How To’s

Add an Event
  1. Click here to Add an Event (Note, if the event is at a new location that is not in the cigar bar directory, you must add a location first.)
  2. Fill out the form completely.
  3. If this is an official Speakeasy event, below “Bookings/Registrations” check the box “Enable Registrations”
  4. When you enable registrations, Ticket info will appear below. You MUST edit the available dates for each ticket. All regular tickets should be available until 7 days before the event (so for a Thursday Event, the Friday before at 3pm). Late tickets are only available after regular ticketing has closed.

Please note:

  1. The fields Offsite Ticket Required and Offsite Ticket Link are only for unofficial events (ie, Whiskeys of the World or a wine tasting)
  2. DO NOT enable registrations for unofficial events.
Manage Event Check-Ins and No-Shows

 

  1. Click here to Manage Event RSVPs.
  2. Click on the name of the event (anywhere the event name is listed)
  3. Under Bookings you will see a list of all registered to attend.
  4. Click Approve if the arrived, Click Reject if they no-showed. (This verbiage will be changed at a later date)

To Create a Report of No-Shows:

  1. Under Bookings, select “rejected” from the drop-down menu.
  2. Click the “Filter” button to the right.
  3. To download a report, click the “CSV” icon to the left.
Export Report of Attendee/Tickets/NoShows

 

  1. Click here to Manage Event RSVPs.
  2. Click on the event you want to run a report for.
  3. Under Bookings you a small settings icon (gear) Click it. It will open a window.
  4. Drag the fields you want to include in your report to the yellow side. Click “save settings” button
  5. Click the “CSV” icon next to the setting icon. This will download a CSV file. Open it as a spreadsheet.
Email Everyone Registered for an Event

Automated emails already go out 1 day prior to an event. These instructions are for sending a custom email to all event registrants before or after an event.

(From the Back-end Admin)

  1. In the left nav, go to TOOLS > EMAIL REMINDERS
  2. Select the event from the dropdown menu*
  3. Fill out the email form and send.

* There is a minor bug that is causing some old test events to show in this list. It should be pretty obvious not to select any of those.

 

Export Event Tickets

 

  1. Click here to Manage Event RSVPs.
  2. Click on the name of the event (anywhere the event name is listed)
  3. Under Bookings you will see a list of all registered to attend.
  4. Click Approve if the arrived, Click Reject if they no-showed. (This verbiage will be changed at a later date)

To Create a Report of No-Shows:

  1. Under Bookings, select “rejected” from the drop-down menu.
  2. Click the “Filter” button to the right.
  3. To download a report, click the “CSV” icon to the left.
Manually Register an Attendee

Go to Events > Bookings >
Click on the event you want to register someone for
On the next page, at the top to the right of the event name, click the “Add Booking” button.
Click here for more advanced instructions

Cancel Event Registration for a Member
  1. Click here to Manage Event RSVPs.
  2. Filter the list if necessary to find the event and the row with the member’s name
  3. Click View/Edit link on the right
  4. Under Booking Details, next to “Status” click the “Change Status” button
Add/Edit a Cigar Bar Directory/Event Location
  1. A location must exist before you can add an event at that location.
  2. Click here to see if the location has already been submitted.
  3. Click the tab at the top that says “All Locations”.
  4. If the location exists, click the name of the location to edit.
  5. If the location does not exist, Click “Add New” button at the top right or  Click here to add a new location.
Invite a Cogniscenti (Chad)
  1. Login to the site, get an invite code from the right side bar on My Profile Page.
  2. Email this link to your invitee http://beta.speakeasycounterculture.com/membership/cogniscenti-membership-invite/ along with the invite code
Set Up Corporate Memberships

(From the Back-end Admin)

For Corporate Memberships with Only 1 Official Member

  1. In the left nav, go to Memberships > Members List > Click on Corporate Member Name
  2. Scroll down to Invite Codes. By default there are 2. “Increase total number of invite codes to”. A standard corporate membership includes 3 tickets per event. Update this to 42 invites total.
  3. Click Update User at the bottom of the page. This will refresh and show the correct number of invite codes.
  4. DO NOT DO THIS FOR CORPORATE MEMBERS WITH ASSOCIATE MEMBERS!!

For Corporate Memberships with Multiple Official Members (Corporate Associates)

  1. When a corporate member checks out, they are prompted to provide associate email addresses. These email addresses can be accessed in their woo-commerce order. there will also be an email notification of order.
  2. In the left nav, go to WooCommerce > Order > Click on the order number (if you aren’t sure which one is corporate click on the # of items in the purchased column and it will display the order)
  3. Create 2 new invite codes for the master corporate user by going to Memberships>Members List> Select the Member. Scroll down to Invite Codes and “Increase the total number of invite codes” by however many you need to send.
  4. Email each invitee separately with their invite code and this link http://beta.speakeasycounterculture.com/membership/corporate-associate-membership-invite/
  5. When Associate Members accept this invitation, they will be enrolled with all of the benefits of an Aficionado member at no cost and everything after that is automated.
Changing Corporate Associate Members

(From the Back-end Admin)

  1. To delete a member before their membership has expired, in the left nav,  go to Users> All Users and delete the user.
  2. Next you will need to create a new invite code for the master corporate member by going to Memberships > Members List > Select the Member. Scroll down to Invite Codes and “Increase the total number of invite codes” by however many you need to send.
  3. Email the new invitee separately with their invite code and this link http://beta.speakeasycounterculture.com/membership/corporate-associate-membership-invite/
  4. If the master corporate member is not re-assigning an associate, you may add additional invite codes to the master corporate membership to accommodate the remainder of the year.
Re-Issue an Invite Code after an Invited Guest Joins as a Paying Member

(From the Back-end Admin)

  1. Create a new invite code for the member by going to Memberships>Members List> Select the Member. Scroll down to Invite Codes and “Increase the total number of invite codes”
  2. Email the member to thank them for their guest joining and to let them know they have been re-issued a new invite code.
Add Temporary Sidebar Content

In the back-end Admin

  • In the left nav, go to Sidebars > Add new
  • Use the tabbed form to set the conditions and the schedule.
  • In the right column, set the options. The action option will be “Merge”.
  • Click the red “Update” at the top right of the page.
  • In the left nav, go to Appearance > Widgets
  • Find the section labeled with the name of the sidebar you created.
  • Add the content you want to appear there by dragging content types from the list on the left to your sidebar’s box.
Use WooCommerce Subscriptions Features (Reports, Subscription Emails, etc.)
Add and Manage Products in WooCommerce
Create a WooCommerce Product/Membership Coupon

(From the Back-end Admin)

  1. In the left nav, go to WOOCOMMERCE > Coupons.
  2. Click Add Coupon.
  3. Fill out all three tabs under Coupon Data.

This coupon will only work for a product or a membership

Create an Event Coupon

(From the Back-end Admin)

  1. In the left nav, go to EVENT > Coupon Manager.
  2. Click Add New
  3. Fill out the form.

This coupon only works for events

Export Bookings from an Event
  1. Go to Dashboard and Events
  2. Click on Events
  3. Change search filter from Future Events to Past Events
  4. Find your event
  5. Click on the Bookings link on the right of the event from the search results (DO NOT click the name of the event and go into it. Do this from the event search results).
  6. Scroll down slightly and click the small CSV icon on the top left corner of the Bookings table
  7. Check “Split bookings by type”
  8. Set Columns to Export to the following: (drag and drop fields. orange fields are exported. white ones are not)
    1. Name
    2. Phone
    3. Email
    4. Event
    5. Ticket Description (note: this field will not appear unless you checked “Split by bookings type” above)
  9. From the exported CSV file, copy all cells and paste them into the Speakeasy Google Spreadsheet called Speakeasy Event Attendance Records. Make sure to paste in the relevant month tab/worksheet.