How To Load Tickets

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The Load Tickets feature allows you to add ticket inventory to TicketOS so it can be assigned, requested, fulfilled, and reported on throughout the platform. Accurate inventory information helps ensure employees can request the correct tickets, fulfillment teams can deliver tickets efficiently, and reporting remains accurate.

This guide walks through the complete process of loading event inventory, from selecting an event through reviewing and saving your inventory.

Overview

Before loading inventory, gather all relevant ticket information. Having complete information available before you begin will help prevent errors and reduce the need for future updates. The inventory you load determines what employees see when requesting tickets and how those tickets are managed throughout TicketOS.

Accurate inventory helps ensure:

• The correct tickets are available for the correct events and dates
• Fewer support requests and inventory corrections
• Smoother fulfillment and ticket delivery
• Better user experience
• More accurate reporting and reconciliation

Step-by-Step Instructions

Gather Required Information

Before loading tickets, collect the following information:

Event Details

• Venue name
• Event name
• Event date(s)
• Division or business unit

Inventory Details

• Ticket category
• Level
• Section
• Row
• Seat quantity
• Seat numbers

Ticket Format

Depending on your inventory, ticket formats may include:

• Physical
• PDF / E-Ticket
• Mobile
• SeatGeek
• MLB Ballpark

Gathering all information before starting helps speed up the loading process and reduces mistakes.

Navigate to the Load Tickets Page

1. Open the Inventory menu.
2. Select Load Tickets.

The Load Tickets page is where new inventory records are created.

Search for an Event or Venue

1. Search by:
   • Artist
   • Team
   • Venue name
2. Use the Category filter to narrow results if necessary.
3. Select the event or venue associated with your inventory.

If multiple events occur on the same date, searching by venue may help locate the correct event more quickly.

Select Event Performances

1. Review the list of available performances.
2. Select one or more event dates.
3. Continue to the next step.

Selecting multiple performances allows the same inventory setup to be applied across multiple event dates simultaneously.

If the event or date you need is not available, contact your support team before proceeding.

Select the Ticket Format

Choose the format that matches how the tickets are delivered.

Available formats may include:

• Physical
• E-Ticket (PDF)
• TM Mobile
• AXS Mobile
• SeatGeek
• MLB Ballpark
• Tickets.com

The selected format should always match the original ticket format received from your ticket provider.

Before continuing, review any existing inventory warnings to avoid loading duplicate inventory.

Select a Seating Type

Choose the seating type that matches the inventory being loaded.

Examples include:

• Reserved Seating
• General Admission

The seating type determines which seat location fields become available.

For example:

• Reserved seating requires seat numbers.
• General admission typically requires only ticket quantity.

Enter Seat Location Details

Enter the location information that identifies where the tickets are located within the venue.

Required information typically includes:

• Category
• Level
• Section
• Row
• Quantity
• Seat Start
• Seat End

The ticket category is especially important for tracking and reporting inventory across multiple events and venues. Common examples may include:

• Suite
• Club
• Stadium
• Parking

You may also enter notes that will be displayed to users when requesting tickets.

Examples:

• Hospitality access included
• Premium entrance location
• Parking instructions
• Venue-specific restrictions

For venues using odd or even seat numbering, the system can automatically calculate seat ranges when applicable.

Attach Parking Passes

If parking is included with the inventory:

1. Select Attach Parking Passes.
2. Enter the number of parking passes available.

TicketOS automatically calculates the number of tickets associated with each parking pass. This helps ensure parking is distributed fairly when tickets are ordered.

Enter Pricing Information

Enter pricing information for the inventory.

Face Value

Represents the listed value of the ticket.

Cost

Represents the internal cost associated with the ticket.

Charge Price

Represents the amount users may see when requesting tickets and is used for order calculations.

If applicable, select Available for Resale to allow tickets assigned to Public inventory to be considered for resale opportunities.

Configure Inventory Attributes

Inventory attributes help manage fulfillment and ticket tracking.

Inventory Status

Select the current inventory status.

Examples may include:

• In Transit
• Received
• Available

Inventory status helps identify whether tickets have been received and are ready for fulfillment.

Ticket Office

Select the ticket office responsible for fulfilling requests associated with the inventory.

Expected Date

If inventory has not yet been received, enter an expected receipt date.

This allows reminders to be generated if inventory is still outstanding.

Configure Request Limits (Optional)

Request limits can be used to control how employees request inventory assigned to Public or Waitlist distributions.

Options may include:

• Limit employees to one request
• Set a minimum quantity per request
• Set a maximum quantity per request

These settings help enforce organizational ticket policies and promote fair distribution.

Review Your Inventory

Before saving:

1. Review all ticket details carefully.
2. Confirm event dates.
3. Verify seat locations.
4. Check ticket quantities.
5. Review pricing.
6. Confirm inventory status and fulfillment settings.

You can:

• Edit inventory records
• Delete inventory records
• Add additional ticket groups

Taking time to review inventory before saving helps prevent fulfillment issues and future corrections.

Save the Inventory

Once all information has been verified:

1. Click Save.
2. Confirm the inventory appears correctly within the selected event.

The inventory is now available for assignment, distribution, fulfillment, and reporting within TicketOS.

What Happens Next

After inventory is saved, it becomes available for further distribution and management workflows. Depending on your organization's setup, inventory may be assigned, requested by employees, fulfilled by a ticket office, or included in reporting and utilization tracking.

Common Issues

The Event Cannot Be Found

Verify the event name, venue name, and date.

If the event is not listed, it may need to be added before inventory can be loaded.

Duplicate Inventory Warning Appears

Review existing inventory before proceeding.

Loading duplicate inventory can cause fulfillment and reporting issues.

Seat Fields Are Missing

Verify the selected seating type.

General Admission inventory does not require seat number fields and will display different entry options than reserved seating.

Parking Is Not Being Distributed

Confirm that parking passes were attached during inventory creation and that pass quantities were entered correctly.

Pricing Appears Incorrect

Review Face Value, Cost, and Charge Price individually to ensure values were entered into the correct fields.

Important Notes

• Always verify event dates before loading inventory.
• Select the ticket format that matches the original ticket format received.
• Review existing inventory to avoid duplicate records.
• Notes entered during inventory creation are visible to employees requesting tickets.
• Request limits apply only to Public and Waitlist inventory.
• Review all inventory details before saving.