Tessitura

Tessitura is software for ticket sales. You will find more information here:

With this integration you can perform the following actions:

Send the event information from Yesplan to Tessitura allowing you to organize the ticket sales there.
Display data from Tessitura (e.g. number of tickets purchased) on the event in Yesplan.

Configuration§

Attention

Configuring the integration requires setting up the “Venue Management API” on Tessitura’s installation. Please contact Tessitura via hello@tessituranetwork.com to open a ticket asking to activate the “Venue Management API”. Tessitura will provide a URL and an Access ID. After that, please contact support@yesplan.be to install the Access ID before starting the configuration.
The integration uses the “Tessitura API”. Please contact your Tessitura administrator to provide you with the following: Tessitura API URL, User ID, User Group, Machine, Password.
The integration also requires the installation of a “stored procedure” in the Tessitura database. Please have your Tessitura administrator contact support@yesplan.be to receive instructions for that installation.

To set the integration, you must take the following steps:

Create mandatory custom data fields.
Create optional custom data fields.
Create custom data fields for data from Tessitura.
Set the integration.

Creating Mandatory Custom Data Fields§

In order to be able to send events to Tessitura, you must set up the following custom data fields in Yesplan:

A publication trigger to transfer the event
An input field for the “Performance code” in Tessitura
An input field for the “Production ID” in Tessitura
Fields for integration data of the data type “Single-Line Text”, for the “Performance ID” and the “Production season ID” in Tessitura

Tip

You can adjust the visibility of custom data fields and determine where these must appear. For more information, see Visibility of Custom Data.
We recommend placing all the custom data fields for Tessitura together on one tab in the event inspector, e.g. with the name ‘Ticketing’.

Go to “System Settings” > “Events” > “Custom Data” and create a new group for Tessitura, or you can choose to add fields to an existing group. Next, add the following custom data fields to the group, and assign them to a tab:

Type of Custom Data Field	Label	Keyword
Publication Trigger	Send to Tessitura	tessitura_publication_button
Input Field	Performance code	tessitura_performance_code
Input Field	Production ID	tessitura_production_id
Drop-down Menu	Facility	tessitura_facility
Integration Data – Single-Line Text	Performance ID	tessitura_performance_id
Integration Data – Single-Line Text	Production season ID	tessitura_production_season_id

Tip

The drop-down menu for the facility will be completed automatically with data from Tessitura. See Connecting Mandatory Fields for more information.
You can choose your own value for the label and keyword, however, later in this manual we refer to the values in the above table.

Creating Optional Custom Data Fields§

When you send an event to Tessitura, then Yesplan transfers the following values by default:

Field in Tessitura	Default Value Sent by Yesplan
PerfDesc	The name of the event.
PerfDt	The start time of the event.
ProdSeasonDesc	The name of the event or event group that is set as production.

You can create a custom data field for these fields:

When the custom data field contains a value, then Yesplan transfers this value to Tessitura.
When the custom data value is empty, then Yesplan transfers the default value to Tessitura.

Tip

Yesplan follows a specific logic when determining the start time. See Sending Schedule Items for more information.

The following table shows for each field in Tessitura which type of custom data field you can use in Yesplan:

Field in Tessitura	Type of Custom Data Field
PerfDesc	Input field on the event.
PerfDt	Time field on the event.
ProdSeasonDesc	Input field on the event.

Tip

We recommend using the displayed start time on the schedule to determine the schedule items in Tessitura. See Sending Schedule Items for more information.
We recommend placing all the custom data fields for Tessitura together on one tab in the event inspector, e.g. with the name ‘Ticketing’.
You can adjust the visibility of custom data fields and determine where these must appear. For more information, see Visibility of Custom Data.

Creating Custom Data Fields for Data from Tessitura§

It is possible to display data from Tessitura in Yesplan, in custom data fields of the type “Remote Data”. If you decide to do this, go to “System Settings” > “Events” > “Custom Data” as administrator. Then, create a new group for Tessitura, or you can also choose to add the field to an existing group. Finally, create custom data fields of the appropriate type:

Field in Tessitura	Type of Custom Data Field in Yesplan
Tickets sold	Remote data – Number
Complimentary tickets	Remote data – Number
Number of attendees	Remote data – Number
Total ticket sales amount	Remote data – Number

Tip

You can adjust the visibility of custom data fields and determine where these must appear. For more information, see Visibility of Custom Data.
We recommend placing all the custom data fields for Tessitura together on one tab in the event inspector, e.g. with the name ‘Ticketing’.

Setting the Integration§

To set the integration, you must take the following steps:

Create integration
Link mandatory fields
Link optional fields
Set remote data

Creating the Integration§

The integration is created as follows:

As administrator, go to “System Settings” > “Integrations”.
Click the ‘+’ icon and name the integration, e.g. ‘Tessitura’.
Select “Tessitura” in the menu next to “Integration Type”.

Then fields will be displayed that you must complete in order to link with Tessitura:

You receive the value for “URL” from Tessitura.
Complete these values and click “Verify authentication” to test the integration.

Linking Mandatory Fields§

To send events to Tessitura from Yesplan, you must link a publication trigger to the integration:

As administrator, go to the “Tessitura” page in “System Settings” > “Integrations”. You can set the publication trigger in the table under “Actions”.
Next to the action “Publish”, select the keyword of the publication trigger that you created under Creating Mandatory Custom Data Fields. In our example, it was ‘tessitura_publication_button’.

Once the publication trigger has been created, you can set the mandatory fields.

Under “Mapping data for event publish action”:
- In the drop-down menu next to “PerfCode”, choose the keyword of the custom data field that you created for this purpose. In our example, it was ‘tessitura_performance_code’.
Under “Mapping data for production publish action”:
- In the drop-down menu next to “ProdNo”, choose the keyword of the custom data field that you created for this purpose. In our example, it was ‘tessitura_production_id’.
Under “Integration Data – Data Flow from Ticketing System to Yesplan”:
- In the drop-down menu next to “Tessitura performance ID”, choose the keyword of the custom data field that you created for this purpose. In our example, it was ‘tessitura_performance_id’.
- Next to “Tessitura production season ID” in the menu, choose the keyword of the custom data field that you created for this purpose. In our example, it was ‘tessitura_production_season_id’.
Under “General Settings”:
- Next to “Facilities” click “Update” to complete the drop-down menu for productions with data from Tessitura.

Tip

Creating Mandatory Custom Data Fields explains how to create these mandatory fields.

Linking Optional Fields§

Besides these mandatory fields, you also have the option to send the values of custom data fields to Tessitura instead of the default values:

As administrator, go to the “Tessitura” page in “System Settings” > “Integrations”.
In the drop-down menu next to the field in question, select the keyword of the custom data field that you wish to use. Creating Optional Custom Data Fields explains how to create these fields.
When you select a custom data field in the drop-down menu, then Yesplan immediately saves your selection. If you still always wish to use the default value, select “Default” in the drop-down menu.

Tip

If an optional custom data field contains a value, then Yesplan sends this value when publishing an event.
If the custom data field is empty, then Yesplan sends the default value.

Setting Remote Data§

In Yesplan, you can also display the values in fields in Tessitura:

As administrator, go to the “Tessitura” page in “System Settings” > “Integrations”. You can set custom data fields in the table under “Remote Data – Data Flow from Ticketing System to Yesplan”.
In the drop-down menu next to the field in question, select the keyword of the custom data field that you wish to use. Creating Custom Data Fields for Data from Tessitura explains how you can create these fields.

Use§

Once everything is set up correctly, you can use the integration to send event data to Tessitura.

Publishing a Single Event§

When publishing a single event to Tessitura, you need to enter the custom data fields for the “Performance Code” and the “Production”. We also recommend that you complete at least the following fields:

Event name
Schedule

Warning

The “Performance Code” should not exceed 10 characters. If you do enter a longer code, it will be automatically shortened.

To publish the event you must click the publication trigger (“Publish Event…”):

Yesplan fetches the available values for “Season” and “Campaign”. Select the appropriate values for these fields in the drop-down menus.
Click “Publish” to send the event to Tessitura.

Tip

Discover which schedule items Yesplan sends to Tessitura.

Publishing Multiple Events at Once§

You can also publish multiple events at once by grouping them together in an event group and turning them into a production:

First create the different events. We recommend that you fill out the information below:
- The custom data fields for the “Performance Code” and the “Production”. These are mandatory fields in Tessitura.
- Event Name
- Schedules
Then group the events or add them to an existing group. See Grouping Events for more information.
Open an event inspector and click “Set Production” at the bottom left. Select the checkbox of the event group that you want to send as a production.
Publish the events by clicking the publication trigger (“Publish Group…”) at the production level.
Select the correct values in the drop-down menus for “Season” and “Campaign”.
Click “Publish”.

Tip

See Creating Mandatory Custom Data Fields for more information about the label and location of the publication trigger.
Discover which schedule items Yesplan sends to Tessitura.

Changing Events§

If you need to amend linked fields, you must do this in Yesplan, because Yesplan leads the integration for this data. You must always change the following fields in Yesplan:

The name of the event
The time the event starts
The production name

Warning

Don’t modify linked fields of linked events in Tessitura. If you do so, these values will be overwritten after the next change in Yesplan.

Revoking Events§

Once you have published an event, the text on the publication button changes into “Revoke Event”. If you then click the publication trigger, you break the link between Yesplan and Tessitura.

Copying Events§

In Yesplan, you can copy events that are already linked with Tessitura. However, these new events are not automatically linked with Tessitura:

After copying, select the correct values for the fields “Performance Code” and “Production”.
Click the publish button to send the event to Tessitura.

Deleting Events§

We don’t recommend deleting linked events in Yesplan. It’s better to give them a certain status in Yesplan, for example ‘Cancelled’. Depending on your work method, you can also break the link between Yesplan and Tessitura for the event in question. See Revoking Events for more information.

Viewing Data from Tessitura§

If you created custom data fields, Yesplan can also show data from Tessitura (e.g. number of tickets sold). See Setting Remote Data.

The data is fetched automatically if more than one hour has passed since the relevant tab containing the custom data fields was opened by a user.
You can also fetch the data manually using the “Refresh” button to the right of the field.

Frequently Asked Questions§

Sending Schedule Items§

Yesplan uses the following logic when determining the times that are sent to Tessitura:

If you have linked a custom data field for the start time, then Yesplan will send the value of this field.
If this custom data field is empty, then this is what happens:
- If the event has a schedule with a displayed start time (red dot), then Yesplan sends the displayed start time to Tessitura. We recommend you work this way.
- If the event doesn’t include a schedule, Yesplan sends the time of the shifted day line.

If Yesplan sends the day line, the times depend on the setting of the shifted day line in Yesplan. For a day line at 07:00 the start time will be 7 a.m.

Tip

We recommend using the displayed start time on the schedule to determine the schedule items in Tessitura.

Overview of (Un)published Events§

In Yesplan, you can create an overview of events with their publication status in Tessitura in two ways: via dataviews and via the query language.

Via Dataviews§

The process is described in the dataview examples: see Publishing Tickets for more information.

For Tessitura, you must then do the following:

Add the publication trigger for Tessitura as a column.
Filter on “{Publication trigger} contains off” for all events that are not linked to Tessitura.
Filter on “{Publication trigger} contains active” for all events that are linked to Tessitura.

Tip

Also use the date filter in your dataview. If you request many events, it may take some time for all the data to appear.

Via the Query Language§

You can use the following queries to get an overview in the general finder or event finder:

event:{keyword-of-the-publication-trigger}: active: Display all the events that are linked to Tessitura.
event:{keyword-of-the-publication-trigger}:"": Return all the events that aren’t linked to Tessitura.
event:{keyword-of-the-publication-trigger}:error: Search all the events where something goes wrong with the link to Tessitura.