Using VenuePilot: All Roles

Jump to... Accountant, Box Office Attendant, Box Office Manager, Hospitality Staff, Marketing Manager, Production Manager, Talent Buyer, Ticket Scanner

An Accountant

Duties: As an Accountant, you are responsible for tracking the financial performance of events and ensuring that income, expenses and settlements are accurately recorded. Your work helps the venue understand profitability, manage budgets and close out events correctly after shows take place. You typically work closely with venue management, talent buyers and box office staff to ensure all financial information is complete and accurate.

Permissions: Here’s what you can access on VenuePilot to help you do your job:

• View event-level financial data needed for budgeting and reconciliation

• Create and update projected and actual income and expenses for events

• Manage event budget templates to ensure consistency across shows

• Edit financial details related to artists and event settlements

• Review ticket orders and sales records in a read-only capacity

• Access closeout tools to finalize event financials after a show

Situational Guidance: Here are some links that can help you with typical tasks you might need to do for your role.

• When you need to build or update an event budget
  Go to the Event Budget section to edit projected and actual income, expenses, shared expenses and concessions. 

• When analyzing deals and artist payments, utilize our settlement sheet.

• When reconciling an event after it has taken place
  Use the Closeout Sheet to review totals and confirm final numbers.

• When you need financial data for reporting, use the Reports section (By Day, By Payment, or By Event Cancellation) to review read-only summaries. You can also view ticket sales on both the individual event level as well as in an overview of all events in the “events” tab.

• When Reviewing Settlements Use the Settlement by Event and by Order reports to see the itemized breakdowns of each settlement from stripe.

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A Box Office Attendant

Duties: As a box office attendant, you are responsible for supporting ticket buyers and assisting guests on the day of a show. You will ensure that guests are checked in with efficiency and that any issues are resolved quickly and smoothly. You will be working on guest lists, ticket distribution and real-time event support. You typically will work closely with the box office manager and ticket scanners. 

Permissions: Here’s what you can access on VenuePilot to help you do your job.

• View event details such as confirmed dates, event names and announcements
• Access ticket information in a read-only capacity
• Manage and edit guest lists and download will call lists
• Search for and view ticket orders
• Scan tickets & check in guests with the box office app, if needed
• View limited artist financial details as needed for settlement report

Situational Guidance: Here are some links that can help you with typical tasks you might need to do for your role.

• When you need to search orders and edit/upload guestlists: Learn how to search for orders and work with guestlists.

• When you need to issue comp tickets, you can create and manage them by following these steps. 

• When you need to see your will call lists in advance, you can manage and export them.

• When you need to view event details to ensure accuracy in your guest communications, utilize the event calendar. 

• When preparing for the day of the show, you can follow this guide.

• When you need to use the box office app to scan, sell, and/or validate tickets: Learn how to use the box office app here.

• When you need to settle a show, access the settlement report.

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A Box Office Manager

Duties: As a box office manager, you are responsible for overseeing ticketing operations for your organization. You will manage ticket links including inputting ticket types, pricing structures, sales schedules and guest lists. Your work ensures a smooth experience for customers and staff alike. You will work closely with talent buyers and support box office and ticket scanning staff.

Permissions: Here’s what you can access on VenuePilot to help you do your job.

• Create and edit ticket types, pricing, timing and availability on ticket links
• Manage and update guest lists
• Access will call lists in a read-only capacity
• View and edit customer orders to resolve issues
• Use the box office app for ticket scanning and operational support
• Edit financial details related to ticket transactions as needed

Situational Guidance: Here are some links that can help you with typical tasks you might need to do for your role.

• When you need to set up a ticket link, follow our guide “from hold to tickets sold.” 
• When you are building a ticket link with a seating chart, you can create your own seating chart.
• When you need to send ticket counts, you can send a live link that updates as tickets are sold. 
• When you need to resolve customer ticketing inquiries, learn how to manage their orders here.
• When you hire new staff, you can add them as users and manage their permissions.
• When you need to manage admission at the box office window, you can access/edit guest lists & download will call.
• When you need to issue comp tickets, you can create and manage them by following these steps. 
• When you need to use the box office app to scan, sell, and/or validate tickets: Learn how to use the box office app here.
• When you need to settle and close out a show, access the settlement report and closeout report. 

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Hospitality Staff

Duties: As hospitality staff, you are responsible for fulfilling artist hospitality requirements for scheduled events. You will be reviewing hospitality riders to ensure artists’ needs are clearly communicated and met on the day of the event. You will work closely with the venue operations team to support the talent buyer(s) to keep this information accurate and up to date.

Permissions: Here’s what you can access on VenuePilot to help you do your job.

• View guest lists in read-only capacity
• Edit and update hospitality riders for events

Situational Guidance: Here are some links that can help you with typical tasks you might need to do for your role.

• When you need to add, edit or review artist hospitality needs, you can access the artist hospitality rider. 
• When you need to view the event guestlist, consult this guestlist guide. 
• Venue management can help you with information regarding budgets and contracts, as needed for your role. 

Extras: Check out this VenuePilot University article for a guide on elevating the artist experience and the importance of hospitality in live events.

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A Marketing Manager

Duties: As a marketing manager, you are responsible for promoting events, monitoring ticket sale performance and helping drive revenue for the venue. You use event data and projections to inform marketing strategy, create promotional projects and support overall venue success. You will work closely with talent buyers and box office team members to ensure events are promoted properly and performing as well as they can be. 

Permissions: Here’s what you can access on VenuePilot to help you do your job.

• View event details, dates and announcements in a read-only capacity
• View ticket sales performance: number sold, gross box office revenue and fees
• Access reports for daily sales, payment breakdowns, cancellations and email opt-ins
• View artist information to inform promotional efforts
• Edit projected income and expenses to support forecasting and marketing plans
• Add and update event notes regarding promotional strategies
• Manage integrations with marketing tools or platforms

Situational Guidance: Here are some links that can help you with typical tasks you might need to do for your role.

• When you need to review how an event is performing, access reports for sales information.
• When you are planning a promotional strategy, you can use reports to compare projected sales vs actual sales.
• When you need to coordinate email or integration-based campaigns, you can access integrations and marketing pixels.
• When you need to manage a membership program, learn how to connect your organization with Join It.
• Using an email marketing platform other than Hive or Cymbal? Reach out to us at clientsupport@venuepilot.co to learn about automations we can create to connect your app to VenuePilot.

Extras: Check out this VenuePilot University article for a guide on marketing events for independent venues!

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A Production Manager

Duties: As a production manager, you are responsible for overseeing the technical and operational execution of events. You ensure that artist tech requirements are understood, documented and fulfilled. You are responsible for day-of-show logistics running smoothly. You will work closely with talent buyers and hospitality staff to set the artist(s) up for a successful performance. 

Permissions: Here’s what you can access on VenuePilot to help you do your job.

• View confirmed event dates and core event details
• Create and edit hospitality riders and tech riders
• View projected and actual expense information in a read-only capacity
• Add and update event notes related to operational planning
• View closeout sheets in read-only mode for post-show reference

Situational Guidance: Here are some links that can help you with typical tasks you might need to do for your role.

• When preparing for an upcoming show, you can view and edit the tech & hospitality riders. 

• When reviewing expenses related to production, you can view projected & actual expenses from the closeout sheet in read-only mode.
• When you need to monitor spending for tech and hospitality needs, use the event budget tool. 

Extras: Check out our VenuePilot University blueprint for flawless live event production to ensure a smooth and successful event. 

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A Talent Buyer

Duties: As a Talent Buyer, you are responsible for booking artists, building the event calendar and ensuring shows are properly set up from announcement to closeout. You play a key role in shaping the venue’s programming and driving ticket sales by managing artist details, event timing and core ticketing decisions. You will typically collaborate with venue management, marketing, box office staff and accountants to ensure each event is financially sound and operationally ready.

Permissions: Here’s what you can access on VenuePilot to help you do your job.

• Create, edit, and manage events and dates, including holds, confirmations and cancellations
• Add and manage artists, along with hospitality and technical requirements
• Configure tickets, pricing, and on-sale details
• View high-level sales performance to inform booking and pricing decisions
• Manage event budgets, including projected and actual income and expenses
• Access closeout tools to finalize events after shows take place
• Manage venue-level settings, teams, roles and integrations as needed

Situational Guidance: Here are some links that can help you with typical tasks you might need to do for your role.

• When you’re booking a new show or placing a hold, learn how to navigate the events calendar.
• When you need to set up an event to be announced and/or put on sale, follow our guide on event builds.
• When working with artists on the day of a show, utilize both the hospitality and tech riders. 
• When researching artists to book and platform syncing for fan-specific promotion, use the artist modal.
• When reviewing how a show is performing, view various sales reports in the “reports” section.
• When you need to close out an event, you can view and edit the closeout report.
• When agents ask for a ticket count, you can send them a live link with up to date ticket sales.
• For all event management needs, use the “manage events” section.

Extras: Check out this VenuePilot University article for a data-driven guide on smarter concert bookings! _______________________________________________________________________________

A Ticket Scanner

Duties: As a ticket scanner or usher, you will typically be responsible only for scanning, validating tickets and seating guests at your venue. You will work closely with box office management and operational staff to ensure that the entry process is smooth and efficient with accurately verified tickets. 

Permissions: Here’s what you can access on VenuePilot to help you do your job.

• Box office app to scan tickets for validation and entry 
• Box office app to see will call & guest list

Situational Guidance: Here are some links that can help you with typical tasks you might need to do for your role.

• When you need to scan and/or validate tickets for an event, follow the box office app guide.

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If you have any further questions on using VenuePilot, please reach out at clientsupport@venuepilot.co