Ticketsolve Onboarding - Data Migration & Checking

Data Migration

The data contained within your booking system could be considered to be one of the most valuable assets that your organisation possesses. There may be an extensive amount of customer and sales data, stretching back several years and we can work with you to transfer that data into Ticketsolve.It is important though to understand that the historical sales data we migrate into your Ticketsolve account is primarily for marketing and statistical purposes. For example, you will be able to segment customers based on what shows they’ve seen. You can use these segments for targeted email marketing and /or for funding applications and /or marketing trends.Some organisations don’t migrate over any data, some choose to migrate customers only, and some choose to to migrate over as much as they are able to. It is up to you as an organisation what data you choose to migrate over to Ticketsolve.

Checking the Data

A key responsibility of yours is to check the integrity of the data import by comparing the information from your current system to the imported data in Ticketsolve. This is probably the biggest part of the migration process for you and your team.

It is important that the imported data is checked thoroughly prior to go live, as mistakes cannot always be rectified once you are live with the system.

Our Onboardings Team will provide you with a range of different reports in Tickesolve in order to help this process.

More about Ticketsolve Reports

How We Migrate

The data migration process is split into stages:

‍Historical Data We can migrate up to 5 years of historical sales data. We will migrate the majority of this much earlier than your go live date to minimise downtime. For example, if you were to go live on 1st January 2025 and you sent over your historical data to us in November, we would migrate all sales in that extract up until 31st October 2024. Then, all sales from 1st November 2024 – 31st December 2024 would migrate over in the Historical Delta migration.

‍Historical Delta Data This set of data is the most recent past events (the events between 1st November 2024 – 31st December 2024 in the example above). This normally migrates over in the same migration as your Live migration.

‍Live Data Your Live migration is for all events in the future. In order to migrate over live sales we need a period of time where you stop sales altogether. This way we can have an accurate report of live sales from your legacy system, migrate the sales into your Ticketsolve account, and then make sure what has migrated matches exactly with your legacy system.

IMPORTANT – Your Box Office will need to completely close whilst we migrate the Live data. The length of time of this closure is dependent on the volume of data to migrate. Whilst every effort will be made to reduce this time you should be prepared to close for up to 3 days.

For example:

Day 1

You extract the required data from your legacy system and pass it to Ticketsolve.
Ticketsolve format the date ready for importing
Ticketsolve import the data into a test account to ensure accuracy

Day 2

Ticketsolve continue to load data into test account
After tests complete, data starts to load into your live Ticketsolve account.

Day 3

Start to check the data has migrated correctly
Ticketsolve will ask you to sign your agreement that the data has been transferred correctly.
Sales restart on your new Ticketsolve account.

As stated though it is very dependent on the volume of data involved. Your Live migration is for all events in the future.

It’s a good idea to inform your customers that no sales will be possible during this time. For example Our box office will be closed from DD/MM/YY to DD/MM/YY while we upgrade our sales systems. Thank you for your patience.

What We Can Migrate

Customer details

Customer number
First Name
Last Name
Salutation
Phone Number
Mobile Number
Address Line 1
Address Line 2
City
Region
Country
Postcode
Email Opt In Status
Post Opt In Status
Customer Tags

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Historical Sales

Information you will be able to see includes:‍

The customer who purchased the tickets
The name of the event
The date and time of the event
The number of tickets purchased for the event
The monetary value of those tickets (depending on legacy system)
The price type (Full, Concession, Comp etc) the ticket was sold as (depending on legacy system)
Historical sales will migrate over as general admission events meaning you will not see section, row or seat details.

IMPORTANT All migrated orders will use an ‘internal’ payment method called ‘migration’ to help identify these sales on reports. Credit Card transactions for future events will NOT be migrated.
You will see the latest ‘state’ of the order. (Eg no refunds will show only sold/reserved tickets)
Therefore, migration data should not be used for full financial reconciliation(s).

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Live Sales

You will be able to see all details included with historical sales plus the section row and seat details (where appropriate) for sales with assigned seating.

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Membership Schemes

We will discuss the requirements of your Membership scheme(s) in order to replicate your Membership scheme in Ticketsolve.

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Vouchers

We can migrate voucher codes, outstanding money values and expiry dates of any active vouchers held by your customers.

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Legacy Systems

Our onboarding team is highly experienced in migrating data from many different legacy systems including:
‍Tessitura
Spektrix
Patronbase
LineUp
Monad
Eventbrite
Ticketsource
Digitickets
Line-Up
Ticket Tailor
Ticketmaster
AudienceView
Enta (Vivatickets)

We can accept your data in many different formats such as CSV files, Excel files, SQL databases. There are lots of factors that can depict the best format and our Onboarding team will work with you to find the best option. But once we have the data – transferred to us securely of course – we’ll do the rest!

Contents of this Pack

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