Shifts and Dashboard Accounts
Shifts are tracked for each account in your Eventive dashboard. Each staff member or volunteer working the box office should have their own individual dashboard account so that their shifts are recorded separately and can be identified by name in your shift reports. To create accounts for your box office staff, see our article Add Teammates to Your Admin Account.
When creating accounts for box office staff, assign the role that is appropriate to the level of dashboard access each person requires. The following roles include box office access:
Box Office Cashier — Entry level sales role. Recommended for volunteers and frontline cashiers who only need access to the box office.
Box Office Supervisor — Intermediate role that includes box office access as well as the ability to process exchanges, transfers, refunds, and deletions.
Box Office Manager — Broader access role suited to managers who need event and transactional troubleshooting capabilities in addition to box office access.
Guest Services — Suited to concierge staff working with industry guests and filmmakers. Includes box office access along with the ability to issue, print, and check in passes.
Administrator — Full access to all Eventive dashboard functionality, including the box office.
For a full breakdown of what each role can access, see Explanation of Roles and Permissions.
Enabling Shift Tracking
Shift tracking is enabled on the event bucket level. To enable shift tracking:
Go to your event bucket settings.
Scroll down to the bottom of the page and click "Open additional settings."
Under box office settings, check "Enable box office shift tracking (cash in/out)" and save your changes.
NOTE: Shift tracking must be enabled separately for each event bucket where you want to use it.
Opening a Shift
When shift tracking is enabled and no shift is currently open, you will be automatically prompted to start a new shift. If you do not wish to start a new shift, clicking cancel will bring you back to the event buckets insights page. A shift must be opened in order to access the box office.
A dialog will appear prompting you to enter a starting cash amount and an optional shift note.
Enter the amount of cash in your drawer at the start of the shift.
Add a note if needed.
Click "Open new shift."
EXAMPLE: A cashier was supposed to start with $300 in their float. When counting in they dropped a quarter and it rolled under a cabinet in the back office and they weren’t able to collect it. They enter starting cash of $299.75 with an opening note about losing the quarter in the back office. This note will be helpful to the bookkeeper or financial controller when trying to reconcile cash on hand and deposit at the end of the shift.
EXAMPLE: A Box Office Supervisor moves between multiple venues during the day. Rather than leaving a shift open throughout the entire day, the organization’s practice is to cash in and out at each venue. In the shift note, the Box Office Supervisor specifies the venue they are working at.
Once a shift is open, the top right corner of the box office will display the shift number and the time it was opened, along with a "Close shift" link.
Closing a Shift
To close a shift, click "Close shift" in the top right corner of the box office screen.
A dialog will appear showing the shift details, including the opening date and time, the starting cash amount, and the expected closing cash balance. Enter the actual cash amount in your drawer at the end of the shift, add an optional closing note, and click "Close current shift."
Shift Closing Slip
When a shift is closed, a shift closing slip will open in a print preview tab in your web browser. This slip can be printed using the ticket printer connected to your station, or saved as a PDF if no ticket printer is connected.
The shift closing slip includes:
Shift number
Cashier name
Shift start and end times
Starting cash balance
Expected and actual closing cash balance
Total sales, cash sales, and credit sales
A breakdown by tickets, passes, items, donations, and tips
All figures on the shift closing slip are gross earnings for that shift.
The shift closing slip is only displayed once. If the print preview tab is closed before printing or saving, the same information is available in the Box Office Shift Report.
Box Office Shift Report
The Box Office Shift Report is located in Global Reports, under the Financials heading. This report can be run at any time and as often as needed; you can run it throughout the day, at the end of the day, or across multiple days at a time.
Each closed shift appears as its own line in the report and includes the shift number, account name, account email, start and end times, starting cash balance, closing cash balance, expected cash balance, total sales, cash sales, credit sales, and any starting and closing notes.
This report only includes shifts that have been closed.