Event Instances are the individual, bookable occurrences of an Event. While an Event record holds the general information for a show or exhibition, Event Instances define the specific dates and times that audiences can attend. They are the engine that powers your website's calendar.
You can manage event instances in two main ways:
From the main menu: Navigate to the
Event Instancessection in the "Event Model" group.From an Event: Open an
Eventrecord and go to the "Instances" tab.
While you can create event instances manually, they are most often imported automatically from a connected ticketing system, such as Spektrix or Tessitura, via the Apps section. This ensures that your website's schedule stays in sync with your box office.
1. Instance Detail
This tab contains the core information for the specific occurrence.
Event (
event):What it is: A required link to the parent
Eventthis instance belongs to.How to use: Select the main event from the list.
Start Date (
startDate):What it is: The exact date and time the instance begins. This is a required field.
How to use: Use the date-time picker to set the start time. The timezone will be inherited from the parent event or the system default.
Venue, Work, Series, Company, and Participants:
What it is: These fields allow you to override the details set on the parent
Event.How to use: For a standard performance, you can leave these blank to inherit the main event's details. However, for a touring show or a special one-off performance, you can specify a different
Venue, link a uniqueWork, or add specificParticipantsfor just this instance.
2. Custom Attributes
Just like events, event instances have their own Custom Attributes tab.
What it is: This allows you to add extra, structured data to an individual instance. This is particularly useful when syncing with a ticketing system.
How to use: Attributes like the performance ID from your ticketing system (
performanceId) or a direct booking link (bookingLinkURL) are often stored here automatically. This data is crucial for connecting the website to the booking path.
3. Display Options
Hide on Calendar (
hidden):What it is: A checkbox located in the sidebar.
How to use: Check this box if you want to exclude this specific instance from appearing on your website's public calendar or listings. This is useful for internal events, press nights, or performances that are not yet on sale.
4. Workflow and Publishing
Event Instances have a simpler workflow than Events or Pages.
No Versioning: They do not have their own version history or draft/published status.
Immediate Changes: Any edits you make to an instance are saved and reflected immediately.
Live Status: An event instance is only considered "live" and visible on your website if its parent
Eventis published. If the main event is a draft, none of its instances will be shown.