Box Office Events Creation Upgrade

This enhancement to your Box Office makes creating and managing events faster, clearer, and more flexible—especially for athletic schedules and multi-game events.

Explanation of New Enhancements & The Benefits:

1. School Year Tracking

What’s new

• Automatic current school year detection (July cutoff)

• New events default to the current academic year

• Existing events retain their assigned year

Client benefit

• Events are organized by academic year, not just dates, making it easier to manage seasons and historical data.

2. Athletic Participant Management

What’s new

• Multi-team selection for athletic events

• Two participants required for events where there is an opponent

• Participant logos and unified team data displayed

Client benefit

• Athletic events clearly define who is competing, improving accuracy, consistency, and clarity for staff and fans. This will not affect other event types outside of “athletics”.

**Please note that participants are not required if the selected department is not athletics. 

3. Parent / Sub-Event Support (Tournaments & Multi-Game Events)

What’s new

• Create parent events (e.g., tournaments)

• Attach existing events as sub-events

• Clone parent event details to quickly create sub-events with overrides (date, participants, duration)

Client benefit

• Supports real-world tournament and multi-game workflows, significantly reducing setup time for complex events.

4. Smarter Event Naming

What’s new

• Auto-generated event names based on teams and activity

• Event names lock after creation to prevent inconsistencies

Client benefit

• Consistent, accurate event naming with fewer manual errors and less rework.

5. Flexible Venue Handling

What’s new

• Venue is no longer required for every event

• Supports TBD or undecided venues without workarounds

Client benefit

• Easier event creation when venue details aren’t finalized.

6. Enhanced Visibility & Publishing Controls

What’s new

• Separate controls for where an event appears:

  • Hometown Engage site

  • VBO embed

  • Fan app

Client benefit

• Greater control over event visibility across ticketing and digital channels.

7. Guided Setup & Smarter Defaults

What’s new

• Faster setup with guided UI

• Smarter default selections and visibility rules

Client benefit

• Less guesswork and faster event creation, even for less experienced users.

8. Contextual Validation & Clearer Errors

What’s new

• Validation rules tied to event context (participants, school year, venue)

• Clearer date and time error messaging

Client benefit

• Errors are easier to understand and fix, reducing frustration and setup time.