Introduction To Tickets
Overview
An essential aspect of an in-person event is often selling tickets. Tickets items are specially configured For Sale type items with an admission requirement to an in-person event.
Tickets are tied directly to Participants and Participant Record creation. Tickets should only be used for event admission. When selling tickets via the main Event Dashboard, always use the Sell Tickets function to ensure the connection to the participant record is created correctly.
Concepts
- Tickets
- Tickets items in Auctria are specially configured with an Admission Tickets Included set. They will be used for admission to an (in-person) event.
- Quick Start Guide to Admission Tickets
- This Quick Start Guide will walk you through the steps to set up Admission Tickets in Auctria.
- How To Sell Tickets
- The best way to sell a Ticket item is to use the Sell Tickets function on the dashboard. This will ensure the Ticket item has its type set to For Sale and has an Admission Tickets Included value greater than or equal to
1. This value represents how many participants will be accounted for per ticket. This function will also ensure Tickets are properly assigned.
- The best way to sell a Ticket item is to use the Sell Tickets function on the dashboard. This will ensure the Ticket item has its type set to For Sale and has an Admission Tickets Included value greater than or equal to
- Transfer Tickets
- You can use the Transfer Ticket function to reassign a Ticket to a new or existing guest.
Selling Tickets
Although your guests will mostly buy tickets, you can also sell them via the main Event Dashboard. The only way to do this correctly is to use the Sell Tickets function, which will trigger the participant creation process. The Record Purchase function would only record the item's sale and not attach any ticket holders to it.
- How To Add Event Tickets
- The Auctria platform uses a dedicated Tickets item for admission to the event being held by the Organization. The Tickets items are specially configured For Sale items -- essentially, the Admission Tickets Included value has been set.
- How To Add Early Bird Tickets
- Early Bird Tickets are generally sold before regular Tickets are sold for an in-person event.
- Set Up Tickets For Limited Times
- Tickets can be sold on the website for a specified period. Using the "Override start" and "Override end" times on the specific ticket item, you can assign when and for how long a ticket will be available on the website.
- Sell Tickets
- Ticket items can be sold from the main Event Dashboard Tickets menu item. This is the only recommended method for organizers to sell tickets directly to guests.
Admission Tickets Included
All Ticket items require a value to be set for the Admission Tickets Included in their Pricing section. The quantity here triggers the underlying functionality to create the correct number of "tickets" and build out the participant records attached to the Tickets item sale.
Buying Tickets
When visitors to your event website purchase a Ticket item, the participant Registration functions are triggered during Checkout. This will create the correct number of corresponding tickets and participant records.
Ticket Extras
Providing Ticket for your guests also allows you to add some additional features, such as providing for Meal Choices and creating Tables and assigning Seats to those tables.
Meal Choices
Helping with attendance management using Ticket items also allows you to have Meal Choices as an option for the ticket item.
Tables And Seating
As part of the Ticket Item setup, you can create a Table when the ticket is purchased. Often, this is when more significant numbers of admissions are included with the ticket and a widespread approach to selling sponsorships for an event in Auctria.
See Tables And Seating and Selling Sponsorships for more information.
You can use Tickets to track in-person event admissions and provide E-Tickets via email to guests assigned a ticket. You can also optionally use Tickets items to restrict bidding in auction catalogs.
IMPORTANT
The Tickets item in Auctria is based on using a particular item as an admission ticket to the "in-person" event and/or as a restriction on who can place bids on the items available.
"Raffle tickets" are not considered Tickets. If you are selling "raffle tickets," these would be handled as standard For Sale Items. Likewise, items representing, for example, concert or sports tickets in an auction would also be treated as standard "items," often as For Sale Items, and should not be configured as Tickets items.
Adding Tickets
To add a Ticket item, click on Tickets from the main Event Dashboard menu, then click on Adding And Editing Tickets.
Tickets are always created as For Sale Items and have all the regular item fields such as a Title, Description, Value, etc. In addition, several fields apply specifically to Tickets in the Pricing panel:
Admission Tickets Included
This critical field identifies an item as a Ticket and should be set to a number. For a single ticket item, this would be set to1; for a table, it represents the number of guests included. For example, a table of eight would have this value set to8.Always share a Paddle# between guests when this item is bought.
This field is used if you want all the guests associated with a sale of this item to share a Paddle# automatically. It is often used for a "couples" ticket.Create a table when sold
If this ticket item represents a whole table, and you use Auctria to track tables and seating, check this box. The "table" will automatically be created, and the guests will be seated at it. See Tables And Seating for more details.
Multiple Ticket Items
You can create as many ticket items as you need. A common requirement is to have early bird tickets and regular tickets. You can use the "Override online bidding start" and end times options to control when a ticket item will be available for sale.
For example, with an "early bird" ticket item, you would set the Override online bidding ends at time to be when you want to stop selling these "early bird" tickets; and, then, with the regular tickets, you would set the Override online bidding starts at time to be when you want to start selling the "regular" tickets.
If you are selling sponsorships, and they include admission tickets as one of the perks, these sponsorships should be created as Tickets items. See our Introduction To Sponsorships section for more information.
Offering Discounts
You can define a coupon code that can be given to participants to offer either a percentage off or a fixed dollar discount. See Coupon Codes for more details.
Limiting Ticket Sales
You can set the Quantity field per Tickets item to limit the number sold. Suppose you limit the number of tickets sold across different items (e.g., you can sell 300 tickets in any combination of individuals or tables). In that case, you will need to use the "Basket And Packages" feature set to track total sales. See Combine For Sale Items for more details.
Online Ticket Sales
Adding a new Tickets item will automatically configure it to be listed on any default website template's default Tickets page with a "Tickets" page. This also applies to adding the Ticket Sales Pre-built section to an event website page.
Last reviewed: September 2024