FAQ and How-Tos

how do i create a private event that isn't open to the public? publish the movie or special event with public visibility and do not set a start date so it doesn't appear on the coming soon page schedule the showtime and set the sale status to open (unlisted) if you're logged in as an admin, you should be able to see the showtime button(s) for the movie on the front end pages of your site, which you can select to find the url for the checkout, then copy that url to share privately with any attendees (since that link is publicly accessible to anyone who has it) open (unlisted) showtimes will appear as if they're open if you're viewing your site while logged in to the admin if you need to ensure any open (unlisted) showtimes aren't visible to all site visitors, you can open your site in an incognito window or log out of the filmbot admin to confirm how do i reschedule a show? check out this article reschedule a show https //support filmbot com/cinema/reschedule a show can i swap movies and events between auditoriums? check out this article swap movies between auditoriums https //support filmbot com/cinema/swap movies between auditoriums what's the process for canceling and refunding tickets for a showtime? note do note delete the showtime from the scheduler before following these steps download the showtime attendees report in the event that you need to cancel a showtime, you should first download the showtime attendees report for the associated showtime this is necessary because you'll need to reference the orders that need to be refunded, and the customer list to notify attendees of the canceled showtime to download the showtime attendees report go to sales > sales overview locate the showtime, and click the arrow icon next to the showtime title to go to the orders list click the downward facing arrow icon next to the showtime title at the top of the orders list page to download the report disable future sales after downloading the showtime attendees report for the showtime you need to cancel, you should then remove all ticket types from the associated showtime in the scheduler to do this go to scheduler > scheduler select the showtime you need to cancel remove all ticket types by clicking the x next to each listed ticket type in the ticket types field save the showtime add a label to the canceled showtime adding a "canceled" label to the showtime button lets customers visiting your site know the screening is no longer happening, even before they attempt to purchase to do this navigate to movies > showtimes locate the showtime and select edit below the showtime title in the showtime editor, write "canceled" in the extra, shortened extra and abbreviated extra fields save your changes by selecting the "save showtime" button in the update section of the sidebar add a site banner (optional) for additional visibility, you can add a temporary banner to your homepage or any other page using a block panel block panels allow you to display custom messages or content across your site this is particularly useful for weather related closures or other situations affecting multiple shows you can find more information on block panels in this article https //support filmbot com/cinema/blocks panel notify customers to notify affected customers, you should copy the customer email addresses from the previously generated showtime attendees report send a bulk email to the customers through your preferred email client customize your message to explain the cancellation and let them know a refund will be or has been processed refund orders to action refunds for the canceled showtime, please refer to this article https //support filmbot com/cinema/refund orders you can use the order ids from the showtime attendees report to locate them in the admin or box office app refunds need to be actioned individually, and to action refunds for tickets purchased through fandango, please refer to this article https //support filmbot com/cinema/sell tickets with fandango#refunds after completing these steps, you can delete or close the showtime if you don't want the the showtime visible on your site