[Video Walkthrough] All about Workshops

INTRO: WORKSHOPS!

Pixifi’s Workshops are designed for any type of function or Workshop that you would want people to buy a Ticket for.  Workshops are very useful for those of you who may hold fundraising Events, teach courses, hold conferences, etc.  

The only way you will be able see or use this Workshops module is if you are currently on the Studio Pro plan, but I would encourage you to stick with us anyway so you can see what Pixifi Workshops have to offer you, if not now then possibly in the future of your business.  It’s nice to at least be aware of these extra ways Pixifi could meet your needs, should they ever arise for you.  The reason….we added Workshops to the features that Pixifi offered was that we had Clients who found themselves in need of such a feature due to a specific Event they found themselves hosting.  Should that situation ever present itself to you, it’s nice to know that you can upgrade your plan (even if only for a couple months) to use features like this when you need them!

WORKSHOP OVERVIEW (01:10)

Okay, so let’s just say that I have established a following of photographers who love my work and are constantly asking me how I am able to achieve certain lighting compositions.  Finally, a LIGHTbulb goes off in my head; “hey!  I could probably teach a little course on this (either physically or virtually) and make a little extra dough!"  What do I need to do to make that happen?  A Workshop!  

Before I dive in on how to create a Workshop, let me show you what my potential new Workshop attendees are going to see when they are looking to buy a Ticket!  This is what my attendees will see when they click the link to my Workshop page where they can claim their spots and buy a Ticket!  The customization of the look and feel of your Workshop page functions pretty similarly to the way you learned how to customize your pricing pages, proposals, and booking pages.  You can see I have this nice little header image, our branding on the top corner and all of the Workshop information listed below.  You can set the Ticket information to display a few different ways (offering a few different options for booking), allow your guests to add things to their virtual cart, and even check out online using whichever payment merchant options you desire to offer.

I’m going to click [Add To Cart] on this first Ticket and if you hover over the “items added" section here at the top, a cart overview drop-down will appear for your guests to review what is in their cart.  I’m going to click on this [Checkout] button and you’ll see that you can also set up coupon codes for your Workshops as well.  When your Client clicks [Proceed to Checkout], they will be taken to a page where they can enter whether they are a new customer or a returning customer.  If they are a new customer, they will be prompted to fill out all of their information and continue to payment, but if they are a returning customer and they login with their Client Portal credentials, the system will auto-populate all the information it has on file for them and they can just proceed to payment from there.  When they check out they are sent an email with a PDF Ticket they can use to attend your Event.  So, now I bet you’re dying to see how to create your own!

CREATING A WORKSHOP (03:11)

On your left nav bar, go to THINGS TO DO, and WORKSHOPS.   Go up to the little [Actions] button and select [+ Add Workshop].   A window will pop up where you can set your brand, pick a URL for your Workshop link, name your Workshop and list any details you want visible on the front page of your Workshop.  You can add a custom Promo Image here, select what date the Workshop will be held, set the times, and the total number of people you will admit to your Workshop.  

Now, one distinction I want to make real quick is between quantities of Tickets vs the capacity of attendees.  

You may have a circumstance where you want to offer two or three types of Tickets with their own designated quantities of each, such as 20 Tickets that are available for people who bring their own external flash to your lighting Workshop, and 20 Tickets available for people who might need you to rent an external flash for them and these Tickets would be priced a bit higher to account for the flash rental.  

BUT let’s say you only have a max capacity for 20 people to attend your Workshop overall!  As your attendees register and purchase their Tickets you may have a random assortment of people who need the rental and those who don’t, but regardless of however many Tickets are purchased of each, once your max capacity of 20 attendees is reached, all available Tickets left for each type will cut off.  

After all, you can’t sell 12 no-flash Tickets and 17 need-a-flash Tickets when you can only physically seat 20 bodies!  This is an important distinction to understand and remember when you are setting up your Ticket availability and your max capacity of the Workshop.  

Once your Workshop is saved, you’ll see your Workshop overview where you can continue to edit or simply monitor your upcoming Workshop.  The first major section below your Workshop information is “Tickets" where you will be able to track how many Tickets are still available and of which kind, if you have multiple Ticket types.  

CREATING TICKETS (04:50)

Let’s create some Tickets!  I’m going to click on this little [+ Add Ticket] button up here where you can walk through the steps of setting up your Ticket options.  You’ll see a list of possible options for the Ticket such as the Ticket name, price (or free), quantity available for that specific Ticket, whether or not it is taxable, and an opportunity to add a Payment Terms Template.  If you do not select a Payment Terms Template, they will be prompted to pay the entire amount upon checkout.  If you click on the “Advanced Options" you can choose when you want this specific Ticket available for purchase so you can send the link to the Workshop but not make the Tickets available until a certain date.  You can also add a description that will show up under the Ticket name which explains to your Client how one Ticket varies from another.  If you check off “Allow Early Registration," you can offer an even cheaper Ticket price and determine a start and end date for when those tickets will cease to be available.  So we will save this sample Ticket by clicking on [√ Save Ticket].

CLIENT VIEW (06:14)

So now that we’ve just created a test Workshop and a test Ticket together, let’s walk you through what your Client will see when you send them this new link to our new Workshop!  Click on [View Secure Workshop] and when you land on this page, this is what your Clients will see (and this is actually the link you would send your Clients).  You’ll see that your Clients have the opportunity to purchase their Ticket (or Tickets if you allow multiple) by adding them to the cart.  You can hide your “quantity remaining" column so they can’t see how many Tickets are remaining in case you are trying to create a sense of urgency and don’t want them to know how many Tickets are still available. We’ll show you how to do this when we go over the settings later in this video!  Once they’re done with their selection, they can click on the [Checkout] button and proceed to checkout which is exactly like the booking pages you saw in more detail in Class 303: Booking Pages.  

YOUR VIEW (06:54)

Once you actually get a few Clients booking you can keep track of them right here on your Info tab of your Workshop.  You’ll see how many Tickets of each given type were purchased and how many you have left available, as well as a list of your attendees and all of their personal and Event-specific information.  Below your Tickets section, you will also see the next section labeled “Attendees" which is where you will be able to view all of the people who have purchased Tickets for your Workshop, as well as manage them.  A bunch of action buttons for each Attendee will appear, allowing you to re-send their .pdf, check them in, check them out, move them, delete them, etc…

WORKSHOP SETTINGS (07:34)

Now let’s go back to the main Workshops Module and we’re going to take a look at the Workshops Settings tab.  By default, you will see that certain options which helped to create the Workshop booking page you just saw are not enabled.  

So let’s take a look real quick about what each of these settings control for you.  First you can create a “Global Name for Workshops" which is the name that appears on the external website (basically, what your attendees will see) for ALL of your Workshops!  So, in other words, if you are a studio that holds trainings often and you want to change the global name that appears to your attendees from “Workshop" to “Training" you can do this here, but remember that when you make a change to this global name, it will also change any other Workshops you have open anywhere else.  If you want one of your Workshops to become an exception to any of your global settings, you can override them locally by going to the “Advanced Settings" (09:31)section which you have some experience doing from our Booking Pages and Proposals, but we will go over it again a few minutes later in this video as well.

The next setting you can control here is a toggle between offering coupon, groupon, or living-social codes on registration pages, and whether you want your attendees to see how many Tickets remain available as they order.  You can also choose to have a system-generated QR code on their PDF receipt so that it can be scanned by any QR code reader; when the code is scanned this will take you to a Pixifi website saying that your attendee has successfully checked in!  The coolest thing about this is that when the QR code is scanned, (as long as you’re logged into your account in your browser) it will just mark them as automatically checked in right here next to their name.

The default Workshop checkout, defaults to only allow you to purchase one Ticket at a time (in other words there is technically no shopping cart).  When you switch your setting to [Enable] the shopping cart, people can purchase multiple Tickets or even multiple Tickets from multiple Workshops before finally checking out!

Going back into our specific Workshop, you’ll see if you toggle this button from [VIEW] to [EDIT] that you can set the location of your Workshop here.  When you scroll down you will see the “Advanced Options" for this Workshop.  Any settings you change here will override any global settings you may have set earlier but will only affect this Workshop.  

CLOSING REMARKS (09:52)

Class dismissed!  Thank you for taking the time to learn all about Workshops!  In this video, we taught you what Workshops were, when you might want to use them, and how to create and manage them!  In the next video, we will be teaching you all about sharing with other studios and other vendors!  

There is no extra credit for this section, so feel free to put on those leg warmers and pull up your next Saved By the Bell on Netflix.  Or, you could move right along to our next video, Class 402: Sharing!