Purchasing event tickets

Event campaign actions in vega provide a customisable event widget that you can easily embed on your website and link in your email communications to promote your event.

You can also manually add ticket purchases in vega, directly on a contact or within a batch.

If you have not created your ticketed event yet, please see the article here to set this up and ensure your event is published to enable purchases.

All ticket purchases will add the contact, ticket type, and the number of tickets purchased to the Purchased tab on the event configuration. We will detail further how tickets can be purchased for the three methods available below.

 

Widget ticket purchases

When creating your event you have the option to create a widget for this at the same time.

This would create a widget under Admin > Widget Configuration > Event, with the same name as your event. This widget can be customised to include the fields you need, send acknowledgment emails to the contact, and set additional styling so it fits seamlessly on your website. Please see the article here for further detail on customising the widget for your event.

As soon as your widget has been configured and it has been embedded on your website you are ready to promote your event and start receiving ticket purchases. 

Remember, you can include a personalised link to your event webpage to make this process easier for your contacts.

 

All ticket purchases are available to view from Money > Website Payment Log:

If you have set up to receive a notification email in your widget configuration then this will also email a particular email address after each purchase.

From the website payment log, you can view limited information for each contact who has purchased tickets.

You can access each contact by clicking on the row to be taken to their contact dashboard, where you can view all information entered, any attributes included on your widget, and detail of the ticket numbers assigned to this contact.

Please note- The vega ID needs to be generated and Posted status as TRUE before you can click through to the contact.

 

Batch ticket purchases

You may want to offer contacts the opportunity to purchase tickets over the phone or by mail and these would need to be manually added in vega. If you have many ticket purchases to process then this can be done easily through batches.

From Money > Enter a New Batch you can create a new batch for these ticket purchases. You can also use an existing batch from your awaiting batches (Unposted ones) or Recent batches.

The batch code is the name of your batch, it is best practice to follow any internal naming process here so the batch contents are clear.

The date will default to today but this can be changed if you would like to change this. This date only refers to the batch date, you will set the payment dates later.

When creating a new batch you can set defaults so that this information does not need to be set for each payment you add, this speeds up your processing and reduces the risk of errors.

Set Defaults:

The default options set here can still be changed on the individual payments but you can choose the options to fit the majority of payments to reduce the amount of manual input.

Default field		Default field
Amount- Set a default amount if this is the same for the majority of payments.		Pay Type- Set a default pay type if this is the same for the majority of payments.
Campaign- Select your ticketed event campaign.		Category- This will default to the response GL Code in your event configuration. Choose the GL Code to be used for these ticket purchases.
Letter- This will default to the response letter set in your event configuration. Choose the document you would like to send as acknowledgement for these purchases.		Send By- This gives the options of PDF or Email to download/send the response document. Set this to fit the option the majority of your purchases would like.
Product- Set a default ticket type for the majority being purchased.		Quantity- This refers to the number of tickets being purchased. Set this to fit the option the majority of your purchases would like.
Account- This will default to the response bank account set in your widget configuration. Choose the account these payments should be processed to.
Pay Date- This will default to today's date. Set the payment date if this is the same for the majority of all payments being processed.		Receipt Date- This will default to today's date. Set the date the response document will be issued.
Payment type- This will default to Standard and should be used for general ticket purchases.

Click Save to set your defaults and then click Create Batch.

You will now see the option of Add New Item which will open a pop-up to search for your first contact to add a ticket purchase for. Once you have found your contact, click Add Batch Line, this will open the payment form with your default options already selected.

You can make any necessary changes needed here or simply click Save to save this payment with the default options.

Once the payment is saved you will have the option to add another payment and search for your next contact or click Cancel to return to your batch.

 

Once all of your ticket purchases have been added you can click Post Batch and this will enable the output options.

Selecting Print All Receipts and/or Email All Receipts and then Output Batch Now will generate a PDF download of all documents selected as send by PDF and email all contacts who were set as send by email.

Batch processing your ticket purchases will automatically save the payment on the contact under Payments & Recurring and show the product purchased under Products. This is detailed further below in contact ticket purchases.

 

 

Contact ticket purchases

Ticket purchases can be added directly to a contact and existing ticket purchases can also be edited on a contact.

 

Add a ticket purchase

To add an individual ticket purchase for a contact, first, you will need to find the correct contact.

Once you are on the contact, click Add Payment from the action buttons:

This will open the payment form. For more information on adding payments please see the article here.

For this purpose of purchasing tickets, we can set the following fields:

Payment field		Payment field
Pay Type- Set the pay type of the payment you received.		Total Amount- Set the total payment amount you received for this purchase, this could include an additional donation.
Campaign- Select your ticketed event campaign action.		GL Code- This will default to the response GL Code set in your event configuration.
Quantity- Set the number of each product being purchased.		No. Items- This is the quantity set for the selected ticket type, showing how many will be deducted from the capacity.
Product-This is a dropdown of your event ticket types. Select the ticket being purchased, multiple can be purchased in one transaction. You will also see how many total tickets are available for your event.
Distribution Receipt- This is optional to set a receipt document for each distribution.		Send By- This is optional when setting a document for each distribution to send each one by PDF or email.
Distribution Pay Type- When distributing the amount between different tickets and/or donations the pay type will need to be set for each of these.		Split Product Payment- Click this option to split the ticket amount or edit this. If a special one-off price has been offered for this contact the standard $10 ticket can be changed to $5 but still show as the same ticket type.
Distribution Amount- This shows the amount being distributed for your current ticket choice. This is the price set for the ticket in your event configuration.		Amount Left- This shows the amount still to be distributed from the total amount.

To issue a single document to acknowledge and/or receipt this whole purchase, the document can be selected on the right-hand side under Receipt Type and the Send By option selected whether this will be downloaded as a PDF or emailed to the contact. The receipt needs to be saved before a receipt document can be issued for ticket purchases.

 

To see reporting options for your event and tracking ticket sales, click the article link below.

>Reporting on a ticketed event