Creating XML Ticket Data In Microsoft Excel

When importing an XML file into EasyTicketScan it’s imperative the XML is in the correct format for the import process to work. To minimise possible issues an XSD file has been designed for creating EasyTicketScan data and is used in conjunction with Microsoft Excel.

What is an XSD File?

An XSD file is used to validate XML by defining which elements and attributes are permitted and in what order.

Do I have to use the XSD file to create an XML ticket file?

You don’t need to use the XSD file, we have provided it to make creating files easier but if you prefer you can create your XML file manually as long as the format is correct.

Downloading the XSD file and linking it to Excel

Open the XSD file by clicking this link, once opened right click and save the file locally

  • Open a new workbook in Microsoft Excel and go to the “Developer” tab*.
  • Within the XML section click on “Source” (an XML Source section should appear on the right of the screen)
  • Link the XSD file to Excel by clicking on the “XML Maps” button and selecting “Add”
  • Find the recently saved XSD file and click “Open” and then “OK”

The XML source section should now be populated with the event_Map

*The Developer tab may not show in the default Excel setup. If it’s not available, go to the “Options” section in the “File” tab and select the left-hand option “Customize Ribbon”. Click the “Developer” checkbox on the right and click “OK” (instructions may be different if not using Excel 2013).


Creating your Ticket data

Using the XSD file involves pulling data fields from the XML Source event_Map onto the Excel worksheet and populating them with information.

Populate an event id

  • Click on “id” in the event_Map so it is highlighted in blue
  • Hold down click and drag the field on to the worksheet e.g. to cell A1
  • Field A1 can now be populated with your event id (has to be unique)
  • In the event_Map the “id” field now shows in bold and shows as highlighted when you click on cell A1

Populate an event name

  • Click on “name” in the event_Map so it is highlighted in blue
  • Hold down click and drag the field on to the worksheet e.g. to cell A2
  • Field A2 can now be populated with your event name
  • In the event_Map the “name” field now shows in bold and shows as highlighted when you click on cell A2

Populate a start and end time for the event (optional)

  • Click on “timewindow” (under “name”) in the event_Map so “start” and “end” are highlighted in blue
  • Hold down click and drag the field on to the worksheet e.g. to cell A3
  • Field A3 can now be populated with your event start date and time
  • Field B3 can now be populated with your event end date and time
  • In the event_Map the “start” and “end” fields now show in bold and are highlighted when you click on cells A3 or B3

Populate ticket information for the event

The only data in the ticket section that is required is “barcode”, which must be unique. The fields “text” and timewindow “start” and “end” are all optional. You can either populate all the ticket information or just certain fields.

Populate just barcode information for the event

  • Click on “barcode” in the event_Map so it’s highlighted in blue
  • Hold down click and drag the field on to the worksheet e.g. to cell A5
  • A barcode header shows in field A5
  • A barcode for each ticket can be populated below the header
  • In the event_Map the “barcode” field now shows in bold and it shows as highlighted when you click on the header or any barcode information

The same rules apply if you also wanted to include the “text” or timewindow information

Populate all ticket information for the event

  • Click on “ticket” in the event_Map so it and all the fields under it are highlighted in blue
  • Hold down click and drag on to the worksheet e.g. to cell A5
  • Headers for barcode, text, start and end show in field A5-D5
  • Field A6 and below can be populated with unique barcodes
  • Field B6 and below can be populated with text (can be left blank if required)
  • Field C6 can now be populated with your ticket start date and time (can be left blank if required)
  • Field D6 can now be populated with your ticket end date and time (can be left blank if required)
  • In the event_Map the “barcode”, “text”, “start” and “end” fields now show in bold and show as highlighted when you click on their cells in the worksheet


Saving ticket data as an XML file

  • Go to “File” and select the option “Save As”
  • Browse to find the folder in which you wish to save your data
  • Change the “Save as type” to XML Data (*.xml)
  • Add a filename for the data
  • Click Save
  • A message is shown about loss of workbook features, click “Continue”
  • The file is saved to your selected location