🏃Getting Started with CrowdWork

A Quick Start Guide for Theatres

🎭 Your CrowdWork Playbill

A guide to tonight's features. Running Time: ~15 minutes

💡 Stage Direction: Click any item to jump to that section!

1

Act I: Setting the Stage

2

Act II: The Main Performance

3

Act III: Special Effects

4

Encore

Welcome to CrowdWork!

Let's get your theatre up and running with our platform. This guide breaks down the essentials into bite-sized pieces - tackle them one at a time at your own pace. Go from zero to ticket sales in 15 minutes!

Initial Setup

🎟️ Create Your Account & Enable Payments

Navigation: Dashboard → Theatre → Theatre Details

Direct link: Create Your Free Account

  1. Create your free account at crowdwork.com/signup

  2. Enter your theatre details and timezone

  3. Connect your Square account for payment processing

    • Don't have Square? Create a free account

    • Instant deposits to your account

    • Simple pricing: $1 per ticket + standard card processing

    • Free tickets and cash sales have no fees

💡 Pro Tip: Want step-by-step instructions? Check out our complete setup guide.

🎨 Customize Your Theatre

Navigation: Dashboard → Theatre → Theatre Details

Direct link: Theatre Settings

  1. Upload your logo

  2. Add your address

  3. Set default event descriptions

  4. Configure sales windows

  5. Set global blackout dates

Need a little more detail? Visit our complete customization guide.

📱 Set Up Our POS Mobile App

Navigation: Dashboard → Theatre → Point-of-Sale

Direct link: POS Settings

Get our free POS app to manage in-person sales and check-ins:

  1. Download the CrowdWork POS app (if it says "Fourth Wall Tickets" don't worry, that's our old name and it just hasn't updated in the app stores yet!)

  2. Quick Setup

    • Sign in with your CrowdWork account

    • Connect a Square card reader (optional)

    • You're ready to sell!

  3. Key Features

    • Sell tickets in person

    • Accept credit cards or cash

    • Scan and check in ticket holders

    • View real-time sales data

    • Process refunds

💡 Pro Tip: Perfect for front-of-house staff! Create user accounts with limited box office access.

Full POS setup guide available here

Creating Events

🎭 Create Shows

Navigation: Dashboard → Shows → + Add New Show

Direct links: View All Shows | + Create New Show

Example: One-Time Shows

Perfect for special events, guest artists, or single performances

  1. Select "Once" from Occurs dropdown

  2. Set show date and time

  3. Choose pricing:

    • Single price for all tickets

    • Multiple price tiers

    • Pay what you want option

Example: Weekly Shows

Ideal for regular performances or recurring events

  1. Select "Weekly"

  2. Set first show date/time

  3. Optionally set end date

  4. Add any blackout dates

Example: Monthly Shows

Great for regular showcases or monthly specials

  1. Select "Monthly"

  2. Choose week position (First/Second/Third/Fourth/Last)

  3. Pick day of week

  4. Set time

Want more scheduling options? See our complete scheduling guide.

📚 Create Classes

Navigation: Dashboard → Classes → + Add New Class

Direct links: View All Classes | + Create New Class

Example: Multi-Session Classes

Perfect for workshops, training programs, or series

  1. Check "Dates are purchased as a grouped package"

  2. Add all session dates

  3. Set program pricing

  4. Optionally add capacity limits

Example: Drop-in Classes

Ideal for ongoing classes with flexible attendance

  1. Set up as recurring events

  2. Keep individual date purchase enabled

  3. Configure pricing per session

  4. Optional: Set capacity limits

One-Off Workshops

Perfect for guest teachers, special topics, or introductory sessions

  1. Select "Once" from Occurs dropdown

  2. Set single date and time

  3. Choose pricing structure:

    • Single price for all students

    • Multiple tiers (e.g., Early Bird, Regular)

  4. Optional: Set capacity limit and sales window

Need class management inspiration? Visit our class creation guide.

Advanced Features

💰 Pricing Strategies

Navigation: Dashboard → Shows/Classes → Edit Show/Class

Multiple Price Tiers

  1. Select "Multiple Prices" when creating event

  2. Add tiers (e.g., General, Student, VIP)

  3. Set price and capacity for each

  4. Optional: Add passwords for restricted tiers

Pay What You Want

  1. Enable "Pay What You Want" pricing

  2. Set suggested price (optional)

  3. Define minimum amount (optional)

Sales Windows

Control when tickets become available:

  1. Set "Sales start at" date/time

  2. Set "Sales end at" date/time

  3. Leave blank to use theatre defaults

🏷️ Discount Codes

Navigation: Dashboard → Discount Codes → + Create New Discount

Direct links: View Discount Codes | + Create New Discount

  1. Navigate to Discount Codes section

  2. Click "Create New Discount"

  3. Choose discount type:

    • Percentage off

    • Fixed amount off

    • Free tickets

  4. Set usage limits:

    • Total uses

    • Uses per customer

    • Valid dates

💡 Pro Tip: Start simple and add complexity as needed. You can always update settings later! When you need more guidance, see our full Discount Codes page.

🎁 Gift Cards

Navigation: Dashboard → Gift Cards

Direct links: Gift Cards Dashboard | + Create New Gift Card

Offer gift cards that customers can purchase and redeem for any show or class:

  1. Enable Gift Cards

    • Navigate to Gift Cards section

    • Toggle gift cards on for your theatre

  2. Set Options

    • Choose preset amounts or allow custom values

    • Customize email delivery message

  3. How They Work

    • Customers purchase online or at POS

    • Recipients get an email with their gift card code

    • Codes are entered at checkout to apply balance

💡 Pro Tip: Gift cards make great holiday promotions! See our full Gift Cards guide.

⏳ Waitlists

Navigation: Dashboard → Shows/Classes → [Event Name] → Waitlist Settings

Direct link: View Waitlist

Never turn away a potential customer when events sell out:

  1. Enable Waitlists

    • Open any show or class

    • Toggle waitlist collection on

    • Waitlist automatically activates when sold out

  2. Managing Waitlisted Patrons

    • View waitlist from event overview page

    • Send invitation emails when spots open

    • Track conversion and demand

  3. Why Use Waitlists

    • Capture demand data for future planning

    • Convert waitlisted patrons when cancellations occur

    • Gauge interest for adding more dates

💡 Pro Tip: Industry average conversion from waitlist to purchase is about 40%! See our full Waitlists guide or explore creative waitlist strategies.

🧑‍🎨 Giving Your Staff Access

Navigation: Dashboard → Users

Direct link: Manage Users

Perfect for setting up your team with appropriate system access:

  1. Invite Staff Members

    • Enter staff email address in the Users Dashboard

    • Click "Invite User"

    • They'll receive account creation email

  2. Assign Role Levels

    • Box Office: For front desk, ticket checking

    • Producer: Show management and customer data

    • Instructor: Class management only

    • Manager: Full access except financials

    • Admin: Complete system access

💡 Pro Tip: Start staff with minimal access - you can always upgrade their role later! For more details on roles and permissions, see our full Managing Staff guide.

📖 Helpful Links

Quick links to a few pages you might find handy...

Platform Quick Links:

Documentation:

🗺️ Navigation Quick Reference

The quickest way to find what you need...

Class & Show Management

Direct links: Shows | Classes | Registrations | Tickets

  • Create Show/Class: Dashboard → Shows/Classes → + Add New Show/Class

  • Edit Show/Class: Dashboard → Shows/Classes → [Event Name] → Edit 🥕 Read More: Creating a Show or Class

  • View Class Registrations (2 options):

    • Dashboard → Classes → [Class Name] → Registrations are in the table at the bottom

      • → Click ••• next to an order for more options (details/refunds)

      • → Checkmark that order and select Actions → Edit to modify (exchanges)

    • Dashboard → Registrations → At the top, Filter by Class/Dates/ID → Click ••• next to an order for more options

  • Moving Customers/Students to a Different Class/Show: Dashboard → Customers/Students → [Person Name] → Edit → Select the ticket → Actions → Edit 🥕 Read More: Managing Exchanges

  • View Sales Totals: Dashboard → Shows/Classes → [Event Name] → Top of Page has Sales Info

  • View/Manage Admissions for an Event: Dashboard → Shows/Classes → [Event Name] → View admissions table at bottom of page 🥕 Read More: Managing Admissions

  • Get Email Notifications when a Class/Show is Purchased or Sells-Out: Dashboard → Notifications → + Create New Notification 🥕 Read More: Setting Up Notifications

Customer Service Tasks (Exchanges & Refunds)

Direct links: Customers | Students

  • Switch Student to a Different Class: Dashboard → Students → [Student Name] → Edit Student → Select the ticket/registration → Actions → Edit

  • Exchange a Ticket: Dashboard → Customers → [Customer Name] → Edit Customer → Select the ticket/registration → Actions → Edit 🥕 Read More: Managing Exchanges

  • Issue a Refund: Dashboard → Customers/Students → [Person Name] → Edit → Click ••• next to order → Issue Refund 🥕 Read More: Issuing Refunds

Customer Information (Orders, Profiles & Custom Checkout Fields)

Direct links: Checkout Fields | Theatre Settings

  • Collect Phone Numbers from Students/Customers: Dashboard → Theatre Details → Checkout Options → Collect Phone Numbers

  • Collect Email Newsletters Subscriptions During Checkout: Dashboard → Theatre Details → Checkout Options → Collect Newsletter Opt-Ins

  • Collect Additional Info During Checkout: Dashboard → Checkout Fields → Edit Fields → + Add New Checkout Field 🥕 Read More: Custom Checkout Fields

  • View Data Collected During Checkout (3 options):

    • Dashboard → Checkout Fields → Submissions

    • Dashboard → Customers/Students → [Person Name] → Edit → Click ••• next to order → View Custom Submission

    • Dashboard → Shows/Classes → [Event Name] → Click ••• next to an order → View Custom Submission

  • View Customer/Student Profile Details: Dashboard → Customers/Students → [Person Name] → Profile Details at the top

  • View Customer/Student Purchase History: Dashboard → Customers/Students → [Person Name] → Orders in the bottom table

Email Features (Activity Notifications, Custom Email Text, etc.)

Direct links: Notifications | Theatre Settings

  • Add an Opt-in for Email Newsletters During Checkout: Dashboard → Theatre Details → Checkout Options → Collect Newsletter Opt-Ins

  • Add Custom Information to all Emails: Dashboard → Theatre Details → Global Show/Class Descriptions

  • Add Event-Specific Email Text: Dashboard → Classes/Shows → [Event Name] → Edit button → scroll down to Confirmation Email section

  • Get Email Notifications on New Purchases or Sold-Out Events: Dashboard → Notifications → + Create New / Edit an Existing Notification

  • Find a Customer/Student Email Address: Dashboard → Customers/Students → [Person Name] → Profile Details at the top

  • Get all Customer/Student Email Addresses: Dashboard → Customers/Students → (optionally use the Filters) → Export CSV button

  • Get all Customer/Student Email Addresses for a Specific Show/Class: Dashboard → Tickets/Registrations → Filter by Event/Date → Export CSV button

Financial Tools (Fees, Reports, Square, Discounts, Donations)

Direct links: Analytics | Discount Codes | Payment Plans

Marketing Tools (Email Lists, Discounts, Gift Cards, Website Embeds)

Direct links: Embeds | Discount Codes | Gift Cards | Tags

  • Embed Full Calendar of All Shows or Classes on My Website: Dashboard → Theatre → Embeds → Shows or Classes section → Copy calendar widget code

  • Embed Calendar of Some Shows/Classes on My Website: Dashboard → Theatre → Embeds → Shows or Classes section → Filter by Tags → Copy calendar widget code 🥕 Read More: Embedding Widgets

  • Sales, Promos and Discount Codes: Dashboard → Discount Codes 🥕 Read More: Setting Up Discount Codes

  • Add an Opt-in for My Email List During Checkout: Dashboard → Theatre Details → Checkout Options → Collect Newsletter Opt-Ins

  • Get Email List of all Customers/Students: Dashboard → Customers/Students → (optionally use the Filters) → Export CSV button

  • Get Email List of Customers/Students for a Specific Show/Class: Dashboard → Tickets/Registrations → Filter by Event/Date → Export CSV button

  • What is the Direct Link to My CrowdWork Website: Dashboard → Public Links → Shows/Classes

Notifications (Purchase & Sold-Out Alerts)

Direct link: Notifications Dashboard

Theatre Settings (Your Account Details, Fees, Your Links)

Direct link: Theatre Settings

Website Integration (Embed Calendars or Cards on Your Website)

Direct link: Embeds Dashboard

  • Embed Full Calendar of All Shows or Classes: Dashboard → Theatre → Embeds → Shows or Classes section → Copy calendar widget code

  • Embed Calendar of Some Shows/Classes: Dashboard → Theatre → Embeds → Shows or Classes section → Filter by Tags → Copy calendar widget code 🥕 Read More: Embedding Widgets

Getting Help

Need help? Our support team is always here for you! Contact Support through your Dashboard or email [email protected]

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