an event.
Then, follow the directions as you go for a simple to understand set-up!
Step 3: Obtain and upload a .csv file
When setting up an event, you will have the option of uploading a .csv file of your students.
What is a .csv file? This is a file that stores numbers and text in simple form. Your .csv file may contain student name, student ID number, grade, etc.
Where do I get a .cvs file? Each school has a different location for this information. Start with your office staff (because we all know our secretaries keep our school running!). You could also try your attendance office, counselors, grade book, or other major event planners in your school. If someone gives you a blank stare when you say "csv", ask for a spreadsheet of the student info. Click here if you need help saving a spreadsheet as a .csv file.
Tip 1: a .csv file will be necessary when you have chosen to "require student ID to purchase tickets".
Tip 2: If using a tablet, chromebook, or other Google based device: open Google Spreadsheets. Choose file > import to upload a .csv.
Once you obtain your school's .csv file, follow these steps:
1.) Edit your file to match our system's formatting exactly:
Yes! Ensure your file has these column titles!
It is very important that each of these 6 columns are present, in order, and spelled correctly (without capitalization). This will ensure that the School Collector software will recognize your data. However, the columns do not all need to have data.
No! You do not need to have the column filled with information.
Alternatively, you can open this file. Choose "file" "make a copy" and copy and paste your information into it!
See how to edit a .csv here:
2. Save the edited file as a .csv file:
a.) Open your spreadsheet in Microsoft Excel, Google Spreadsheets, etc...
Click on "Save As" (1).
b.) Name it.
c.) Click on "Comma Separate Value" (2).
d.) Click "Save".
e.) You will may get an error, but click "Continue" (3). It's telling you that any formatting won't be saved. Which is the case with .csv files.
If you are unable to open your .csv file on your tablet, chromebook, etc. First, open Google Spreadsheets. Then, choose "file" > "import" to upload a .csv.
1. 2. 3.
3. In the event set-up, go to "file upload" and upload your .csv here.
Step 4: Upload other files
Do you have a permission form that you would like all ticket purchasers to have? Anything you upload into the "file upload" section will be emailed to all of your purchasers!
1.) Choose which type of file you want to upload.
2.) Browse for it on your computer (ensure the file type is correct: .txt, .doc, .docs, .pdf are accepted).
3.) Choose "upload".
Step 5: Set ticket restrictions and availibilities
Do you want seniors to buy first? Or, are you selling to multiple schools? If you've uploaded a .csv, you now have the option to customize your ticket sales to allow for tiered sales dates.
1.) In "event set-up", go to "sales dates".
2.) Choose "click here to manage".
3.) Set customized dates.
Now, you're ready to run ticket sales!
Step 6: Run online sales
Great news! You don't have to do anything here! ... just make sure you advertise ticket sales ;-)
Tip: Providing a link to School Collector on your school's website, or emailing a link to students may be helpful. You were emailed a unique URL to your event when you created it. If you lost that, you can access the link by clicking on your event name on your advisor page:
Your unique URL
Step 7: Run cash sales (and manual ticketing)
Running cash sales is optional, but often necessary. Since cash sales are more tedious, it is most efficient to encourage as much online sales as possible (many advisors choose not to mention cash sales until AFTER online sales have run).
1.) On your event page, choose the "view/add ticket" icon:
2.) Choose the "+" icon and either:
a.) Hook up a USB scanner to your computer
1. Click in the "student ID" field.
2. Scan the student's ID (the EASY way).
b). Manually enter the purchaser information.
Simplify your sales! Use a USB scanner to scan a Student ID and automatically populate this information!
Manage your event
Step 8: Run event check-in
If you plan on checking-in students at your event, you will need to bring a USB scanner and a laptop to your event (your event location will need internet access as well).
Tip: you COULD manually check-in every student, but this would slow down your check-in process. A scanner works best!
1.) Once at your event, login to your account and then choose the "scan tickets" button:
2.) The rest is simple! Just scan (or manually add) Student IDs or tickets.
You've done it! Woohoo!
Step 9: Run event check-out
You may also choose to record when students exit your event.
Tip: some schools choose to use this option for school dances so they have record of which students leave early (in case parents come back and question).
1.) To record exits, simply repeat the check-in process on the same "scan tickets" page!