Complete Guide to Building a Seating Map

This is a detailed step-by-step guide if you are having trouble navigating the Seating Maps tool in the process of creating your map.

If you're just after a quick "get started" guide to get you up to speed:

Are you using Chrome as your web browser?
We highly recommend using Chrome when you're using Seating Map to make sure your work doesn't get lost as it is an intensive WebGL application and due to recent upgrade on Safari, it may reload the webpage automatically without saving your work.

1. Create a seating map

Once you've selected your event from Events, you will see Seating Maps from the left menu bar.

1.1 Create a map from scratch

Simply click Create new map to begin.

1.2 Create a map from an existing venue template

If you have built a seating map before in your account, you will see them listed as templates here.

Select one to duplicate the old seating map layout for your new event - this will be very useful and saves you a lot of time if you are running multiple events in the same venue.

2. Name your seating maps

When you have multiple venues, it is important to organise your seating maps by giving them different names. To do so, simply click the pencil button towards the top left corner.

3. Add a seating type to your map

We have built 4 seating types to give you as much flexibility as possible to create seating maps that suit different purposes. Simply click "Seating" from the toolbar on your left and choose from:

  1. Round table - perfect for gala dinner venues;
  2. Square table - perfect for restaurant venues;
  3. Rows - perfect for auditorium venues;
  4. Area - perfect when you don't have designated seats but need to allocate guests to a specific area.

3.1 Increase/reduce the number of seats

3.1.1 Round table
  1. Click on the Round table seating type you've added to the map (make sure to click on the table as opposed to the seats around it);
  2. From the menu that appears on the left, edit "Number of seats" by clicking the up or down arrow or simply changing the number;
  3. Click Save in the top right corner.
3.1.2 Square table
  1. Click on the Square table seating type you've added to the map (make sure to click on the table as opposed to the seats around it);
  2. From the menu that appears on the left, edit "Number of seats" and/or "Number of end seats" by clicking the up or down arrow or simply changing the number;
  3. Click Save in the top right corner.
3.1.3 Rows
  1. Make sure you're using the Pan tool in the bottom right corner;
  2. Click on the Rows seating type you've added to the map;
  3. From the menu that appears on the left, edit "Number of rows" and/or "Seats per row" by clicking the up or down arrow or simply changing the number;
  4. Click Save in the top right corner.
3.1.4 Area
  1. Make sure you're using the Pan tool in the bottom right corner;
  2. Click on the Area seating type you've added to the map;
  3. From the menu that appears on the left, edit "Number of rows" and/or "Seats per row" by clicking the up or down arrow or simply changing the number;
  4. Click Save in the top right corner.

3.2 Change the name of a seating type

For example, by default we are naming the tables as "Table 1, 2, 3..." as you add them to the map, if this doesn't suit, you can easily change its name.

This will affect not only how it's displayed on the map, but also on the tickets as well as reporting on attendee details.
It is not possible to customise the name of the Rows seating type.
3.2.1 Round/Square tables
  1. Make sure you're using the Pan tool in the bottom right corner;
  2. Click on the Round table or Square table seating type you've added to the map;
  3. From the menu that appears on the left, select Settings;
  4. Edit the text in "Table Type" if you wish to reorder it or rename it entirely;
  5. Edit the text in "Table Prefix" if you wish to name it other than "Table";
  6. Click Save in the top right corner.
3.2.2 Area
  1. Make sure you're using the Pan tool in the bottom right corner;
  2. Click on the Area seating type you've added to the map;
  3. Edit the text in "Area name";
  4. Click Save in the top right corner.

3.3 Change the seats' labelling pattern

This will affect not only how it's displayed on the map, but also on the tickets as well as reporting on attendee details.
3.3.1 Round/Square table
  1. Make sure you're using the Pan tool in the bottom right corner;
  2. Click on the Round table or Square table seating type you've added to the map;
  3. From the menu that appears on the left, select Settings;
    1. Choose between numbers or alphabets for "Seat Labels";
    2. Put a different number or letter in "Start with" if you wish to change this;
    3. Change the direction the labels rotate around the table by selecting "Left" or "Right";
    4. Edit the text in "Seat Prefix" if you wish to name it other than "Seat".
    This "Seat Prefix" change won't be reflected anywhere on the map but only on the ticket as well as the reporting on attendee details.
  4. Click Save in the top right corner.
3.3.2 Rows
  1. Make sure you're using the Pan tool in the bottom right corner;
  2. Click on the Rows seating type you've added to the map;
  3. From the menu that appears on the left, select Settings where you can:
    1. "Align" - Change the way each row is aligned;
    2. "Rows start with" - Change with which alphabet the rows start (A - Z);
    3. "Seats start with" - Change with which number the seats in each row start (you can choose from 0 and up);
    4. "Row label layout" - Choose to show row labels (alphabets) at neither, either or both ends of a row;
    5. "Row label order" - Choose if the row labels should be listed from the top or bottom;
    6. "Seat label order" - Choose if the seat labels should be listed from left to right or the other way around.
  4. Click Save in the top right corner.
3.3.3 Override the label of specific individual seats
  1. Make sure you're using the Multi select tool in the bottom right corner;
  2. Click on the seats you wish to make changes for;
You can select all the applicable seats at once but you can only multi-select seats within a seating element. For example, you won't be able to multi-select seats from 2 different tables, 2 different row sections.
  1. Edit the text in "Seat override", you can put a number, letter or symbol here;
  2. Click Save in the top right corner.

3.4 Hide/Remove specific individual seats

3.4.1 Hide a seat

Hiding a seat will prevent people from selecting the seats at checkout but they will still see those seats as laid out in the map.

  1. Make sure you're using the Multi select tool in the bottom right corner;
  2. Click on the seats you wish to make changes for;
    You can select all the applicable seats at once but you can only multi-select seats within a seating element. For example, you won't be able to multi-select seats from 2 different tables, 2 different row sections.
  3. Toggle on "Hide seat" - as a result, you will see the colour of the seats darkened;
  4. Click Save in the top right corner.
3.4.2 Remove a seat

Removing a seat will cosmetically erase the seats from the map.

  1. Make sure you're using the Multi select tool in the bottom right corner;
  2. Click on the seats you wish to make changes for;
    You can select all the applicable seats at once but you can only multi-select seats within a seating element. For example, you won't be able to multi-select seats from 2 different tables, 2 different row sections.
  3. Toggle on "Remove seat" - as a result, you will see the seats erased from the map;
  4. Click Save in the top right corner.

4. Finalise your seating map with objects and texts

4.1 Objects

There are 4 different objects for you to build other non-seating elements in your venue, such as bar, photo booth, fire exit, toilets, you name it. Simply click "Objects" from the toolbar on your left and choose from:

  1. Circle;
  2. Square;
  3. Line;
  4. Icon.
4.1.1 Edit an object
  1. Make sure you're using the Pan tool in the bottom right corner;
  2. Click on the object you've added to the map;
  3. Edit the options on your left to change:
    1. "Object Name" - this is the object's label;
    2. "Text size" - Change the size of the object name above;
    3. "Object Icon" - Choose to include object icon or not;
    4. "Icon size" - Change the size of the object icon selected above.
  4. Click Save in the top right corner.
4.1.2 Change the layout of the label and icon within an object
  1. Make sure you're using the Multi select tool in the bottom right corner;
  2. Drag and drop the element you wish to move around;
  3. Click Save in the top right corner.

4.2 Texts

Adding and editing texts is straightforward and very similar to objects. Please refer to the steps above in 4.1.


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