Whether free ticketing or paid events - with evenito all doors are open to you.
In this article
Which modules need to be activated?
In order for the ticket module to be displayed as a menu item in the evenito back office and then made available to your participants on the event website, the following basic steps must be followed:
- Activation of the ticket module by evenito in the basic setup.
- Define a limit on how many tickets can be purchased per person.
- Define and publish ticket types in the "Ticket" menu item.
- Enter the registration form with contact information and any additional questions.
- Set up the purchase confirmation e-mail in the messages.
- Activate the toggle for ticketing in the "Registration" widget on the website.
Please note:
To activate the ticket module, please contact our Customer Success Team (help@evenito.com).
Activate ticket module in the Basic setup
To use the ticketing module, it must first be activated by the evenito CS team in the Event Centre in the Basic setup. As soon as this has been done, the menu item "Tickets" will appear at the top of your corresponding ticketing event.
If this event is copied or saved as a template, the ticketing module is already automatically activated in these events. If the module is needed in a completely new event, it must first be enabled and activated by our CS team in the corresponding event as described above.
Important notes:
To be able to publish your tickets on your event website, your event date must be in the future.
To ensure that the ticket shop operates after the tickets have been published on your website, it is essential to enter a text in the event description in the Basic setup of your event.
Tickets can only be purchased up to the start date specified in the Basic setup of the event. This also applies to multi-day events.
If you have any questions, please contact the CS team.
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 Centre.
It is also not possible for evenito to make any subsequent adjustments.
In addition, it is no longer possible to delete the event once a participant has purchased a ticket and an invoice has been generated.
Define limits for ticket purchases
Before you create your tickets, first define the general ticket limit per person.
To do this, click on the "Limits" tab in the Event Centre and then set the desired limit under "Ticket limit per purchase" on the left-hand side.
Please note:
Please do not define a maximum number of participants.
It is currently not yet possible to define individually which group may purchase how many tickets.
If you only want to allow one ticket per person and per ticket purchase, enter a "0" in the "Companion Limit per purchase" field.
If you want to allow several tickets per person and ticket purchase and require official registration of the accompanying person(s), please make sure that your companion management is activated and that the number in the "Limit for companion per person" field is always 1 number below your set "Ticket limit per person" limit.
Attention:
All purchased tickets always end up in the evenito backoffice on the ticket buyer contact. Accompanying persons do not receive a ticket tag in their contact details.
Define content & settings in the Tickets menu item
In the next step, click next to the "Ticket limit per purchase" field to jump directly to the menu item of the same name or alternatively click directly on this in your navigation bar.
To set up your ticket types, click on the plus sign in the top right-hand corner to open the ticket screen.
- Name: Please first enter the name with which the ticket should be displayed to your participants.
- Colour: you can use the colour scheme to make it easier to differentiate.
- In the next step, define the price and VAT per ticket.
- Use the "Quantity" to regulate how many tickets of this type are available in total as a contingent.
- If you would like to add additional information to your tickets, you can enter this in the description.
Please note:
Although you can work with formatting in the back office, this is not applied in the shopping basket. For this reason, please do not use enumerations, different text sizes, etc.
If your event is multilingual, please also enter the corresponding translations. To do this, click on the language switcher.
After you have clicked the "Add" button, your ticket will be listed in the overview under the "Ticket types" tab. To create further tickets, proceed as described above.
Please note:
Once one of your participants has purchased a ticket in a category, this ticket category can no longer be deleted.
However, you can make changes to your ticket at any time, for example to increase the number of available tickets or change the name.
Use the gear wheel to the left of the plus button to define the currency of your tickets.
You can choose from:
- EUR
- CHF
- GBP
- USD
To save the currency, click on the "Save & close" button at the top right.
Attention:
At the moment it is not possible to create tickets with different currencies.
Have you finished setting up your tickets and want to publish them on your event website? Click on the "Publish" button at the top right.
Please note:
Would you like to add more tickets after publication or adjust the price of an existing ticket?
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". It is not necessary to publish the tickets again.
Important note:
By publishing the tickets, you confirm that the event will take place on the date you have defined in the Basic setup.
For legal reasons, it is no longer possible to change 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?, tickets are selected (and purchased) in the first step of the ticket purchase process and the contact information and additional questions of the ticket purchaser and their possible companion are requested in the second step.
For this reason, the relevant personal information to be requested must first be defined in the "RSVP" menu item.
Please note:
If you have set up different ticket categories with different discounts or, for example, one of these categories may only be purchased by your "members" or other special groups of people, set up a corresponding legitimisation question in the registration form, e.g. for the "member number" (or similar).
This allows you to easily display and check the authorisation details and ticket purchases in your contact overview in the evenito back office.
Set up the purchase confirmation and registration confirmation
To ensure that a confirmation e-mail is automatically triggered after the purchase of the tickets, in which the individual invoice is also automatically attached, you first need to set this up in the "Messages" menu item.
To do this, please proceed as described in this article and select the option "Purchase Confirmation" in the dropdown under "Type".
Please note:
The purchase confirmation will be sent to the e-mail address provided by the ticket purchaser at the time of purchase.
Attention:
Ticket buyer contacts always end up in the fallback group you have defined. Regardless of whether they come via an open ticket shop or whether you direct them to the ticket shop via a group token.
In addition, they will of course receive all groups that you may have stored behind individual answer options in the registration form.
An exception to this is the ticket purchase via a personalised token, e.g. via an invitation directly from the evenito messages. These contacts will retain the original group(s) you have stored in advance and will also receive any groups stored in the registration form, but will not automatically be added to the fallback group.
We recommend that you give your contacts the opportunity to access your registration form again in the ticket purchase confirmation by providing them with their personal registration link to the website, as described in this article.
This way you can minimise the risk of your contacts buying a ticket but not officially registering to your event via the registration form in the second step.
As your participants only enter their personal contact details in this second step, we recommend that you also set up the registration confirmation. This will also be sent automatically to the e-mail address provided when registering.
To do this, please proceed as described in the previous step and select the "Registration confirmation" type in the dropdown.
Unlike the purchase confirmation, you can set up registration confirmations for specific groups if you want to send different confirmations to different groups.
Attention:
If you have set up several event websites on which contacts register or buy tickets and you would like to send the contacts their personal registration link for processing their registration in the registration confirmation, please make sure that the links in the various messages each refer to the correct website, as described in this section of the placeholder article.
Please note:
If you have activated the companion management and would like the companions to also receive an automated registration confirmation, please create a corresponding message for them and select the message type "Registration confirmation companion" in the dropdown.
Activate ticket module on the website
Last but not least, you need to provide the ticket purchase option for your participants on the website.
To do this, first set up your website with the corresponding content as described in the articles Create event website and define URL and Create your website structure and add the ‘Registration’ module at the same time.
Then move the cursor over the widget and click on the pencil icon to open the editing screen.
Now activate the "Tickets" toggle so that further customisation options are activated:
- First select an image, which is displayed in the registration mask on the left-hand side, by clicking on the paper clip symbol and selecting a desired file. Don't have a file available? Then upload it your file manager using the plus button. Alternatively, you also have the option of not selecting an image file. In this case, only your stored description text will be displayed.
- Define a system notification under "Tickets purchased confimation", which is displayed after a successfully completed purchase via the registration form. For example: "You have successfully completed the ticket purchase. Please complete the form below to finalise your registration.’"
- Then enter a descriptive text in the "Content" field, which is displayed to the right of your defined image.
- Finally, define the Button Label, which, when clicked, opens the shopping basket on the website.
In the article ‘How does a ticket purchase process work in evenito?’ we have summarised exactly how a ticket purchase via evenito works.
If you would like to combine free registrations and paid ticket purchases in one event, please set up your event as described in the article "Set Up Ticketing and free registrations in one event".