Automated ticketed event confirmation

In vega, there is a selection of merge tags available to generate ticket details but these are only able to be used when sending from within vega, not from a widget.

If your ticket purchases are added in vega via the contact or batch payments then an email containing the merge tags can be sent straight away.

When using a widget to allow event ticket purchases on your website the following steps can be applied.

Widget Acknowledgement

In your event widget, the acknowledgement section can be used to send a confirmation email immediately to the attendees.

There is a template available for this, called Event confirmation.

From the document manager add a new document and select the above template name from the list, you can also use the search bar to find it easily.

You will need to update the document to include any specific details for the event and include some background on what your event is for. This document should not include any of the specific ticket merge tags. Once your document has been saved it can be added to your event widget.

If you have 'allow multiple bookings' (setting in Form Options) turned on then selecting your document as the attendee acknowledgment instead will send to all attendees entered on the widget.

Please note, that the document does not need to be set as both the acknowledgement and attendee acknowledgement.

Attribute workflow

The next step is to create an attribute called Ticket Purchase Workflow, as an example, this can be created within an attribute type called Payment Attributes but this can be any type, although the attribute name needs to be added exactly.

This attribute will be automatically added to all ticket purchases as a payment attribute.

For this automation, further templates are available, called Event tickets confirmation and Event Tax Receipt. 

The Event tickets confirmation template can be used for your email content, this uses the merge tag #CampaignAction# to populate the correct event name of the ticket being purchased. It also includes the merge tag #TicketSummary# to display a grid of the tickets purchased by this attendee. The content here can be updated to your specific needs.

The Event Tax Receipt template can be used as the email PDF attachment, providing a tax receipt of the purchase made. This uses the #DistributionSummary# merge tag to display any GST associated with the ticket purchases but will also include any additional donation made. The content here can be updated to your specific needs.

There are also additional ticket merge tags available to display the individual details rather than a grid of all results.

Once your two documents have been created based on these templates the tax receipt will need to be saved as an attachment to the confirmation document.

Please note, When multiple bookings are enabled this workflow will only be sent to the primary contact who made the purchase of tickets but include detail of all tickets included.

From your newly created attribute, Ticket Purchase Workflow, click More to add an attribute rule.

There are three rule options to use here and these can be associated with a particular GL Code:

Send Minutes After- This will send the receipt when a ticket purchase is added and can be associated with a particular GL Code or left to send after all product purchases. If a GL Code is included then the #DistributionSummary# merge tag will include detail for the individual distribution, if no GL Code is included then it will include detail of all distributions.

Send After Payment Received- This will send the receipt when a ticket purchase payment is added and one of the GL Codes included matches the associated GL Code or this will send after every ticket purchase. The #DistributionSummary# will populate with detail for all distributions on the payment. Including an associated GL Code will allow events to be sent particular documents when you have multiple running at the same time, if they use different GL Codes for the products.

Send After Distribution Received- This will send the receipt when a ticket purchase payment is added with a GL Code matching the associated GL Code or this will send after every ticket purchase. The #DistributionSummary# will populate with detail for the associated distribution only. This can be used to send a ticket receipt separately from a donation receipt. If there are multiple distributions of the same GL Code, for example, different products purchased, these will send as separate emails and include the detail for each product separately. Including an associated GL Code will allow events to be sent particular documents when you have multiple running at the same time, if they use different GL Codes for the products

Your chosen workflow can be set with value 1 to send a minute after the payment is added and select the Event tickets confirmation document created in the earlier steps.

Your workflow is now set up, once a widget purchase is made, vega will immediately send the widget acknowledgement email and once the payment has been processed and ticket numbers assigned it will send the ticket confirmation details as per your workflow.