Creating an Event and Sell Tickets

You can choose to create a new unit specifically for creating an event to sell tickets. I’m going to use the example of creating Georgie’s Disco on Saturday 29th April from 7pm to 11pm (we love a good party!)

Step 1: Create your unit

Go to Setup > Configuration > Units > Add a new Unit and give it the event name (you might want to create a new category for all your events).

Step 2: Configure the unit

Double click on the green bar to enter, then:

  1. Within the Details tab make sure your unit tokens are set to Activity or Event. Leave the rest of the settings in the Details tab as 0 because you will want to control the number of people for the time-based unit in the Party Members section.
  2. Click on the Options tab, set the Availability Type to Time Availability, then you will see the option to set the time availability to Event. Then set the availability level to the total number of tickets you want to sell for that event.

Step 3: Add your availability to the unit

Go to Setup > Rates > Daily / Weekly / Short Breaks and choose the unit for which you would like to create the availability. When creating an event the unit itself will have a £0.00 price as you will charge by the person under Party Members.

When running an event, it’s likely to be for one specific day and time period. In my example below, I’m creating a time slot for a disco on 29th April between 7pm and 11pm – this now sets the availability for the unit (event).

Then click Add. 

Now I want to charge by the person, do this by creating Party Members.

Step 4: Create the party member – charge by the person 

Go to Setup > Configuration > Party Members and choose the unit you would like to add.  Click on New Party Member.

You can call this whatever you like; Adult Ticket(s), Child Ticket(s) etc. Double click to enter into the Party Member setting and you can then set the maximum level and add the price.  

When in the pricing tab, you will need to make sure that the time slots are set up with exactly the same date and time as you did for the unit. (If you have used Time Types, you will see this as an option to select).

Step 5: Refresh the availability

Whenever you make changes to the configuration of your account or simply change the pricing, we always recommend that you refresh the availability.  Go to Tools > Refresh Availability and select the unit you were working on.

Step 6: Edit your email template and add the #Ticket# token to the invoice template

Use the PAID IN FULL email template to say thanks for the payment and then use the Invoice template (watch video here on how to edit emails). When you create the invoice, this is where you can use the #ticket# token which will create a ticket layout similar to the example below.

The ticket reference number is generated using the general booking reference number for your account, followed by 1 (the sequential numbers of purchased tickets in a single transaction), followed by the first three letters of the billing persons surname.

Screen Shot 2016-04-26 at 23.52.02

If you want to make sure the person’s name attending is on the ticket, make sure you collect the details by going to Setup > Party Details and making sure the ‘Main Party Member Only’ option is un-ticked.

Step 7: Viewing an event arrivals list

You can generate an arrivals list for your event by going to Reports > Time Based > Event Arrivals.