Tickets

When you click on the element ‘Tickets’ in the Events tree, you will see an overview of all ticket options of the event. Several actions can be carried out for all ticket options. Each ticket option also has its own overview divided into different tabs.

General actions

Add

It is possible to manually add registrations. This works the same as adding registrations in Participants –> Add.

Export tickets

It is possible to export all tickets. To do this, use the button ‘Export all tickets’. The file that will be exported contains the names of participants, the product (ticket option), the number of tickets and the costs of the tickets.

Behind ‘Type’, indicate which document type you want to export. You can choose from:

• Excel (XLSX)
• Excel XP (XLS)
• Libre/Open Office (ODS)
• CSV

It also possible to include information from the Organization Application in the export. To do this, select ‘Link’ and select the export set that includes the necessary information. You can also choose to link information of a parent element in the Organization. For example, this is useful when participants are contact persons of a company. In that case, the company is the parent element.

Then click on ‘export’ to download the file.

Per ticket option

When you click on a ticket option, you will see a new screen with the following options in the toolbar:

• Add: This works the same as adding registrations in Participants –> Add.
• Export participants: This works the same as making an export in ‘Participants’. However, when exporting in ‘Participants’, all participants are included, and when making an export here, only participants for this particular ticket option are included in the export.
• Export tickets: You can use this option to export the tickets of this ticket option. The export will contain information about the tickets that were purchased, such as the owner of the ticket, the ticket number and the paid amount. You can also choose to link information from the Organization about the participant to this export.
• Create dynamic group: This option allows to create a dynamic group of participants who register(ed) for this ticket option. In the field ‘Name’, enter the name of the group. The options under ‘Include in group’ are already set up so that only the participants of the relevant ticket option will be included in the dynamic group. You don’t need to change anything. Indicate the location of the group in the Organization tree. Click on ‘save’ to confirm.
• Send mailing: It is possible to send an e-mail to all participants of a specific ticket option. To do this, click on the button ‘Send mailing’. Enter the e-mail address and name of the sender, the subject of the e-mail and optionally enter extra e-mail addresses in ‘Send CC to’. Choose the attachments of the e-mail and write the text. After entering all information, click ‘send’.

There are several tabs in the element ‘Tickets’. Which tabs exactly occur depends on the settings of the event. The following tabs can occur:

Participants

The tab ‘Participants’ is always present in the element ‘Tickets’. This tab shows the participants of the ticket option, the number of ordered tickets, the attendance of the participants and the paid amount. In the top right corner you can see how many tickets have been ordered and how many are still available (if a maximum capacity was indicated).

You can view a ticket by clicking on the name of a participant and then clicking on the ticket number. Several options appear in the toolbar. You can download the ticket with ‘Download tickets’ and manually manage attendance with ‘Mark’. You can also change the owner of the ticket with ‘Change owner’. Behind ‘Owner’, enter the name of the new owner. This has to be someone from the Organization Application. Select the correct person in the list of suggestions that appears. Then click ‘save’. The owner of the ticket has been changed.

Cancellation

If it is possible to cancel a ticket, this tab contains an overview of canceled tickets. The overview displays the name of the person who canceled the ticket, the date on which the ticket was canceled and the price of the canceled ticket.

Notification list

If a notification list was activated for this ticket option in ‘Capacity’, the tab ‘Notification list’ is available. This tab displays the users that are placed on the notification list and when they were placed on the list. If someone on the notification list got a ticket (after someone else canceled a ticket), you will see when this person obtained the ticket under ‘Deleted on’.

Reserve list

If a reserve list was activated for this ticket option in ‘Capacity’, the tab ‘Reserve list’ is available. If a ticket becomes available, as administrator you can decide who in the list will get the ticket. You can do this by adding this person in ‘Add’. The name of the added person will be crossed out in the reserve list and under ‘Deleted on’ the moment of obtaining the ticket is indicated. If you are using a confirmation e-mail for the event, the participant will receive this e-mail after you have assigned the ticket to him/her. 

Form answers

If a form is connected to the ticket option, the tab ‘Form answers’ is available. This tab contains an overview of the groups for which a form was created during configuration of the event. If there was a form for only one group, you will see the results of this form directly. Otherwise, you can view the results of a form by clicking on the group. You can export and clean up the results.

Export

Click on ‘Export’. Behind ‘Type’, indicate which document type you want to export. You can choose from:

• Excel (XLSX)
• Excel XP (XLS)
• Libre/Open Office (ODS)
• CSV
• ZIP

Then you can choose to ‘Break down per ticket’. This means that the form results of someone who ordered multiple tickets will be displayed separately in the document (all with their unique ticket number).

You can also choose to link information from the Organization so that this is also displayed in the document. Another option is to link a parent element, which is convenient if registrations are by contact persons of companies and you want to export the information of the company as well.

Then click on ‘export’ to download the file.

Export files

If the form contains a file field, for example to upload a CV, the uploaded files can be downloaded all at once as ZIP. In the overview of form answers, click on the title of the column that contains te files. The files will be downloaded immediately.

Clean up form answers

You can delete form answers without deleting the registration itself with ‘Clean up’. This can be necessary if the form answers contain sensitive information that cannot be retained for long, but the registrations need to be visible and accessible.

To delete the results, click on ‘Clean up’. You will see an alert that all information, including files, will be deleted when you proceed with this action. Then click on ‘clean up’ to confirm or on ‘Back’ to cancel.