Selling Event Tickets

How to set up, sell tickets, collect additional information per attendee, give member discounts and access Ticket Reports for events using the Events Module.

This article goes through everything you need to know about event ticketing including

• • Overview
  • Adding a ticket
  • Giving users Discounts
  • Adding Ticket Fields
  • Selling Additional Products
  • Adding a Refund Policy
  • Ticket Reporting
  • What a Purchases Sees
  • Promoting Events through sending Email

Overview

1. To take online payment for events you will need to create an event as shown in the Add or edit an event using the Events Module article, and under Registration "Allow Online Registration" marked as Yes
2. Have an online payment gateway setup on your site
3. Have the right administration access, i.e. there are 3 levels of the events module which control your access so if you still can't see the ticketing tab, please contact our support team.

Add a Ticket

• Click on edit button located to the right of the event you wish to sell tickets for 
• Then click on the ticketing tab
• Select “Yes” to Accept Online Payments, you will then be able to see a new screen to "Add Tickets" and "Products" for sale

To add a ticket click "ADD TICKET".

• Ticket Name - name given to the ticket 
• Description - that will be visible to your website visitors
• Price:  Enter the price that each ticket will sell for. Remember any additional transaction or service fees will be added on top of this price (unless you have the option set to absorb Member Jungle fees)
• Order Limits
  • No. Available: You can choose the number of tickets that are available which will decrement as they sell and will stop selling once they are all gone. Note: If people add a ticket to their purchase and don't complete the transaction it will be held for 15 minutes before it will be made available again for sale.
  • Min Ticket: You can set a minimum amount that can be sold to a member or just leave it at 0 (if it is a product or non compulsory item)
  • Max Ticket: You can set a maximum amount that can be sold to a member

Discounts

You have the flexibility to grant a percentage discount on tickets to any role or group within the security system (including your Membership Levels) or utilise tags for this purpose.

• • Role/Tag: Select the role you wish to apply the discount to from the Role drop down box and
  • Enter the Percentage discount they will receive.
  • THEN click on the Add button to add this discount. 
  • You can continue adding multiple discounts to different roles.
  • To delete a discount click on the bin icon to the right of the discount you with to delete.

Ticket Fields 

Ticket fields are additional custom attributes you can add and will require the user to complete the details for each ticket purchased. This is where you can also add "Account Type Fields" to collect the names of the people attending to help with attendance management. You can enter a maximum of 10 ticket Fields and choose if they are a required field or not. You can also create a custom event form, which is completed once per purchase in addition to these fields - read more.

• • Field Name: Enter the label or field name you would like
  • Type: Choose from Text, Dropdown, Radio Button, or Checkbox
    • Account: The account field will collect first name, last name and email address for every ticket purchased. It will also require purchasers to nominate;
      
      • If the ticket is for them
      • If the ticket is for any of their secondary members
      • Name all other attendees
    • Text: Ability to enter free text.
    • Dropdown: Create dropdown list for user to select.
    • Radio Button: Select a single option.
    • Checkbox: Ability to select multiple options.

• For radio buttons, checkbox and dropdown fields, you will need to enter the option names for that field, click on the + to continue to add more options.
• Make sure you click "Add" to the right of each field attribute.
• You can choose if the field is a required field by ticket the "Required" checkbox located to the right of the attribute, once it has been added.

• Once you have finished adding ticket fields click “Add” at the bottom of the pop-up screen to complete the ticket creation
• The ticket type will then appear on your screen as inactive, click the red button to activate your new ticket. Note: if the event is also active and registrations are open the tickets will be available on your website instantly. Once your ticket is active it will be displayed with a green "Active Button"  
• Continue adding tickets until you are finished,

Selling Additional Products

• You can also offer customers additional products to purchase in the same transaction as their tickets. The products which will be available to purchase on the next screen after a website visitor has chosen their tickets.
• Adding products is the same process as for adding tickets. 

Refund Policy

If you are selling tickets to an event, it is mandatory that you select your refund policy. 
You have the option of allowing refunds up to 1, 7 or 30 days prior to the event start date, or you can opt to not give refunds at all. 
Please note that this selection cannot be changed once a member has purchased a ticket to your event.

You can create custom registration forms for your event in the Forms tab. See Creating custom ticketed event forms  for further information.

You must click "Save and Close" or "Save" at the bottom of the screen for any ticketing changes to be saved.

Ticket Reporting

You can access a full ticket report, which includes all ticket field information on the individual tickets purchased and if the Account Field has been used, all attendees information.

• To access the report click on Reports and Ticketing Report in the left menu and select the relevant event from the dropdown

• The report shows the invoice, each ticket number, the purchaser or order name and also all ticket fields.
• You can export the report to CSV file by clicking the "Export Tickets to CSV" button located on the top right of the screen.

What a Purchaser Sees

Anyone can buy tickets from your site, whether they are a member or not by clicking on the "Purchase Tickets" button for an event.

They will be shown the ticket options available and asked to select their tickets

Note: If a member is logged in they will also see the member prices they are entitled to above. 

• The purchaser will be asked to complete all of the required details for each ticket they have purchased. This includes "First Name, Last Name and Email address for any "Account" ticket fields.  If the person is logged in, it will pre-populate that information for them.

• The purchaser can select "Ticket not for you" and enter the correct persons details if required. These fields will be required for all tickets purchased.
• If the person is a member of a group membership and is logged in, they will also see the "Select from Secondary Members" button.

 

• They will then be shown a list of their active secondary members who they can select from and allocate the ticket to.
  
  

 

 

 

• • Visitors will then be asked if they would like to purchase any of the additional products that are available

  

• The purchaser will then be shown an overview screen to allow them review their tickets
  
  
• Once the purchaser has completed the payment steps they will see a Successful message on the screen and be emailed an invoice and confirmation of their purchase.