If you have not yet set up your raffle campaign, please follow the linked article first.
Once your raffle campaign action has been configured you will need to create your ticket fulfillment documents and workflows. If you have opted in to include vega support configuring your raffle then these settings will be completed for you.
You may want to offer multiple ways raffle tickets can be purchased, via the vega raffle widget, over the phone, or by mail. All ticket sales need to be recorded in vega to allow the tickets to be entered into the draw and we advise using online purchase options only instead of paper ticket sales.
However tickets are being purchased, a ticket document will need to be provided to the purchaser so that they have a record of their ticket number(s) and receipt of the transaction. Depending on your licence, some specific details are required to be included on your ticket and certain information should be provided at the time of purchasing.
The document template 'Raffle Ticket Fulfillment Template' provides you with a template for your ticket receipt. This template should be used to create a document with edited details that are relevant and specific to your raffle campaign. This document is designed to be sent as an email in response to online purchases and includes all the necessary ticket details. The #TicketNos# merge tag is already used in this template and there are additional ones available if preferred; #DistributionSummary#, #TicketSummary#, #TicketDescription#, #TicketQty#, and #TicketPrice#.
The document template 'Event Ticket Terms and Conditions NZ' provides you with an outline of all information that should be provided at the time of sale. This template should be used to create a document with edited details that are relevant and specific to your raffle campaign. This new document can then be used as the terms and conditions link in your widget to ensure that all contacts purchasing a ticket have access to the information and accept these conditions before purchasing.
There is also the 'Event Ticket Thank You Landing Page' template which can be included in the raffle widget to immediately acknowledge the ticket purchase and inform the contact that they will receive an email confirmation of their ticket(s).
Please always confirm that the requirements of your specific licence have been met.
Raffle event widget acknowledgements differ from donation widget acknowledgements and require a workflow to send the ticket fulfillment document. This is because the transaction needs to be successfully processed in vega and validated to ensure a ticket number can be generated so it is not possible to use the ticket merge tags when emailing from a widget. This is why only the thank you document is necessary for the widget acknowledgements.
Ticket purchase workflow
If you do not have one already, you will need to create an attribute called Ticket Purchase Workflow. This attribute can be created under any attribute type and it will automatically be added as a payment attribute to all ticket purchase transactions made via a widget, this is the case for purchases via a ticketed event also.
If you already have this attribute created from a previous ticket or raffle event then the same attribute can be used but you will need to create a new attribute rule with the correct GL Code and document.
In this example, we will create the attribute under a new type called Payment Attributes.
Once your attribute is created you will need to add an attribute rule to it from within the Advanced Attribute Form. The screenshot below shows the completed fields for this attribute rule:
|Attribute rule field||Explanation|
|Workflow Document||This dropdown will show all of your documents. Select the document you created based on the Raffle Ticket Fulfillment Template.|
|Workflow Email||This dropdown will show all of your service emails. Select the email address to be used as the from email address sending this ticket confirmation email.|
There are three rule options that can be used in this instance and all can be associated with the particular GL Code being used for your raffle products.
Each of these rule options allows for the merge tag #TicketNos# to be used but how you want to receipt any additional donation will depend on what one to use.
|Rule Value||Set the number of minutes after the payment has been processed to send the email. Setting the value as 1 will still take approximately 15-20 minutes to send the email to account for the processing time for the transaction.|
|Workflow GL Code||Select the GL Code of your raffle campaign products.|
See the recording below of how this attribute and ticket workflow have been created:
Your online ticket fulfillment process has now been set up and when a widget transaction is processed the payment attribute will be automatically added and the document sent to the contact's given email address. You can test this by adding &test=1 to the end of your widget URL and processing a transaction with card number 4111 1111 1111 1111 any valid expiry and any numbers for CVV.
If you are processing payments received in person then the same document can be assigned to the payment and sent via email within the batch or payment form.