The idea behind the quick ticketed campaign action is to alleviate most of the pain of setting up a Vega Event. The quick ticketed button will create products, documents, and communications based on the options selected. The event can still be edited with any necessary details after it is set up, but this will give you an easy-to-use template for the whole campaign.
If you would like to create your event with the full options and customisation from the start you can use the standard ticketed event campaign action - Creating a ticket event campaign
To create a ticketed event campaign, you will need to go to the Engage tab and first create a new campaign header or select an existing campaign header.
For ticketed events, the campaign header start and end dates will be checked for ticket purchases so please ensure these are set for the time frame that tickets will need to be available.
It is optional to set a capacity on the campaign header, this will set an overall capacity for all ticketed event actions created under this campaign header.
The ticket number seed is an optional field that can be added to set the first ticket number to be used in any ticketed event action within this header.
You can add a campaign header image here that will be used in your documents.
You can now click New Action on your campaign header and select the Quick Ticketed action type:
Step 1- Name and schedule your ticketed event:
Configure the basic settings of your event.
Name: A Name for your event
Event Launch Date/Time: The date and time that tickets are available to be purchased and when email comms can be scheduled. This will default to tomorrow.
Event Start Date/Time: The date and time the event starts.
Event End Date/Time: The date and time the event finishes. Tickets will stop being able to be purchased 48 hours before this date.
Target: Event $ Target
Expenses: How much the event is costing
Single Ticket Price: The price of a single ticket for the event.
Total Ticket Capacity: The total ticket capacity for the event.
Mutli-buy Price (Optional): You can include a different price for buying multiple tickets, with the quantity to be included set on the option below. The example below shows you can get 5 tickets for $20.
Mutli-buy Quantity: How many tickets are included in the multi-buy price.
Description: Include information about the event. The content entered here will be available as a merge tag in your documents.
Step 2- Event response settings:
Set the acknowledgement documents to be used and schedule emails.
Ticket Document: This document should include the ticket information. It will be added to the widget to send as an email once the payment has been created and ticket numbers have been assigned (this can take approx. 15 minutes from when the widget is submitted). It will also be added to the event response settings to be used when a payment to the event is manually added within Vega.
Donation Receipt: This document should be an email document with a tax receipt document saved as an attachment. It will be added to the widget to send as an email for any purchases that include an additional donation, once the payment has been created in Vega.
Acknowledgement Document (Optional): This will be added to the widget to send as an email immediately after the widget has been submitted to tell the contact their tickets are on the way.
The option of Use Vega Default Documents will create documents for you, these are based on the templates listed below. These documents can be used as they are but can also be modified after the initial setup for further customisation and to add any other details required.
Ticket Document: 'Event tickets confirmation' with 'Event Tax Receipt'
Donation Receipt: 'Event Donation Email' with ' Donation Receipt PDF Attachment'
Acknowledgement Document: 'Event initial confirmation'
Ticket GL Code: Set the GL Code to be used for the ticket income, this will need to have GST assigned to it and should be different from your donation GL code.
Donation GL Code: Set the GL Code to be used when an additional donation is included in the purchase.
Bank Account: Set the bank account all payments should be allocated to.
Auto-create Communications? (Optional): Checking this option will create a series of scheduled email actions for the communications needed to promote your event. The scheduled actions will be checked to 'Create as draft?' so that the emails created are set to draft and will not be sent without a user action. You can check these scheduled actions to confirm the queries are correct for your database and update this setting so the emails will be automatically sent on the process date.
Communications to be created:
Communication Name | Document | Scheduled Date | Recipients |
'Event Name' Launch | Event Launch | 2 days after the launch date | All active contacts with an email |
'Event Name' Launch Reminder | Event Launch Reminder | 1 week after the launch date | All active contacts with an email who have not responded to the campaign |
'Event Name' 6 weeks to go | Event 6 Weeks Reminder * | 6 weeks before the 'available to' date | All active contacts with an email |
'Event Name' 1 week to go | Event 1 Week Reminder | 1 week before the 'available to' date | All active contacts with an email |
'Event Name' 24 Hrs to go | Event 24 Hr Reminder | 1 day before the 'available to' date | All active contacts with an email |
* The 6 weeks to go reminder will only be generated if your event end date is more than 8 weeks from the launch date.
Step 3- Event summary:
Check the summary details and click Create when you are happy with your Quick Ticketed setup.
You will be taken to the Event Configuration of your published ticketed event as shown below:
The event has been configured based on the quick setup options and you can review these details in the 'Ticketed Event Setup', 'Dates Setup', and 'Response Setup' tabs at the top.
You can preview the widget and copy the iframe code as well as load the widget configuration.
The ticket options have been created for you and can be seen on the 'Products' tab.
If you want to make any changes to your event configuration you will need to click the red Undo Publish button first.
If you selected the option to auto-create communications they will be created for you on the 'Communications' tab.
You will also see these created as the scheduled actions in the campaign header:
The queries included in these scheduled actions have been created for you as 'event name' and 'event name' Not Responded. You can see these under My Queries and within the Existing Queries tab in the custom query tool.
Please note- These queries can be edited to include any other criteria needed, such as specific attributes, to ensure your scheduled emails are sent to the correct contacts.
Event Widget:
You can click Configure from within the event setup to load the widget configuration or access it from Admin > Widget Configuration > Event.
You will see that the finance and acknowledgement options have been set as per the quick ticketed setup.
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