Events with ticket types, prices and sale dates
Set up an event once, with its sessions and its ticket types: Student, Parent, Guest or VIP. Each type has a price, tax, a limit and its own sale dates. Publishing checks that nothing is missing, and free ticket types work as registrations.
PLANSEvery plan
The problem it solves
- Passes are printed in the office and counted by hand.
- Each event is set up from scratch in a spreadsheet, with prices that differ from the poster.
- Student and guest tickets are sold at the same counter with no way to tell them apart afterwards.
- An event goes on sale with a wrong date or no price, and it is found out at the door.
How it works
- An event manager opens Events > Events and clicks New. Type the name, In One Line, the Kind, the Venue and add a cover picture.
- Choose Who May Buy: Only Our People (signed in), or The Public as Well. Choose where it is Sold: Online and at the Counter, or At the Counter Only.
- Add the sessions, then the ticket types: name, what it includes, Price (0 means free), Tax, the limits and the sale window.
- Click Publish. The system lists anything missing, such as a session still to come or a sales journal, and publishes only when all is in place.
- The event shows on your event pages and in the app. Close Sales stops selling; Done marks it over, and this happens by itself after the last session.
Everything it does
The event
- Name, In One Line, cover picture, Description and Terms
- Kind: Cultural (to start with), Sports, Academic, Alumni, Workshop or Other
- Venue as the buyers should read it; with SmartMy Facility, a Facility reserved for each session
- Who May Buy: The Public as Well (to start with) or Only Our People (signed in)
- Sold: Online and at the Counter (to start with) or At the Counter Only, with Where to Buy
- Organiser: the person who runs it; several organisers on Scale
- States: Draft, Published, Sales Closed, Done and Cancelled
Ticket types
- Name (Student, Parent, Guest, VIP) and What it Includes
- Price: 0 means free; the Tax comes from the Entity's Default Tax on Tickets and can be changed per type
- Price with Tax is what the buyer sees; a price can include its tax or not, as the tax says
- Limit per Session: 0 means only the session's capacity limits it
- Minimum per Order 1 and Maximum per Order 10 to start with; Limit per Buyer 0 (none)
- Sale Opens and Sale Closes: empty means on sale as long as the event is
- Attendee Names: Not Asked (to start with), Optional or Required
- Who May Buy it: Anyone (to start with), Parents, Students, Staff or Alumni; Visible, or By Code Only with a Code
Free tickets
- A ticket type at 0 is a registration: it has no QR code and the gate does not let anyone in with it
- To let a guest in free, give a complimentary ticket (Scale), which keeps its QR and says VIP
Checks before publishing
- A session that is still to come and a ticket type on sale
- A code on every By Code Only type
- When anything has a price: a payment provider of the Entity (not for At the Counter Only), a sales journal and an income account
- With a seat map: every section decided
After publishing
- Close Sales stops selling; Reopen Sales starts again; Back to Draft only while no order is paid or held
- An event with an order cannot be deleted; archive it instead
Who uses it
Event managerCreates, publishes, reopens and cancels events, and sets the Entity's tax and journals.
Event organiserPrepares the events they are named on: sessions, ticket types, description and terms; closes sales and marks an event done.
AdministratorSets the Default Tax on Tickets, the journals and the hold time under Tax, Journal and Hold.
BuyerSees the published event with its ticket types, prices and what is left.
Where you use it
- Web: Events > Events (New, Publish, Close Sales, Done, Back to Draft) and Events > Configuration > Tax, Journal and Hold
- The event pages: the published event with its sessions and ticket types
- The SmartMy Events app: published events for buyers; figures for staff (built and in testing, not in the app stores yet)
- Not in the app: creating or changing events and ticket types; that is done on the web
What you control
Settings
- Default Tax on Tickets: empty to start with (put on each new ticket type)
- Tickets Held while Paying: 10 minutes
- Kind: Cultural; Who May Buy: The Public as Well; Sold: Online and at the Counter
- Minimum per Order 1, Maximum per Order 10, Limit per Buyer 0, Attendee Names Not Asked
Notifications
- Tickets of a Paid Order: to the buyer, with the link to the tickets, by email, WhatsApp or SMS
- Each of these goes out at once. WhatsApp or SMS go where you set them up, from your message credits; app push follows once the apps are in the stores. A person can switch off email, WhatsApp or SMS for themselves, never the event; in-app notices always arrive
Questions
Can a ticket type be free?
Yes. Set the price to 0. A free ticket is a registration: it has no QR code and does not let anyone in at the gate. To let someone in free, give a complimentary ticket on Scale.Can I hide a ticket type from the public?
Yes. Set it to By Code Only and give it a code. It shows only on the event page opened with that code.Does the price include GST?
It follows the tax you choose. The buyer always sees the price with tax, and the Entity's default tax is put on each new ticket type.Can an event be sold only at the counter?
Yes, with Sold set to At the Counter Only; the page then shows where to buy. Counter sales in the system come with Growth. On Starter such a page only shows the tickets and the place to buy.Related features
SELLINGSeveral sessions for one event, each with its own capacityA fest over three days or a play with two shows is one event with several sessions. Each session has its own date, capacity and gate time, and every ticket belongs to one session.SELLINGWho can buy, limits per order and per buyer, and attendee namesSell to your own signed-in people only, or to the public as well. Each ticket type can be for anyone, staff, parents, students or alumni. It can have a smallest and largest order, a limit per buyer and a name on each ticket.SELLINGEarly-bird prices by dateGive a ticket type a lower price until a date, or several steps of prices. The page tells buyers how long the price holds. Every order keeps the price of the moment it was made.SELLINGPublic event pages, order form and My ticketsYour events get their own pages. There is a list with search, a page per event with its sessions and prices, an order form, and a tickets page for each order. Signed-in buyers also find every order under My tickets.SELLINGComplimentary tickets with a VIP markGive tickets without payment to the chief guest, a sponsor or staff on duty, each with a reason and within a limit per event. Every complimentary ticket says VIP on the PDF, the phone and the gate, and nobody can take the mark off.FANS AND SEATINGCopy an event with its ticket types and pricesStart next year's annual day from this year's. The copy keeps the ticket types, prices, seat-map sections, terms, staff and more, with every date moved to the new first session.
See your next event on it.
Tell us what you are running, how many people come and how you sell today. We will set up the event with you on SmartMy Events.