Organizer guide: Organization settings (new Dashboard)

Using the previous Dashboard? See Organizer guide: Updating your event organizer profile.

Organization settings hold everything about the organization itself: the public profile and contact details, which modules are on, checkout rules, branding, customer emails, digital wallet passes, payment details and the team. What you set here becomes the default for every event, membership and email you create, so it is the first thing to complete for a new organization and worth revisiting whenever your details change.

Before you start

• You need the Manage Organization Info permission to change the settings pages, and Manage Employees to add or edit employees. By default only the All Access and Owners roles hold both.
• Some options are switched on by Showpass rather than by you: currency, suborganizations, sending email from your own domain, and the pricing tier. Ask Showpass support for any of these.
• For a new organization, work in this order: General and Contact first (name, time zone, address and emails), then Legal, then Branding and Emails, then Payment Details and Authorization, then add your employees. Events created afterwards pick up the address, terms and branding automatically.

Where to find it

Open Organization in the sidebar. The menu is grouped into Settings (Organization settings, Shipping & Fulfillment, Analytics, Payment Details and Authorization, Spaces, Suborganizations), Team (Employees, Permissions), Branding (Identity, Emails, Digital wallets) and Integrations (API allowlist, Webhooks, Domains).

Organization settings opens a page with its own left-hand menu: Settings (General, Contact, Business Schedule, Enabled modules, Shipping & Fulfillment, Checkout Consent, Payment Details and Authorization, Legal, Suborganizations), Branding (Identity, Profile, Messaging), Emails (Customization, Post-Event), Deliverables (Digital Wallets, Ticket settings) and Integrations (Analytics, API allowlist, Domains). The email Sender page is reached from the sidebar (Branding > Emails) and Webhooks from Integrations. Each page has its own Save button, and changes apply as soon as you save.

Direct path: /manage/organization/settings/ on your dashboard domain.

Settings

General

Changing the time zone: the time zone cannot be changed while anything in the organization still has a schedule in the old time zone, including events, ticket sale windows, discount schedules, passwords, memberships and renewals, reports and reminders. The Dashboard refuses the change with "Changing this timezone requires updating all affected local schedules together", and updating the live events alone does not clear it. Ask Showpass support to convert the schedules together; they raise a development support request to do it.

Contact

Phone number; Primary email (receives Showpass communication such as payout notices and is the main point of contact) with the option to receive product updates and system notifications; Allow customers to email you and the Customer support email that receives customer inquiries through the forms on your events and organization profile page; Accounting email (included on invoices sent to customers); AR/AP emails (recipients of AR/AP emails from Showpass Accounting, separated by commas); and the Address with Search address, address lines, city, country, province or state and postal or ZIP code.

The address is shown on your organizer profile and is the default location offered when you create a new event, so set it to your office or your usual venue.

Business Schedule

Show business hours on your organizer profile, set hours and booking limits (Staff bookings, Web bookings) for each day, and add schedule exceptions for holidays or one-off hours.

Enabled modules

Enabled modules turns features on for the whole organization and holds several organization-wide defaults. Save once you have made your changes.

Modules: Events, Guestlists, Capacity Counters, Incidents, Memberships, Exchanges and Group Sales. Exchanges adds Exchange visibility (Box Office + Public, Box Office Only, Public Only) and an Exchange time restriction in hours before the event.

Organizer options: Allow guestlist joins, Enable discounts, Enable abandoned cart emails and Enable reminder emails.

Event upselling shows customers your other eligible events during checkout, so a buyer who came for one event can add tickets to another in the same order.

1. Under Event upselling, turn on Enable event upselling.
2. Optional: turn on Include assigned seating events. Buyers who pick a seated event are taken from checkout to that event's seating map to choose seats.
3. Optional: under Show specific events, choose the events to offer. Leave it blank and checkout chooses eligible upcoming events automatically.
4. Click Save.

An event is offered only when it is public and on sale with at least one ticket type a customer can buy. These are never offered:

• Recurring events.
• Events with custom package ticket types.
• Password-protected events, and events where every ticket type is password protected.
• Events with assigned seating, unless Include assigned seating events is on.
• Events whose fee structure differs from the event already in the basket.

Within an offered event, ticket types that are sold out, password protected, voucher-only or outside their sale window are left out. Every customer sees the same list; upsells cannot be targeted to individual customers.

Transfers sets how many times an eligible item can be transferred from one customer to another. There is no separate Ticketing page; the limits live here.

The ticket type still decides whether a ticket can be transferred at all; these fields only cap how many times. To give one event its own limit, open the event, choose Advanced options, and under Ticket transfers change Transfer limit setting from Use organization setting to Set event limit, then enter the limit. The page shows the organization limit for reference.

Inventory display tells customers when an event or ticket type is close to selling out, which encourages them to buy before it does.

1. Turn on Enable inventory threshold display. The threshold fields appear.
2. Enter Threshold one, Threshold two and Threshold three: the percentage sold at which each warning is shown to customers.
3. Optional: enter Show remaining inventory, the number of tickets left at which customers see how many remain. Leave it blank to never show a count.
4. Click Save.

The settings apply to all events. The percentage warnings refresh about every three minutes and the remaining count about every 90 seconds, so a display can trail sales by a few minutes during a busy on-sale.

Shipping & Fulfillment

Fulfillment features enabled turns on shipping and fulfillment controls for delivery-capable items. Allow delivery ticket transfers, Checkout shipping message, Shipping quantity threshold (and its message), and Allowed shipping countries.

Checkout Consent

Add consent item creates a checkbox customers see at checkout. The list shows each item's Consent copy, Type, whether it is Required, what it Maps to, and its Status.

Payment Details and Authorization

Institution Number, Transit Number and Account Number for payouts, with the terms and conditions for debits and credits to that account. Complete this before your first payout.

Legal

Require customers to accept terms adds a terms checkbox to newly created events; customers cannot check out until they accept the linked Terms URL. Turn the requirement on before entering the URL. Events created before you turn it on are not changed. Default refund policy is shown on event pages in the Help and Info dialog.

Suborganizations

Suborganizations let a parent organization oversee several child organizations that share its setup. Typical uses:

• A university with many student clubs.
• An association with local chapters or branches.
• A trade show organizer whose exhibitors or clients need their own edit access.

Suborganizations are switched on by Showpass. Until then the page reads "Suborganizations are not enabled for this organization." Ask Showpass support to set your organization up as a parent and to name the people who approve new suborganizations. Once your organization is a parent, the Suborganizations page shows its Registration link, which you share with the groups that should register.

How it works once enabled:

1. A new suborganization is requested through a registration form. The form requires an organization code (stored in the Internal info field), which must be unique.
2. The approvers receive a confirmation email and approve or deny the request. Approvers are also added as employees of the new suborganization.
3. The person who submitted the request is emailed the result. An approved suborganization can start creating events; it cannot be used until it is approved.
4. The suborganization is created with a copy of the parent's rate cards and is linked to the parent's banking details.

Approved suborganizations are listed on the Suborganizations page. A suborganization uses the parent's payout banking by default. If it needs its own banking details, ask Showpass support; the parent's own Payment Details and Authorization must be complete and approved first.

Limits: suborganizations work only with organizations on the configured fee structure, and a suborganization cannot become a parent.

Branding

Branding sets your visual identity once and applies it across your customer-facing pages and emails. Anything you leave unset uses the Showpass default styling, so branding is optional and you can add it gradually.

Identity

Keep in mind:

• Fonts apply to emails only. Event pages and checkout keep the standard Showpass fonts.
• Colour mode is fixed by you. A buyer whose device is set to dark mode still sees your pages in Light if that is what you chose, and the reverse. Button text colour adjusts automatically for contrast against your primary colour.
• Adobe Fonts use your own Adobe Fonts licence: add the fonts to an Adobe web project, then choose Custom Adobe Font and enter the Project ID and Font ID from your Typekit kit (for example, source-sans-pro). Many email clients render only a short list of fonts, so a custom or Adobe font may show as a fallback font for some customers.
• The preview on the right is approximate. Send a preview email from Emails > Customization to check the real result.

Branding a single event

Every event has its own Branding page (open the event, then Settings > Branding) with the same fields. Each field shows the organization value it inherits. Change only the fields that should differ for that event and leave the rest blank: branding is resolved one field at a time, so an event can use its own logo while still taking colours from the organization. If an event keeps showing an old logo or colour after you update the organization, check that event's Branding page for an override and clear it.

An event banner image set on the event is used in place of the branding header image for that event's page banner.

Profile

Website (allowlisted for Showpass API integrations by default), Short SEO description (shown on event pages and used as the public profile meta description), About (shown on the public organizer profile page) and social links for Facebook, X / Twitter and Instagram.

Messaging

Subscription message shown on checkout to invite customers to subscribe to marketing, and the Checkout message shown on the confirmation page and in confirmation emails when no custom email is configured.

Emails

Email customization changes the content of the automated emails Showpass sends on your behalf, while Branding supplies their look.

Sender

Email identity for branded customer emails: From name (the sender display name), Reply-to email (where customer replies go), Brand website URL (the logo link destination) and Brand website display text.

Emails are sent from a Showpass address unless your own domain has been verified. To send from an address such as tickets@yourcompany.com, ask Showpass support; it needs DNS changes on your domain, and until verification is complete emails continue to come from the Showpass address. If customers' replies reach a no-reply address, check that Reply-to email is set.

Customization

1. Choose an Email type: Purchase confirmation, Event reminder, Post event, Abandoned cart, Membership renewal, Regular hold, Branded sponsor hold or Waitlist cancellation confirmation.
2. Enter the Email subject line.
3. Optional: upload a banner image (recommended jpg or png at 1200 x 600 px, up to 3 MB).
4. Write the Custom email message.
5. Click Save. Send preview email sends a test to you, using the same branding your customers will get.

Switch the email type to customize the next one. Delete removes the customization for the selected type, and that email goes back to the default.

To customize an email for one event, open the event and choose Settings > Email customization. The event page offers Purchase confirmation, Event reminder, Post event, Abandoned cart and Waitlist cancellation confirmation.

Which version is sent: Showpass uses the most specific customization it finds, in this order.

1. Child event customization.
2. Parent event customization.
3. Membership group customization (membership emails only).
4. Organization customization (this page).
5. The Showpass default email.

For example, if the organization has a post-event email and one child event has its own, that event's attendees receive the child event version and everyone else receives the organization version.

Post-Event

Enable the organization-wide post-event email, sent within an hour of the event ending to valid ticket holders, and write its message. Post-event emails are billed per email sent; ask Showpass support for your organization's rate. Optional sections add your upcoming events (Include upcoming events, with its own message) and a rating request (Include rating and review request, with its own message).

Digital Wallets

Digital Wallets controls how tickets look when customers add them to Apple Wallet or Google Wallet. You can set these yourself; the preview updates as you go.

Each group has its own Save button. If you do not set a strip image, the event banner image is used. Product passes have no strip image. The Google Wallet logo lets you use a different logo on Google passes than on Apple passes.

Ticket settings

Ticket PDF branding for every ticket PDF the organization issues: a Custom ticket message, a Ticket logo (500 x 500 px) and up to two ad images (520 x 500 px each).

Integrations

Analytics: tracking IDs for organizer-level checkout, event and profile analytics (Facebook Pixel, Facebook Conversions API access token, Google Analytics 4 Measurement ID, Google Ads Tag ID, Google Tag Manager).

API allowlist: extra domains that can integrate with the Showpass API. The website on your Profile page is allowlisted by default.

Domains: custom domains for your Showpass pages, added with Add domain.

Webhooks (Organization > Integrations > Webhooks): Endpoints, Events and Logs.

Team

Employees

Organization > Employees lists each employee with their roles. Filter by role with the All roles menu.

To add employees:

1. Click Add employees.
2. Choose a Role. Every person added in one go gets this role.
3. Choose the invite method. Manual entry: enter first name, last name, phone number (optional) and email, and click Add employee for another row. CSV upload: upload a CSV file under 1 MB with one employee per line (first name, last name, email and an optional phone number).
4. Click Save.

A CSV upload adds everyone to the single role you chose, so split your list by role and upload one file per role.

The default roles:

If none of these fits, create your own role from Permissions > Manage roles.

To change someone's roles or alerts, click the pencil in the Actions column. Employee details shows their contact details, Assigned roles and Alerts; tick or untick, then click Save. When someone leaves, you have two options. To keep them on record with no access, untick their roles and tick Past employees. To remove them from the organization entirely, click the bin icon (Delete employee) in Employee details and confirm.

Alerts an employee can receive: daily reservation report emails, daily sales report emails, ticket sale emails, product sale emails, SMS alerts, an email when a new booking is created, cancelled order notifications, the will call list when ticket sales end, and negative rating notification emails.

Permissions

Organization > Permissions shows a grid of permissions by role; click a cell to toggle it. Manage roles adds, renames and deletes roles, and you can change the permissions of the default roles as well as your own. Manage employees jumps to the Employees page, Columns hides roles and Search permissions filters the rows.

The groups and what they gate:

• Global access: No Restrictions.
• Events: Manage Events, Bulk Import Complimentary Tickets.
• Check-in: Manage Check-in, Scan Tickets, Select Items to Scan.
• Box Office: Box Office Sales, Override Box Office Subtotal, Credit Card Box Office Sales, Cash Box Office Sales, Complimentary Box Office Sales, View Box Office Stats.
• Holds: Manage Holds, Manage All Holds.
• Guestlists: Manage Guestlists, Check-in Guestlists, Book Guestlists.
• Memberships: Manage Memberships, Scan Memberships.
• Organization setup: Manage Organization Info (the settings pages on this page), Manage Venue Layouts (Spaces), Manage Integrations, Manage Widgets, Manage Marketplace (Products), Manage Queues, Access Developer Features, Manage Add-ons.
• Team & access: Manage Employees, Access PIN Management, Manage Workflows, Approve/Deny Workflows.
• Finance & reporting: Manage Transactions, Administer Transactions, Void Items, Void Paid Items, Partial Refund, Full Refund, Full Refund + Org. Fees + Commissions, Full Refund + Org. Fees + Commissions + Showpass Fees (Fees Invoiced), Full Admin Refund, Manage Financials (Custom Fees and Fee Settings), Manage Reports, View Advanced Analytics.
• Customer & sales channels: Manage Network, Group Sale Manager, Group Sale Distributor.

Refunds are separate permissions. Manage Transactions on its own does not let a role refund; grant only the refund types the role needs.

Default roles: All Access and Owners hold every permission. Ticket Scanners hold the Check-in permissions and Scan Memberships; Ticket Sellers hold Box Office Sales plus credit card and cash sales; Sale Representatives hold Manage Network; Group Sale Distributor holds Group Sale Distributor; Access PIN holds Access PIN Management; Past employees hold nothing.

Plans and pricing

Your pricing tier (Essential, Professional or Premium) sets the per-ticket fee, which Showpass features are available to you and the level of support you receive. Payment processing and taxes apply on top of the tier fee. Current rates are on the public pricing page at showpass.com/sell/pricing. Tiers are not changed from the Dashboard; ask Showpass support to move to a different tier.

Other changes handled by Showpass support

• Changing the organization profile link.
• Transferring ownership of the organization to a different person.
• Linking several organizations under one account.
• Changing currency.
• Sending email from your own domain.
• Enabling suborganizations, or letting a suborganization use its own banking details.

What customers see

• Organizer profile: your name, About text, social links, upcoming events and, unless Private organizer is on, your phone number, street address and map. With Private organizer on, the profile shows only the city and province.
• Contact: if Allow customers to email you is on, customers can send inquiries from your events and profile page, and they arrive at the Customer support email.
• Branded pages: event pages (regular and assigned seating), membership pages, packages, hold links, tracking links and checkout carry your logo, colours and colour mode. Checkout takes your visual theme while its layout and steps stay the same.
• Checkout: consent checkboxes, the terms checkbox when Require customers to accept terms is on, the subscription message, your other eligible events when Event upselling is on, and the Will Call or Pick up label for pick-up orders.
• Low inventory: once an event or ticket type passes a threshold, customers see a selling-out notice on the event page and in ticket selection, and a remaining count once availability falls to your Show remaining inventory number.
• Emails: your sender name, logo, background colour, fonts and calls to action in your primary colour, plus your custom subject, banner and message. Order confirmations reflect the barcode delivery state: the barcode when it is ready, a delayed-delivery message when it is not yet released, and "Barcode will be shipped" for shipped tickets.
• Wallet passes: your colours and images in Apple Wallet and Google Wallet. Once a ticket has been scanned or redeemed, the Add to wallet option no longer appears for it.
• Ticket PDFs: your ticket logo, custom message and ad images.

Limitations

• Fonts style emails only, not event pages or checkout.
• Email customization covers the subject, banner and message. Full HTML layout changes, per-ticket-type emails, custom send schedules, A/B testing and open or click analytics are not available.
• A basket with tickets to several events sends one confirmation email, using the customization from one of those events. If buyers often combine your events, keep the organization-level banner and message generic and put event-specific details in each event's checkout message.
• Outlook desktop and some other email clients show a standard fallback font instead of a custom or Adobe font.
• "X tickets remaining" is not shown on the calendar widget, to keep it fast.
• Events that use event-level inventory do not show low inventory notices on individual ticket types.
• Event upselling shows the same events to every customer.
• Suborganizations need the configured fee structure, each needs a unique organization code, and a suborganization cannot become a parent.

Troubleshooting

• The time zone will not save and shows "Changing this timezone requires updating all affected local schedules together": schedules still exist in the old time zone. Ask Showpass support to convert them together.
• The profile link is wrong or out of date: the link cannot be edited in the Dashboard. Ask Showpass support to change it.
• An event still shows an old logo or colour: that event has its own value on its Branding page. Clear the field so it inherits from the organization again.
• An email still uses old content for one event: the event, its parent event or its membership group has its own customization, which wins over the organization version. Update or delete it on the event's Email customization page.
• Customer replies go to a no-reply address: set Reply-to email under Email identity on Identity or on the Sender page.
• My font looks different in a customer's inbox: their email client does not support custom fonts and shows a fallback.
• The Ticket transfer limit seems ignored for one event: the event has Set event limit in Advanced options, or its ticket types do not allow transfers.
• An event does not appear as an upsell: check that it is public, on sale, not recurring or password protected, uses the same fee structure as the basket, and, for seated events, that Include assigned seating events is on.
• Suborganizations shows "Suborganizations are not enabled for this organization": ask Showpass support to enable it.
• A new employee cannot see a page: their role lacks the permission. Check the role on Permissions, or give them a role that holds it.

Where the previous Organization Info tabs live now

Related pages

• Custom fees and taxes: organization rate cards, which suborganizations copy from the parent.
• Payouts: where the banking details from Payment Details and Authorization are used.
• Abandoned carts: the abandoned cart email turned on under Enabled modules.
• Seating maps and assigned seating: the seating map buyers reach from a seated upsell.
• Check-in: scanning, after which Add to wallet is removed from the ticket.
• Reports: generated in the organization time zone.