Creating ticketed events

Campaigns are all managed from the Engage tab. Once you have created your campaign structure and you have a campaign header, you can add a campaign action within this.

The campaign action we will detail here is the ticketed event, please see articles on the other action types here.

Events in vega

In vega, there are different event types available to fit different situations.

Before creating your ticketed event you will need attributes created for each ticket type you would like to offer. For example, you might want an attribute type for this specific event, with the attributes for each ticket option such as Single, Couple, Family or these attributes could be the same ones used for many events. The attribute name will be used as the ticket name so please bear this in mind when naming your ticket attributes.

The attribute group for these tickets will need to be set as Products to be available to select in your event action.

To create an event, find the campaign header you would like to add this to and click New Action.

This will give you the options shown below, we will be clicking Ticketed Event.

Ticketed Event

This will open up the ticket event action page as shown below:

This page can be divided into sections and we will detail these here.

Ticketed Configuration

There is a row of tabs at the top that we will go through to configure each aspect of your event.

Ticketed Event Setup

Event Setup field	Explanation
Name	Name of your event, there is the option to display this on your widget. This is a required field.
Code	Short-hand code for your event.
Type	This will be locked as Ticketed.
Target $	If you have a target income for your event it can be added here.
Ticket No. From	Set the ticket number ranges available, this determines the capacity of the event also. This is a required field.
Ticket No. To	Set the ticket number ranges available, this determines the capacity of the event also. This is a required field.
Is Active	This will be ticked as default and should be left active for a new event.
Create a Widget	This will be ticked as default to create an event widget. This can then be embedded on your website for contacts to purchase tickets to the event.

Dates Setup

All dates and times are required.

Dates Setup field	Explanation
Start Date	Select the start date of your event.
Start Time	Select the start time of your event.
End Date	Select the end date of your event.
End Time	Select the end time of your event.
Available From	Select the date that tickets are available to be purchased from, different dates can be set for individual tickets in the ticket setup below if required.
Time	Select the time that tickets are available to be purchased from, on the above date.
Available To	Select the date that tickets are available to be purchased to, different dates can be set for individual tickets in the ticket setup below if required.
Time	Select the time that tickets are available to be purchased until, on the above date.

The event start date/time and end date/time are used in the add to calendar option within the widget configuration.

Response Setup

Response Setup field	Explanation
Response Letter	This dropdown will display your documents. A document can be selected here to show as the default receipt document when this campaign is used in the payment form.
Response GL Code	This dropdown will display your GL codes. A GL Code can be selected here to show as the default GL Code when this campaign is used in the payment form. This will also show as the GL Code under Financials in the widget configuration for this event.
Response Bank Account	This dropdown will display your bank accounts. A bank account can be selected here to be used when this campaign is used in the payment form.

Click the green Save button to save the initial setup of your event and show the additional fields below, if you ticked to create a widget:


Event Widget Code	This is the widget iframe code that is used to embed the widget on your website.
Preview	This will open a new tab, displaying a preview of what your event widget looks like.
Configure	This will take you to the widget configuration for this specific event widget, where further configuration is available.

Underneath we have further tabs available to invite contacts to purchase tickets for your event, view your event recipients, and see money received for the event.

Tickets

This section refers to any tickets or add-ons available for your event. This can include group tickets and merchandise.

Click Add to see the ticket fields available to add the ticket types in your event:

Ticket configuration field	Explanation
Attribute Type	Select the attribute type for your ticket attributes. This will display all attribute types in the group Products.
Attribute	Select the attribute of your first ticket to add, this will also be used as the ticket name.
Response GL Code	This will display all available GL Codes. Select the relevant GL Code to be used on the payment when this ticket is purchased. This is a required field.
Start Date	Set the date your ticket is available to be purchased from, if different from your event available from date set above. For example, you might have early bird tickets available to start with and then general sale tickets available 2 weeks after the event available from date.
End Date	Set the end date your ticket is available to buy until, if different from the event available to date set above. Using the same example above, the early bird tickets will be set with an end date 2 weeks after the available from date.
Price	Set the price of your ticket.
Label	If you would like to add a label or additional information for your ticket it can be added here. It will be displayed underneath the ticket name as shown below:
Active	This will be ticked as default to set your new ticket as active.
Is Merchandise	This will be unticked as default. If your ticket is for merchandise or a ticket type that should not deduct from the capacity then this can be ticked.
Quantity	Set the quantity to be deducted from the capacity here. For example, a couple ticket would be set as 2 and a family ticket might be 4 or 5.
Max. Amount Per Purchase	Set how many of these tickets are able to be purchased in one transaction. This changes the numbers available in the quantity dropdown in the widget.
Related Tickets	This can be used to only show this ticket in the widget once the related ticket has been chosen. For example, you could have a bundle ticket that then offers merchandise for this ticket type only. The primary, related ticket, needs to be added first.

Once you have entered your ticket details click Save and it will be added to the grid below.

The ticket types can also be edited by clicking the Edit button in this grid, updating the details, and clicking Save again.

Please see the recording below of some example tickets being created for an event:

Remember to save your event at the top of the page after adding/updating your tickets.

Communications

The next tab in this section allows you to schedule communications within this event action.

This can be used to email a list of contacts to invite them to your event and allow them to purchase tickets. This is different from sending a separate email action as it will record the contacts as recipients of the event.

All fields in the communication settings are required.

Communication field	Explanation
Action Type	There are 4 communication types available: Direct Mail - Create a PDF download of the selected document for each contact chosen in your query to post letters inviting them to your event. Email - Send a mass email to all contacts in your query inviting them to your event, remember to include a personalised GUID link to the webpage. Excel - Create an Excel export of contact information, this can be used for a mail merge. Unity4 Export List - Create an export for Unity4 telefundraising.
Name	Give your scheduled communication a name.
Start Date	Set the date your communication should send/export.
Start Time	Set the time your communication should send/export.
Population Query	This dropdown will show all your own queries to choose from. Select a query of all contacts you would like to invite to your event.
Document	If you're using the Direct Mail or Email action type then an additional field to choose a document will show. This dropdown will show all active documents for you to choose from to be used as the PDF export or Email content.
From Email	If you're using the Email action type then an additional field to set the email address used to send your email will be shown. This dropdown will show all of your service emails to choose from.
Assign to Staff Member	Each action type needs to be assigned to a staff member, who will be notified when the communication has been processed and is available to download (for Direct Mail, Excel and Unity4). This dropdown will display all of your active users.
Is Active?	This will be ticked as default when adding a new communication. If a communication is scheduled but no longer required then it can be edited and unticked so that it will no longer be processed.
Save and Close	Click Save to save your new communication or Close to cancel. When you save your communication, remember to save your event also.

It will then be recorded under the Communications Scheduled header:

The communication will be recorded as active but not processed until the chosen start time and can be edited or deleted up until it has been sent, as long as the event is unpublished.

Please note: Communications will only be processed once the event has been published.

Once the communication date and time has been reached it will be sent/processed and the user will be notified. It will then be recorded under the Communications Sent header instead:

A list will be created and available to view under Contacts > My Lists including all contacts from your chosen population query.

Recipients

This will show all contacts who have received any of the event communications added above.

They will be displayed in a table, showing the Vega ID, Account Name, and Email of each contact:

Purchased

This will show all contacts who have purchased a ticket to the event, either using the widget or manually adding a product payment for this campaign on the contact.

Donated

This will show all contacts who have made a standard payment to the event, not ticket purchases.

Audit

This will show a log of all actions in regard to the configuration and edits to this event.

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