Event Ticketing

Events can have tickets applied to them, allowing for centralised management of event bookings by members on the system.

NOTE:

• Tickets are created per event, rather than globally for all events to use
• For a member to potentially be able to book an event then at least one ticket is required to be created for that event
• If an event has at least one ticket, but none of the tickets are applicable to the member then the event is greyed out in the Members Area Events list, and that member cannot book the event
• A member may only book one type of ticket

Tickets have now been updated to be displayed in cards, allowing for the information in each ticket to be more easily visible.

Shown below is an example event with tickets created.

Eligible Members

To view which members, based on the ticket criteria, are eligible to book at least one ticket against the event, the Eligible Members tab can be used.

This shows all members who could book a ticket for the event, and displays which tickets they are eligible for.

Filters can be used to filter based on booking status, or ticket type.

Ticketing

The Tickets tab will show all tickets created for an event, with details of each ticket shown.

The left table shows the summary for the ticket, such as total number of tickets, how many tickets have been booked, and, if the Total Tickets Available has been set, then the number of remaining tickets.

The right table shows the summary of the ticket options set, such as the prices, segments and members.

If you have not already created an event, please follow the guide on creating an event before using this article.

You may also wish to create segments, which can assist in allocating/restricting tickets to specific member types, by following the guide on creating views/segments. These should be created before creating tickets.

Creating A Ticket

In an event, navigate to the Tickets tab, as shown below:

Press the Add Ticket button to open the Create Ticket form, as shown below:

Several fields are shown on the form, the following are required fields:

• Ticket Name
• Member Price

These must be completed for the form to be valid and the Create button to become active.

NOTE: By default a ticket is available to all active members.

To restrict tickets to specific members and/or types of member then the Individually Invite Members and Select Segment(s) options can be used, detailed below.

Ticket Name

This should be a brief name for the ticket, for example, Standard, VIP etc.

Description

Optional, a description can be added to describe the ticket, which will be shown in the event page in the members area.

Member Price

Set the price for the member for the ticket, this can be set to 0 for free tickets.

Maximum Guests Per Member

The maximum number of guests a member can book when selecting this ticket. This number is unrestricted but should be a logical number based on your requirements for that ticket.

If no guests are allowed then this value can be set to 0.

Guest Price

The price for the guest, this can be set to 0 for free tickets.

Guest Name

Optionally rename the Guest ticket, if left blank then Guest is used for the name.

Guest (Concession) Price

To provide flexibility for guests an additional Guest (Concession) option is available, for example if you require two types of guest tickets with differing costs, one for adults and the other for children.

The price for the Guest (Concession) can be added here, or left blank if not required. If left blank then the Guest (Concession) ticket won't be displayed to members.

Guest (Concession) Name

Optionally rename the Guest (Concession) ticket, if left blank then Guest (Concession) is used for the name.

Total Tickets Available

This is the total number of tickets available for this ticket.

Please note that Member, Guest and Guest (Concession) bookings each take one ticket allocation.

For example, if a member books themselves and 3 guests then a total of 4 tickets for this ticket option are used.

This can be left blank for no limit on the number of tickets, or a specific number can be set.

Once this limit is reached then the ticket is classed as Sold Out and cannot be booked further.

Ticket limits are useful because you may create several tickets for an event, where the event has a total of 100 seats for a dinner.

One ticket can be created, e.g. for VIPs, with an allocation of 20 tickets, and another ticket can be created for all other members, which has an allocation of 80 tickets.

This ensures that the VIP members are able to book the event even if the other ticket is sold out.

By using segments (discussed below) with the above you can ensure that only relevant tickets are displayed to specific members.

Individually Invite Members

To restrict a ticket to specific members only use the Add Member button to add a member to the ticket. Repeat the process to add additional members.

Once added and the ticket is created only those members added to it will be able to see and book that ticket.

NOTE: If segments are used to restrict to those members who match the segment(s), then the Individually Invite Members can be used to invite members who do not match those segments added, which may be useful for inviting specific members that fall outside of the segments used.

For example, you may create a ticket with a segment for only those members in London, but wish to add a member that lives in Surrey to the event.

Individually Exclude Members

To restrict a member or members from seeing or being able to book a specific ticket they can be added here.

NOTE: Adding a member here will override the Individually Invite Members and Select Segments, if the member has been added there, or exists in any of the selected segments.

Select Segment(s)

Tickets can be restricted to specific types of members if a segment has been created for them.

For example, you may have a segment for those members with a specific interest ticked on their profile, such as golf or sailing, or a segment for specific types of members, for example those with a specific company status.

All segments are listed and can be selected by clicking on each segment, where it will turn green.

Multiple segments can be selected as required.

NOTE: The segments shown for your client will differ from the ones in the example below:

NOTE: Selecting more than one segment will mean that all members in any of the segments will be invited, i.e. it does not restrict the ticket to only those members who match all segments, rather the logic is "any member in any of the selected segments can book this ticket".

Shown below is an example of a completed new ticket:

Once the ticket options have been completed press the Create button at the bottom of the form to save the ticket.

Once the ticket has been created the page will refresh with the ticket shown.

Repeat the process for all required tickets.

Editing Tickets

Editing an existing ticket is a similar process to creating a ticket, with the same options shown.

NOTE: If a ticket is modified, for example changing the price, then existing bookings using the original price are not updated.

Against each ticket is an Edit button, pressing this will open the Update Ticket form, as shown below:

This will allow for the ticket to be modified as required, once changes have been made press the Update button to save the changes.

Delete a Ticket

A ticket may be deleted using the Delete button against it, however, a ticket cannot be deleted once at least one booking has been made against it.

In the above case then it is advised to instead set the Total Tickets Available to match the number of tickets booked against it, which will then set that ticket as Sold Out.

Members with a booking against that ticket may still modify their bookings, but cannot book any further guests.