Ticketing Setup

Ticketing Setup

Create Ticket

To create ticket types for your event, follow these steps:

Important Reminder:

  • Organizers can create a maximum of 44 ticket types for each event.
  • Once the tickets are sold, the organizer cannot delete the ticket anymore.

Step 1: After logging in to the organizer portal, go to Tickets and click on the "Connect your Stripe account" button to set up a Stripe account.

Screen_Shot_2022-09-02_at_5.14.41_PM.png

For clients who subscribed EventX and need to connect stripe with the EventX sub-account, it will follow the transaction rates below:
  • 3.95% per ticket + US$0.5 payment processing fee for card issued from HK
  • 5% for cards not issued from HK

For more information on connecting to either your own stripe account or EventX stripe account, please refer to this article.

Step 2: When a Stripe account is connected, click the Add ticket button. If there are already existing tickets, click Add Ticket to create a new ticket. 

chrome-capture-2022-7-31__1_.gif



Once a ticket has been created, the organizer can input the following information: 

Ticket Details

The organizer can customize the basic ticketing information, such as ticket name, ticket type (priced or free ticket), selling quantity, selling price and purchase limit. 



When all tickets have been sold out, registrants will see the indication "This ticket has sold out".



Ticket Minimum / Maximum Limit Per Purchase

Organizers are able to limit the number of tickets per purchase. This can be applied to each ticket that is created. To do so, simply set the minimum and maximum purchase amount for each order in the section shown below. 


Once done, attendees will not be able to purchase more than the set amount. For example, if the maximum number is 1, attendees can only purchase up to 1 ticket for this particular ticket type. 



Remarks: 
  1. The purchase limit only applies to the specific ticket that is created. Attendees are still able to purchase other tickets under the same registration form if there are multiple tickets assigned to the form.
  2. Purchasers are able to register again under the same email address and purchase a new ticket. 

Webinar Permission Access

The organizer can assign access for each ticket holder to join the webinar sessions by selecting webinar sessions to confirm which sessions this ticket holder can access.

Screen_Shot_2022-07-13_at_1.19.36_PM.png

By clicking on the All Webinar Sessions, organizers will allow this ticket holder to access all webinar sessions that are on the platform.

Screen_Shot_2022-07-13_at_1.21.05_PM.png
 

Breakout Session Access

In order to set the access for attendees who are attending the event in-person, please note the following:

Step 1: Ensure that In-person Check-in is toggled ON to be able to edit the Breakout Sessions. 


Step 2: Create a new breakout session by clicking on "Add Session" or edit any existing session that has been created by clicking on the edit icon.

Note: If organizer chooses to create a new Breakout Session, simply input the session name, set the start & end period of the session and click "Create & Next".



Step 3: Under Participants, select the attendees that you would like to allow access to the session.
  1. To allow all attendees to access the session, select "All attendees" 


  2. To allow attendees with certain ticket types, custom field responses or tags to access the physical session
    1. Select "Attendees with specific criteria" > click on the "Select criteria" dropdown menu > Select the corresponding classification > Click Save.



Ticket Sale Time

The organizer can set the ticket selling period by setting the start and end date and time of sales.

mceclip1.png

If ticket selling has not started yet, ticket and ticket details are greyed out and still unavailable to click.

 

When the ticket sales period has ended, it will be indicated as below.

 

Ticket Description

The organizer may also add a ticket description for the attendee in the Ticket Description box. Here, organizers are able to change the font, font size, attach links and also add images if needed. 



The ticket description will be shown under the ticket type on the registration form. The display of the ticket can be collapsed. 



Once the attendee has purchased a ticket, the automated order summary and confirmation emails will include the purchased ticket details and also the ticket description.

Order Summary Email

Confirmation Email



If organizers have input a message for a particular ticket, the message will be shown in the automated order summary and confirmation emails. 



Order Summary Email



Confirmation Email 



Use Case

In some cases, organizers might want to include an early bird ticket with a discounted price to encourage early purchase from the attendees. The steps below will guide you on how to setup tickets for the mentioned use case. 

On The Portal (For Organizers)
  1. Create a ticket, input the details and set the ticket sale period to match your early bird sale period. Once done, click Add Ticket.





After Early Bird Sale Period 
  1. Once the sale period has ended, the ticket will no longer be available for purchase. 

Editing A Ticket 

Organizers are able to edit the items within a ticket even after the ticket sales have started. 

Remarks

  1. Once the items such as the ticket name and message to attendee has been changed, it will be reflected on the Order Summary email, Confirmation email and Invoice only if the organizer resends it to the purchaser. Please refer to the screenshots below for an example of the changes reflected on the Order Summary email. 
    1. Before changes are made 

    2. After changes are made
       
  2. The updated ticket name will not be shown on the Order List for existing purchases.  
  3. If the organizer changes a free ticket to a priced ticket or increases the ticket price, there will be no changes in price shown on the Order List, Invoice and Order Summary Email for existing purchases. The updated pricing will only be reflected on the registration form.

Add-on

Create Add-on 

Organizers are able to create add-ons for attendees to purchase. The main purpose of this feature is to allow attendees to purchase add-ons that provides access to certain breakout sessions that are not covered under the main ticket. The steps on how to set this feature up are covered below. 
  1. Under Ticket & Add-on, click on the Add-on List tab. Click Create Add-on to create a new add-on item.



  2. Once you have clicked on Create Add-on, enter the name of the add-on item. Note that the name is limited to 60 characters. 



  3. Add a display icon for the add-on item if needed. There is a maximum upload size of 2MB and the recommended dimensions are 40x40px.



  4. Organizers can choose to either set the add-on item as a paid or free add-on. Simply set it by switching the toggle accordingly. 



  5. Select the breakout session access by clicking on the dropdown menu and also include the add-on description if necessary. 

Assigning Created Add-on

  1. After creating a ticket, scroll down and notice the Available Add-on Item Setting. Click Select Add-on to assign a created add-on to the ticket or click Create Add-on to create a new add-on. 



  2. By clicking Select Add-on, select the add-on item by toggling ON the highlighted toggles. Once selected, click Save.



  3. Once the add-on has been saved, there will be an indication of the selected add-on as shown below. To change the add-on, simply click on Select Add-on and toggle OFF the toggles.



  4. Set the minimum and maximum quantity of add-ons that can be purchased. This will be useful if there are multiple add-ons assigned to one ticket. Click Update once done.

On Registration Form

  1. Attendees will be required to enter their email address and select the ticket to be purchased. 



  2. If the selected ticket contains add-ons, attendees will then need to select the add-on by checking the check box as shown below. Once selected, click Next to proceed to input the attendee details.



    Note: If the selected add-ons have exceeded the limit set by the organizer, there will be a message as shown below.


Limitation

  1. Promo codes cannot be used on the add-on items. 

Multiple Ticket Purchase 

Registration

Once you are on the landing page of the event, you can select to either Register or Login. In order to access the registration form of the event, simply click on Register. 



Multiple ticket purchase

  1. You can include both Paid and Free tickets in the registration form. Our registration form allows using 1 email address to purchase multiple tickets. The Check-in QR Codes will be sent to the email address input for each ticket while the order confirmation email will be sent to the purchaser.

    Note : If the purchaser has assigned all the tickets to his/her own email, they can assign the ticket to other email address for unique WebApp access. 



















  1. Once the tickets have been selected, click Next and fill in the attendee details for each ticket



  2. If you would like to reuse the same information for all tickets, simply click on Copy Form Information (Optional) dropdown menu and select the appropriate information to be copied. 

    Note: Duplicated emails are supported when entering attendee details.



  3. You can click on the highlighted icon to collapse the fields for a particular attendee if needed. This is useful if you have purchased multiple tickets and would like to collapse the ones that you have input the details for. 



  4. Once the information has been filled, click Next to review the information and click Complete Registration once done.
    Note : You can now review all the information that is filled for each registrant, including the custom field and logical question responses.





    Note: This feature will be available for events created after Nov 17, 2023 
Video Demo



Order Confirmation Email



Note:
  1. The ticket purchaser is the one who will receive the Order Confirmation email.
  2. This email template cannot be edited at the moment. 
  3. The Promo Code used by the purchaser will be shown below the ticket name. The sample image is shown below.


Assigning Tickets

  1. If there are multiple tickets being purchased by an attendee using the same email address, the attendee can decide if he wants to assign the ticket to other attendee.

  2. Once the ticket holder with multiple tickets receives the automated confirmation email as below, simply click on Enter Event.



  3. The purchaser can then decide if they would like to assign the ticket to another attendee by clicking on Assign to Other. Once the button is clicked, simply input the email address to be assigned to and click Assign Ticket.
    Note:     The ticket can only be assigned once. The assigned attendee cannot reassign the ticket.





Remarks & Limitations 

  1. The multiple ticket purchase feature is available for all events. 

Changing Attendee Ticket Type

Using multiple ticket types with Free and Paid tickets means having different event access or permission for each type of ticket. In the case that the attendee wishes to change his ticket type, the organizer may do so by following a few steps.  

Reminder: 

  • Editing the ticket type will NOT trigger any automated confirmation email. 
  • Editing the ticket type will only change the permission or access of the attendee to the event. However, it does not handle any refund or surcharge. (Organizers still need to handle the money via Stripe and not in Event Portal

To change an attendees ticket type, do the following:

Step 1: Go to Attendee list on the left.


Step 2: Locate or search the attendee, hover after on the right and click on the Edit icon.


Step 3: Change the ticket type by choosing from the types of ticket available.


Step 4: Click Update and the updated ticket type will be shown under the participant's detail.




Note
  1. As the confirmation email will not be sent out automatically after the ticket type is updated, please refer to this article to know how to resend automated emails. 
    1. Once the automated confirmation email is resent to the attendee, it will reflect the new ticket type that has been assigned. 


Offline Payment Method

Steps To Enable Offline Payment (For Organizers)

For events with ticketing, organizers have the option to allow offline payment. Please follow the steps below on how to do so. 
  1. Under Payment Methods, click on Manage to input the payment description that will be shown on the registration form. Once the details are input, click Save.





    Remark: 
    1. Please include the email address to receive the payment proof from attendee
    2. The invoice due date will be included in the payment invoice that is sent to the attendee. 



  2. Toggle ON the Offline Payment toggle. 



How to change the payment approval status of the attendees that have submitted the registration form? 

Organizers can view the attendeees that have paid or not paid under the Order List. There are a number of filters that can be applied to obtain the desired result. Please note that organizers will need to change the approval status manually after the proof of payment has been sent by the attendee. 
  1. Payment Method - Select the corresponding payment method to show the list of attendees.
    1. Online payment 
    2. Offline payment 
    3. N/A - For free order
  2. Status - Represents the order status.
    1. Initialized 
    2. Payment pending 
    3. Paid
    4. Cancelled 
    5. Completed
  3. Offline Payment Approval - Represents the approval status of the offline payment.
    1. Pending 
    2. Approved
    3. Cancelled 
    4. N/A - Represents either online payment or free order
Steps To Approve Offline Payment Orders (For Organizers)
  1. On the Order List, select Offline Payment under the Payment Methods filter.



  2. If you would like to search for all attendees that have not paid, select Pending under the Offline Payment Approval filter. If you would like to search for a specific attendee, simply input the invoice ID, attendee email or attendee name into the search bar and click search. 



  3. To bulk approve numerous attendees at once, select all the attendees and click on the approve icon. To bulk cancel the approval status, simply select all attendees and click on the cancel icon. Quota will be released after cancellation.

    Bulk approval



    Bulk cancel



  4. To approve or cancel a single attendee, simply change the status under the Approval Status column.





  5. Once the attendee payment status has been approved, the attendee record will be generated on the Attendee List. The attendee will then receive an order summary email and a confirmation email. 

    Approved status



    Record on attendee list



    Order summary email



    Confirmation email 

How to resend the order summary email and payment reminder email? 

If some attendees are not able to locate the payment email, organizers can resend it to them by following the steps below. 
  1. Go to Order List, search or select the attendees that you would like to resend either the order summary email or payment reminder email to. 



  2. Click on the send icon, select to send either of the mentioned emails. 
    1. Remarks
      1. The order summary email can only be sent to attendees that are under paid or completed status.
      2. The payment reminder email can only be sent to offline payment attendees. It also cannot be sent to attendees with approved or cancelled offline payment status.
    2. To resend in bulk
      1. Select multiple attendees and click on the send icon. Once clicked, select the corresponding email to be sent out.





    3. To resend individually
      1. Hover over the attendee name and click on the send icon. Once clicked, click Long Press To Send.




What will happen to the attendee quota for the cancelled attendees?

If there is an attendee that has registered but the organizer decides to cancel the order due to late payment or other reasons, the attendee quota will be released (will not be deducted). The attendee quota will be consumed once the attendee is Approved. 

How to download a PDF file of the payment invoice for an attendee? 

  1. Go to the Order List and search for the attendee that you would like to find. You can do so by entering the invoice ID, attendee email or attendee name into the search bar and click search.



  2. Click on the highlighted icon and click Download Invoice.





Attendee flow when using offline payment

  1. Enter your email address, select the ticket type and input the registration details on the registration form. 



  2. Select the Offline Payment option and notice the payment details that are stated. Then, click Next. 



  3. Input the billing information. This will be included in the payment invoice. The fields that are included in the billing information are listed below. You may further edit the details or add any additional information needed. 
    1. Fields under billing information:
      1. Company Name 
      2. Company Address
      3. Name
      4. Email 
      5. Contact Number



  4. Click Proceed The Payment. There will be a pop-up message as below and you will then receive an invoice sent to your email. 

    Pop-up message



    Invoice


  5. Make payment to the stated bank account and send the proof of payment to the organizer.
  6. Send the payment proof to organiser according to instruction.

Remarks

  1. This feature is only available for events created after 31/1/2024.
  2. If the organizer has cancelled an order, the purchaser can re-register themselves and a new order will be created. 



    • Related Articles

    • Registration Form Setup

      Create Registration Form As an event organizer, setting up multiple registration forms for an event is an essential part of the planning process. EventX 2.0 event management platform offers support for multiple registration forms setup, making it ...

    • Request Event Ticketing Payout

      After the attendees have paid for the event, if you are using EventX shared Stripe account, EventX will collect all the payment for the event organiser. Event organiser can view the payment records in the Order page or export Orders report to view ...

    • EventX Payment Gateway - Fees and Charges

      There are 2 options if your event has ticketing that involves payment. Option 1: EventX Payment Gateway Option 2: Connect to your own Stripe Account - Directly charged from Stripe to client. Option 1 EventX Payment Gateway Option 2 Organizer Owned ...

    • Embedding UTM Codes To Registration Form

      Summary UTM (Urchin Tracking Module) is a code snippet added to the back of a URL and is able to track the origin of the registration. EventX now supports tracking where the registration form was filled. This will be helpful for organizers that run ...

    • Creating multiple registration form

      As an event organizer, setting up multiple registration forms for an event is an essential part of the planning process. EventX 2.0 event management platform offers support for multiple registration forms setup, making it easier for organizers to ...