Using the seat map builder

• Make sure you have a clear visual reference of what your seat map will look like before you start building it in FareHarbor. If possible, sketch out your seating chart in a grid format and leave enough space for labels, if you’re going to use them (this minimizes the risk of having to manually move many seats after beginning to build your seat map).

• Since most non-mobile display areas are wider than they are tall, we recommend building maps horizontally instead of vertically, whenever possible. For example, if you’re building a map for a train car, make it horizontal instead of vertical to minimize scrolling.

• Think about how your seat map might be split up into different zones and groups. Although multiple zones and groups may not be needed for more minimal setups, keep in mind that all seat maps require a default zone and default group.

• In general, try not to clutter maps with unnecessary text. Remember that users might be viewing the seat map on different devices and zooming to different sizes. With good labeling, it’s often not necessary to display the names on every seat. Customers will still be able to see seat names after making their selections, based on the seat map’s display options.

• Note that the name of the seat map is only shown internally to your staff, so if you want customers to be able to see that information on the map itself (for example, a car number or venue level), we recommend adding labels to your map as needed.

• Avoid putting unnecessary space between seats or groups of seats. Consider customers viewing your seat map on a mobile device, or your staff assigning seats from an iPad.

• In most cases, you should only need one seat map, which can be further split into zones based on ticket types or pricing tiers. However, there are some cases in which you might need multiple seat maps:

  • Trains – To support train operations that frequently change car configurations, create one seat map per train car.

  • Large venues – To reduce load times, it may be necessary to separate sections of large venues into their own seat maps. Generally, venues with capacity exceeding 400 people fall into this category.

To create a new seat map:

1. Go to Settings > Build > Seat Maps.

2. Create and name your new map. This name will only be used internally; it will not be visible to customers.

   Examples of seat map names: “Concert Hall”, “Luau”, “Dining Car – Vista Dome”

After creating your seat map, you’ll see several customization options located on the Settings tab.

Updating seat map settings

Map cell size

Use this slider to adjust the default cell size of your map. For example, you may want to choose a larger size if your map only has a few seats on it, or if you want to be able to display more text on your seats. Or you may opt for a smaller cell size if you have a very large map with many seats, and want to be able to see more of them at once.

The size you select will be reflected everywhere your seat map is rendered. From there, users can also use the zoom buttons to zoom in or out.

Display name

If you’ve chosen to make seating information visible to customers, you can choose to prefix the information with a display name, if desired.

For example, you could show a name like “Seating Information” or “Seat Assignment” in front of a customer’s assigned seat. Or, if you use seat maps for bookable spaces like boat slips or dining tables, the display name could be customized to “Boat Slip” or “Table”.

Additional display options

You can further customize the level of detail shown to customers on emails, tickets, and receipts. By default, only seat names are shown to customers. However, you may want to edit these options if your seating assignments fall into one of the below categories:

• Large venues – If your venue has multiple sections and subsections (for example, Section 310, Row F, Seat 12), check the boxes to display zone name, group name, and seat name to ensure that customers see their full seating assignment.

  • In this example, Section 310 is the zone name, Row F is the group name, and Seat 12 is the seat name.

• Luaus or banquets – If you only need to tell customers what table they’re at (for example, Table 14) and individual seats at the table don’t matter, check the box to display group name only.

  • In this example, “Table 14” is the group name.

Duplicating a seat map

If you need to create a new map similar to one you’ve already created, you can duplicate the existing seat map by going to existing seat map’s Settings tab and selecting the Duplicate button.

Once the duplication process is completed, you’ll be taken to the new seat map, where you can make any adjustments as needed.

When you begin making your seat map, we generally recommend creating all the zones and groups you’ll need before adding any seats.

Before getting started with zones and groups, here’s a quick explanation of what each is used for.

• Zones are most often used to visually separate a seat map into sections using different colors. Usually, each zone represents a differently priced option (for example, Standard, First Class, and VIP), which corresponds to one or more customer types. This allows you to determine which customer types can book in which areas on the seat map (e.g. VIP Adults can only book in the VIP zone).

• Groups can be used to organize or join certain seats together, such as all the seats at a table or within a row. Groups (and the seats within them) can be ordered, allowing you to fill your space in a logical way using auto-assignment.

  Groups also come into play if you need to set more detailed requirements for a specific item, such as not allowing split parties across groups or making groups exclusive.

Adding zones

1. Navigate to your seat map and go to the Zones tab.

2. Create and name your zone, and choose a color.

   Examples of zone names: “VIP”, “Standard”, “Balcony”, “Bow”, “Stern”

3. Repeat steps 1-2 for as many zones as desired.

   

Adding groups

1. Navigate to your seat map and go to the Layout tab.

2. Create and name your groups. (Example group names: “Table 1”, “Row 1”, “Ungrouped”)

   

3. Add a photo preview if desired. (Note: Customers will see photo previews when booking seats online.)

   1. Click the group’s name, then the pencil icon.
   2. Click the Upload photo button, and select your preferred photo.
   3. Once the image is uploaded, adjust the photo as needed.
      • Use the Edit option to crop the photo.
      • Use the Remove option to remove the current photo and upload a new one.

   4. Click the Save button to finalize your updates.

      The preview photo will now appear when customers are selecting their seat(s).

   

Once you’ve set up zones and groups, you’re ready to start adding seats.

To add seats to your seat map:

1. Create the first seat in your first group by selecting an empty cell, then fill out the following settings:

   • Name: The seat name will almost always be shown to customers, so ensure it will make sense in context.

   Note: When creating a seat, a numeric placeholder will automatically be populated so you can create seats quickly and easily. For example, if you’ve created seats 1-3, the next seat you create will automatically populate with the name “4”.

   • Show name on map: Because seat names are visible when hovering over them, you usually don’t need to check this box. However, it comes in handy when creating labels or objects (read more about labels and objects below).
   • Width/Height: Most seats will be 1×1, but objects like tables or stages can be customized to whatever size you need.
   • Capacity: Most seats will have a capacity of 1. Objects or labels that will never be bookable should have a capacity of 0. In some cases, you might have assigned seats in addition to a GA section, in which case the GA section can have a capacity of Unlimited.
   • Zone: Choose from your existing zones.
   • Group: Choose from your existing groups.

   

2. Select the seat you just created and use the “Duplicate” action to duplicate that seat however many times you need to complete the group.

   

3. Edit individual seat names and any other settings as needed.

4. Repeat this for as many groups as needed.

Adding non-bookable objects

An object might be a table, stage, bathroom, or any other non-bookable area you want to visually represent on your seat map.

In the below example, the the Front Door, Bar, and Restroom are all objects:

To add an object to your seat map, create a seat with the following settings:

• Name: For example, “Table” or “Stage”.
• Show name on map: In most cases, you’ll want to check this box so that it’s clear to customers what the object is.
• Width/Height: Change the width/height as needed.
• Capacity: 0
• Zone: Objects can exist within pre-existing zones (in this case they will have the same color as the other seats in that zone), or you can create a separate zone for them. The main reason for creating a separate zone for objects is to give them a different color than your existing zones.
• Group: Objects can exist within pre-existing groups, or you can create a separate group for them.

Adding labels

You can create a non-bookable object to function as a label in your seat map. To create a label, create a zone called “Labels” and give it no color. Then, create a seat with capacity 0 in the Labels zone. Add the label in the Name field, and make sure “Show name on map” is selected.

Moving seats

To move an existing seat in your seat map, select the seat, then click an empty cell in the grid. Click Save.

Ordering seats and groups for auto-assignment

If you want to automatically assign seats for customers, it’s important to order the seats in your map so that seats are auto-assigned in a logical way.

For example, if you’re building a seat map for a luau, seats closest to the stage should be ordered so they’re at the top of the list. That way, customers who book first will be auto-assigned seats closest to the stage instead of being placed near the back or somewhere else.

Groups can be ordered as well (for example, rows or tables closest to the focal point should be ordered first).

Learn more about auto-assignment

Shifting and rotating seats

You can change the way that seats appear visually in your seat maps by adjusting the Rotation, Shift left/right, and Shift up/down sliders. These are useful to reflect seats that are slightly angled or any other seats that aren’t perfectly illustrated in a grid layout.

Rotated or shifted seats will be reflected everywhere your map is visible, including to online customers (if they are able to select their own seats) and logged-in users on your Dashboard.

To adjust these settings for an individual seat or group of seats:

1. Navigate to the seat or group you’d like to adjust in the seat map builder.

   If you’re adjusting a group of seats, select the icon next to the group’s name.

2. Expand the Advanced section.
3. Drag the sliders or type your desired changes into the text fields.
4. Review your changes in Preview mode .
5. Select Save once you are happy with the changes.

You can always reset to the original rotation and shifting by selecting Reset.

After creating your seat map, the map will need to be connected to your resources to ensure that your map accurately reflects usage and remaining capacities.

To finish setting up seating in your Dashboard, reach out to FareHarbor Support.

Do seat names need to be unique?

All bookable seats must have unique names. However, labels or objects with a capacity of 0 can have the same name.

Can I change the shape of a seat or object?

Currently, all seats and objects on a seat map have the same shape. If you want to visually differentiate an object or seat from another, you have several options:

• Put it in a separate zone (with a different color).
• Select show name on map to give it a visible label.
• Set the capacity to 0 (if it’s a non-bookable object) so that it has no outline.

Can I change the size of a seat?

Yes, you can change the size of a seat by changing its height and width. Learn more about these settings.

Why do I need to have a default zone and default group?

This is so that if a zone or group is ever deleted, there is always a “fallback” location to put the seats that were previously in that zone or group. This ensures that you will never lose seats while editing a seat map.

You can leave the default zone and group as is and use them solely as a fallback option, or you also have the option to rename them to use as the most general part of your seat map (e.g. default zone becomes “Standard Seats”).

What happens if I make a change to a seat map? Will that change be automatically reflected everywhere?

Yes. For example, if you add a seat, that seat will automatically be visible everywhere the seat map is rendered. The same applies for moving a seat (if customers are booked into a seat and that seat moves on the map, they will still be assigned that seat).

If you try to delete a seat that is being used by at least one booking, you will not be able to delete the seat. You’ll need to move all customers using that seat until it is no longer in use.

Why can’t I edit seat maps?

You must have the “Manage seat maps” permission before you can make changes to seat maps in your Dashboard.