Note: Before you start creating events, we recommend configuring your settings first. This ensures the system aligns perfectly with your organization’s workflow.
How do you create events?
Stager is event-based. This means that whether you are producing a show, marketing it, or selling tickets, you must always start by creating an event.
Go to Events - Calendar to manage your event calender. A new event is created by clicking the New button in the calender. You have four options:
Event: Create a standard single-day event.
Calendar note: Add a note to the agenda without attaching an actual event.
Multi-access event: Create an event group (marked with the umbrella icon) to link multiple events together.
Event from template: Create an event based on a pre-defined template.
You can also click New directly on the specific day in the calendar. This opens the Event - Main page. It is important to know that the information you enter in the Main tab is not just for internal use; this data is also displayed in your online shop and on the tickets sold to your customers. Fill in the required fields and click Save; the event will then appear in the calendar and the additional tabs will become available.
Creating an event
When creating an event you can set the following info for the Main tab:
The event name
The event date
Times for: Production start*, Production End*, Doors open*, Program start, Program end
Location
Spaces
Visitors expected (this has no influence on your capacity)
Event status:
Option: Only visible backstage for internal users. Crew shifts are not visible and cannot be accepted. Tickets cannot be sold yet.
To be confirmed: Same as Option, but lets backstage users know that the official confirmation is coming soon.
Confirmed: Visible in the ticket shop and crew shifts can be accepted.
To be cancelled: Same as Confirmed, but flags to backstage users that the event will be canceled. Nothing else changes.
Cancelled: Tickets are no longer on sale and shifts cannot be accepted. Changing this status does not affect already sold tickets. These will still need to be refunded.
Event type
Project lead
Project type
Comments
*Can be set in settings if your organisation wants to be able to set this or to hide this option.
Duplicate an event
For recurring events that resemble an existing one, use the Duplicate Main tab feature. You can find this under the Actions button. The information entered in the Main tab will be copied to your chosen calendar date, allowing you to quickly create similar events without manual entry.
Working with Series
If you work with recurring events, using a Series is the most efficient way to manage your agenda.
By clicking the Series arrow at the bottom of the Main tab, you can create multiple linked events at once. This ensures that shared information remains synchronized across the entire group.
You can find more information about series here.
How do you move an event to a different date or space?
Move event manually
You move an event by navigating to the Main tab of the specific event and using the move function. This allows you to shift the date or time for the entire production, including doors and program times. By performing this within the event, you ensure all linked details stay synchronized.
Go to Events - Calendar and click on the event you wish to move. Within the event, follow these steps:
Go to the Main tab.
Click on the Actions button at the top right.
Choose Move event.
In the pop-up, you can select a new date or use the 'Move times' fields to shift the schedule. You can also decide if 'Ticket sales start', 'Publication date 'Schedule to publish on', or 'Personnel shifts' should move along with the event by selecting them before you click Move.
Drag and drop
The drag-and-drop function is an intuitive way to move events. This feature is available to users with the 'Manage Event Main Info' permission. In Events - Calendar, hover over an event to see the drag icon in the top-right corner.
When you drag an event, all linked times shift by the same duration. If the event has a sales start, publication date, or personnel shifts, a pop-up will appear asking if you need to change 'Sales start date', 'Publication date', or 'Personnel shifts'.
How can I see what changes have been made in an event?
You can view a chronological overview of all changes made to an event by accessing the activity log directly from the event details. This log displays which user made a specific change and exactly when it occurred. Reviewing this history helps your team track the evolution of an event and identify who updated key information. To view the history, go to the Main tab of an event and click the Activity log button in the top right corner.
Note: To access this feature, users must have the 'View activity log' permission enabled. You can manage these permissions by navigating to Settings - Account - Users.
Which changes are logged?
The activity log primarily tracks updates made to the essential fields within the Main tab of an event. While not every click is recorded, all major logistical changes are captured to ensure a clear audit trail.
The log tracks changes to the following key fields:
Event name
Start date
Start Production
Doors open
Program start
End time
Venue and Space
Status
Project lead and Project type
How to cancel an event
Sometimes you unfortunately you have to cancel an event. Luckily this can be easily done in Stager. To cancel an event, follow these steps:
Navigate to the event in the Calendar.
Change the 'Event status' in the Main tab to:
- To be cancelled: If you don't want to communicate the cancelation of the event to the outside world just yet. This status is only visible internally and will not stop ticket sales and the event remains visible in the shop.
- Cancelled: If you want to communicate the cancelation of the event to the outside world. This status will stop ticket sales and remove the event from being visible in the shop.When the cancelation can be communicated to your ticket buyers, you can send them an email with the Mailer function in Stager. Navigate to the Tickets tab of the event and select Quick links > Ticket management.
In Ticket Management, select all tickets, and click the Send email button. Send it from scratch or from a template. In this email you write that the event unfortunately has been canceled and that they will receive a refund. The refund will be received on the payment method they selected during check out.
Then it's time to refund the tickets. Read how that's done here: Refunding & Rebooking Tickets.