On-Site guide for theatres

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Plan your setup weeks in advance

1. Ensure a strong WiFi or 4G connection

Always make sure that yo have an internet connection that is:

1. Stable
2. Strong
3. Password protected

You will need it to sell tickets via the POS, (connect your printers and computers), modify bookings and scan tickets.

Test the quality and strength of your Wi-Fi with the equipment you will use 

If your connection is weak, you can get a 4G hotspot. You will find more information about the 4G Wifi terminal in this article.

2. Equipment management and placement

Take some time to analyse your needs and your venue. Make sure that you have all the equipment you need weeks before your opening, so that you still have time to rent/buy extra equipment in case you find yourself with a shortage.

• Do you sell tickets on-site?
• Do you print tickets on-site?
• Do you scan tickets at the entrance?
• Do you scan tickets at the exit?
• Can you charge your equipment at those locations?
• Is the Wi-Fi strong at those locations?
• etc.

Here is a list of some equipment that is important:  

1. Mobile phones or scanners to scan tickets (connected to Wi-Fi or with a charged SIM card)
2. Printers and consumables (paper and ink) to print tickets
3. Computers to manage bookings
4. 4G hotspot or other WiFi sources
5. Battery chargers for electronic devices 
6. Extension cords

Plan the placement of electronic devices early on. These devices will be using much battery, so make sure that you set them up close to a power source or use extension cords.

3. Staff planning and management

In order to use the POS at different entrances simultaneously, you will need to give your team members access to your Smeetz for Business account and to make sure they are prepared. To do so, please follow those steps:

1. Grant access to your staff. You will find more information in this article.

2.     Help them installing Smeetz for Business on the main screen of mobile phones/ scanners, to facilitate the scanning process. You will find more information in this article.

Point-Of-Sales

• The POS can be accessed on any computer or tablet.
• Give team members at the cash desk access to the POS to sell tickets.
  • Give them the role of  "Seller", if you want them to be ONLY able to access the POS 

Scanner

• Give team members at the entrance/exit access to the scanner for ticket scanning.
  • Give them the role of "Security", if you want them to be ONLY able to access the scanner 

Before your opening

1. Train your staff and management team

1. 1. Plan and make sure that you have the right amount of staff with the right access rights, to cover your opening hours and on-site functions. 
   2. Give your staff their login information to Smeetz (email and password)
   3. Train your staff on how to use the POS and/or scanner, you can find all the necessary information on how to create a sale here and about the scanner here
   4. Train your staff with higher access on how to use the attendee manager. More information here

2. Setup and test the scanner(s)

Scanning can be done with multiple devices, such as mobile phones, tablets or professional scanners:

• Usage of mobile phones: you will find more information in this article.
• Usage of Zebra TC21 scanner: you will find more information in this article.

3. Set up and test printers

Follow these steps to set up Zebra ZD420 printers, so they are ready for use when people buy tickets.

Make sure to test the printer before the start of sales, ideally every morning.

• Check if the paper has been inserted correctly: simply press the button located between the button of a pause sign and X sign
  
  Please check the tutorial if needed:

• Check if the ticket will be printed cleanly by buying a test ticket.

To setup a test ticket:

1. Create a ticket that is free, be careful not to forget to archive it after
2. Do not make it available for online sale by un-ticking online availability on the ticket 
3. Go on the POS and buy this ticket
4. Print the ticket

To do and not to do