Setup Ticketing

Whether free ticketing or paid events - with evenito all doors are open to you.

Which features need to be activated?

The following basic steps must be followed in order for the ticket function to be displayed as a menu item in the evenito back office and afterwards made available to your participants on the event website:

  1. Activation of the ticket feature through evenito in in the basic setup.
  2. Define a limit on how many tickets can be purchased per person. 
  3. Define & publish ticket types in the menu item "Tickets".
  4. Deposit registration form with contact information and possible additional questions.
  5. Set up e-mail ticket purchase confirmation in the messages.
  6. Activate toggle for ticketing in the "Registration" widget on the website.

Please note:

In order for the ticket function to be activated, please contact our Customer Success team (help@evenito.com).

Activate ticket function

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In order to use the ticketing function, it must first be activated through the evenito CS team in the Event Center in the basic setup. As soon as this is done, the menu item "Tickets" will appear at the top of your ticketing event.

If this event is copied or saved as a template, the ticketing function is already automatically activated in these events. If the function is needed again in a completely new event, it must first be enabled and activated by our CS team as described above.

Important notes:

In order to publish your tickets on your event website, your event date has to be in the future.

The purchase of tickets is only possible until the start date stored in the basic event setup, this also applies to events lasting several days. 
Please contact the CS Team if you have any questions.

Once your tickets have been published, it is no longer possible for legal reasons to change the date and/or time of your event in the basic setup of the Event Center. An adjustment is also not possible by evenito afterwards.

In addition, it is no longer possible to delete the event once a ticket has been purchased by a participant and an invoice has been generated.

Define contents & settings in the menu item Tickets

Before you create the tickets, first set the limit on how many tickets can be purchased per person. 

To do this, click on the "Limits" tab in the Event Center and then set the desired number under "Ticket limit per person".

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Please note:

Currently, it is not yet possible to individually define which group may purchase how many tickets.

Please do not define a maximum number of participants.

In the next step, click on Setup Ticketing3 behind the field "Ticket limit per person" to jump directly to the menu item of the same name in the navigation.

To set up your ticket types, click on the plus sign on the right so that the ticket mask opens. 

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  • Name: Please first enter the name with which the ticket should be displayed to your participants.
  • Colour: You can use the colour to make a quicker distinction.
  • In the next step, define the price and the VAT per ticket.
  • Use the "Quantity" to regulate how many tickets of this type are available in total as a contingent.
  • If you want to add additional information to your tickets, you can do so in the description text.

Please note:

You can work with formatting in the back office, but it will not be applied in the shopping cart. For this reason, please refrain from using bulleted lists, different text sizes, etc.

 

After you have clicked on "Add", your ticket will be listed in the overview under the tab "Ticket types". To create further tickets, proceed as described above:

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Please note:

Once one of your participants has purchased a ticket, it can no longer be deleted. But you have the possibility to make adjustments to your ticket at any time, for example to increase the number of available tickets. 

You would like to add more tickets after publication? This is also possible afterwards in the way described above. The new ticket will automatically be listed in the ticket purchase overview and synchronised as soon as you click on "Add". Further publication of the tickets is not necessary.

Use the cogwheel to the left of the plus button to define the currency of your tickets. You can choose from the following:

  • EUR
  • CHF
  • GBP
  • USD

To apply the currency, click on "Save & close".

Attention:

At the moment it is not possible to create tickets with different currencies.

Please note:

If your event is multilingual, please enter the corresponding translations. To do this, click on the language changer.

 

You have completely set up your tickets and would like to publish them on your event website? Click on the "Publish" button at the top right.

Your tickets are already live, but you need to adjust the price? Go to the desired ticket and change the details. Tickets that have already been sold and invoices that have been created remain unaffected by this change and cannot be deleted.

Important note:

By publishing the tickets, you confirm that the event will take place on the date you defined in the basic setup. For legal reasons, it is no longer possible to adjust the start and end dates and times after clicking the "Publish" button. This also applies to evenito.

Set up registration form

As described in the article "How does a ticket purchase process work in evenito?", the first step in the ticket purchase process is to select (and purchase) the tickets and the second step is to ask for the contact information and additional questions of the ticket purchaser and his or her possible companion.

For this reason, the relevant personal information that is to be requested must first be defined in the menu item "Registration".

Prepare the ticket purchase and registration confirmation

To trigger a confirmation email automatically after the purchase of the tickets, it is first necessary to set this up in the menu item "Messages".

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To do this, please proceed as described in this article and select the option "Purchase confirmation" in the dropdown under "Type".

In a second step, your participants enter their personal contact information, so we recommend that you also set up the registration confirmation. This confirmation will also be sent automatically to the email delivery address entered during registration. Please proceed as described in the previous step and select the type "Registration confirmation" in the dropdown. As described in this article, we also recommend that you use the placeholder [[event.register]] to store the personal login link to the website.

Please note:

The ticket purchase confirmation will be sent to the e-mail address of the ticket buyer. This contact is always automatically assigned to the fallback group that you defined. In this article, we show you how to define your fallback group. 

For the registration confirmation, you can set up individual mails for your groups. Afterwards, assign them to the corresponding groups.

Activate ticket function on the website

Last but not least, you need to provide the ticket purchase option for your participants on the website.

First, set up your website with the appropriate content as described in the articles Create event website and define URL and Create your website structure, and also add the "Registration" widget.

Afterwards, move the cursor over the widget and click on the pencil icon to open the editing screen.

Now activate the toggle under "Tickets" so that further customization options are activated: 

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  • First select an image, which is displayed in the registration mask on the left hand side, by clicking on the staple symbol and selecting a desired file. You don't have a file available? Then upload it to the file manager via the Plus button > Upload file.
    Alternatively, you have the option of not selecting an image file. In this case, only the following description text will be displayed.
  • Under "Tickets purchased confirmation", define a system notification that is displayed after a successfully completed purchase. For example: "You have successfully completed the ticket purchase. Please fill in the form below to complete the registration."
  • Then add a description text as desired.
  • And finally, define the name of the send button.

Additional complements:

Can I combine a normal registration form without payment and a ticket purchase form?

Yes, in this case we recommend that you set up 2 event websites: one contains the "normal" registration form without the ticket purchase function. On the second website, you add another registration form and activate the ticket purchase function.

Attention:

Please make sure that the "default" tag is set on the website that is provided with the ticketing. Then, be aware that you may only place the [[event.register]] placeholder in those messages that are associated with the ticket purchase.

In the messages for those guests who access the "normal" registration form, please follow the instructions for manually composing a personal registration link in this article.

Can I use a group token to buy tickets?

At the moment, ticket purchasers are automatically added to the default or fallback group. In this case, you have the option to create 1 group token and link it to the default group. Your (unknown) participants can then open the closed registration form with this token, buy their tickets, fill out the registration form and are finally added to the default group, which you can name as you wish (e.g. ticket buyers).

Can I use different methods of payment in different events?

No, payment methods are defined directly in vivenu for the whole space and cannot be defined individually for each event.

Can I store different currencies in the same or different events?

Unfortunately, no. Currencies are set directly in vivenu for your organisation and unfortunately cannot be customised per event.