Collect RSVPs / Sell Tickets / Add Event Discounts
Once you’ve completed the event setup navigate to the Ticketing tab. You must create at least one ticket in order for users to be able to register or RSVP for the event.
Ticket Settings
General ticket settings are located at the top of the page under the Ticketing tab.
These settings include:
Overall event capacity
This setting limits the total number of attendees to the number you specify in their field. For example, if 150 is added as the overall event capacity, the total number of attendees from all tickets cannot exceed 150. When the total number of attendees is 150, a message stating the event is sold out will be displayed on the event registration page.
Limit number of tickets per registrant/account
This setting limits the number of tickets one registrant or account can select. This applies for accounts in your system that include additional contacts. For example, if an account has 1 primary contact and 2 additional contacts and tickets are limited to “1” per registrant/account, only 1 of these 3 contacts can register for the event.
Send confirmation email to all attendees
This setting is only displayed if the Email field has been added as a ticket question. In this case, you can select to send the confirmation email to all attendees instead of to just the main registrant.
Add Tickets
Click + Add Event Ticket to create a ticket. Enter the Ticket name, the Ticket price and the Quantity available of tickets.
If the Ticket price field is left blank, the ticket will be displayed with a dash “-” under the price. This would be desirable for RSVPs. If “0” is entered in the Ticket Price field, the price will be displayed as “Free”.
If the Quantity available field is left blank, there will be no limits to the number of tickets sold unless an Overall event capacity has been set in the Ticket Settings at the top of the page.
How Do I Manage Event / Ticket Capacity?
You can enter an overall capacity for the event in the first box under the Ticketing tab, or leave overall capacity blank to allow for unlimited RSVPs or ticket sales (individual ticket capacities can still be limited based on the ticket setup).
In the settings for each ticket, you can also set the number of tickets available, the number of tickets each user/member can register for, and how each ticket contributes towards the event capacity. For example, if your venue has a capacity of 100 people, and you offer a group ticket for a table of 5, you can set the ticket as counting 5 towards the event capacity, to ensure you do not oversell the event.
How Do I Create Member Only Tickets?
You may make tickets available to members only by checking the box next to Restrict to … users with these folders/labels when creating or editing a ticket. Visitors will be able to see the ticket (but not the price) and will be prompted to sign in if they wish to add the ticket. You may also make tickets available to members with specific labels or members in specific folders.
For
the purposes of registering for member only tickets, contacts under a
members account inherit the member’s labels and folders in addition to
any labels attached to the contact.
How Do I Create A Tax Free Ticket?
In the settings for each ticket, you can also set a specific tax rate for the ticket using the Override tax rate setting. If this is set, the ticket will be taxed at that rate, regardless of the event tax table, organization tax table, or whether the member was set as non-taxable. So if you set this rate to 0, the ticket would be tax-free.
Can I Collect Payments At The Door Or By Check?
You can enable offline billing under the event’s Advanced tab. Go to the section titled Advanced Registration Options and check the box next to Allow offline payment. Enter your payment instructions in the provided space.
Users that register and select offline billing will be indicated in the dashboard with their total in red so you can quickly identify whose payments are still due. The amount due will also be indicated in the CSV export from the Event's Dashboard.
To record a payment from an event registrant, click the Manage link to the right of the registrant’s name and select Record Payment Received.
How Do I Collect Custom Information Like Meal Preferences?
If you are offering users the ability to register for multiple tickets at once and need to ask for information that is associated with each ticket, you can add the question under the Questions / Sessions / Add-Ons tab in the Ticket’s settings.
If you would like to add a question that only needs to be asked once, no matter how many tickets are being purchased, you should add this question under the event’s Registration tab. Click + Add Registration Question to create a custom question.
How do I provide event discounts?
You can provide discount codes, early bird discounts, quantity discounts and member discounts in the ticket settings. View more information about each type of discount below.
Discount Codes
You can enable discount codes for event ticket purchases. Users will have the option to enter and apply the discount code to reduce the ticket price accordingly.
To add a discount code:
- Click on a ticket under an event’s Ticketing tab.
- Click the Discounts link at the top.
- Check the box next to allow these discount codes.
- Click the Setup Discount Codes link.
- Click + Add Discount Code in the pop-up window.
- Next to Code, enter a code that you will provide to users to receive the discount. Only alphanumeric characters can be used in the code. You cannot add spaces or other characters.
- Next to Discount, enter the amount of the discount. Next to this amount, select $ or % from the drop down as needed.
- Click Save & then click Close to close the pop-up window.
- You will now see this discount code below allow these discount codes, but it is disabled by default. Click on the discount code to enable it. It will turn green to show it's been enabled.
- Click Save.
- Repeat these steps for each applicable ticket.
When enabling a discount code, the discount code will apply to each ticket, regardless of the quantity.
Early Bird Discounts
Early bird pricing can be enabled for event tickets that automatically expire at a specific date/time. Early bird discounts will be applied before quantity discounts, member tickets, or discount codes. For example, if you offer a discount code for 10%, the 10% discount will be calculated based on the early bird ticket price.
To add an early bird discount:
- Click on a ticket under an event’s Ticketing tab.
- Click the Discounts link at the top.
- Check the box next to enable early-bird discount.
- Next to Set ticket price as, enter the amount the ticket price should be during the early bird period.
- Next to if registering before, click inside the Date field to select the date from the calendar when the early bird discount period should end. Click inside the Time field to select the time the early bird discount period should end on the date you’ve specified. The Time field is optional. If a time is not selected, our system will end the early bird discount period at 12am on the date specified.
Quantity Discounts
You can provide registrants a quantity discount on tickets based on the number of tickets purchased. For example, you can discount each ticket amount if they purchase more than 3 tickets, or any other number of tickets that you specify. Note that quantity discounts apply for the specific ticket and not across all tickets.
Quantity discounts will be applied before discount codes. For example, if you offer a discount code for 10%, the 10% discount will be calculated based on the ticket price after the quantity discount has already been applied.
To enable a quantity discount:
- Click on a ticket under an event’s Ticketing tab.
- Click the Discounts link at the top.
- Check the box next to enable quantity discount.
- Click the Add Quantity Discount link.
- Next to For quantities of, enter the minimum number of tickets required for the discount to apply.
- Next to discount each by, enter the amount of the discount. Note that the amount is in currency (eg. dollars), not percentage. The discount entered will be applied to each ticket - not just the tickets above or up to the minimum quantity. For example, if the minimum quantity is 3 tickets and the discount amount is $10, when 5 tickets are selected, every one of the 5 tickets will be discounted by $10.
- Click Add Quantity Discount again if you would like to add additional quantity discount rules. When there are multiple rules, the closest threshold rule will be applied. For example, if you offer quantity discounts for 2 or more, 4 or more and 6 or more tickets, and the user selects 5 tickets, the 4 or more quantity discount rule will apply.
- Click Save when complete.
- Repeat these steps to create quantity discounts for other tickets if applicable.
Once you have set up your quantity discount rules, it’s a good idea to go to the event on your website to verify that your ticket quantity discounts are working as expected.
Member Discounts
Discount amounts can be applied for particular membership levels/add-ons, labels or folders. There are two options to accomplish this:
Option 1: Create a Member Only Ticket
You can create a ticket that is accessible to members only by restricting the ticket to members based on their membership level, add-ons, label or folder using the setting “Restrict to _ users with these folders/labels”. An example of this is if you have Premium and Basic Membership levels and you want Basic members to pay $20 for tickets and Premium Members to pay $10. In that case you would:
- Create a $20 ticket that is restricted to accounts on the Basic Membership level
- Create a $10 ticket that is restricted to accounts on the Premium Membership level
Pros:
- The member only pricing will be displayed only when the member is logged in.
- With the “restrict to…” setting enabled members will log in to access the ticket and will be required to renew their membership if they are past due longer than the number of days specified in your settings (see Organization Settings > Integration > Membership Settings).
- You will be able to track your attendees by ticket type. For example, if you needed to know how many “Basic” members registered for the event v.s. “Premium” members this would be easy to track through the events Dashboard.
- Since members will be logging in to access the ticket the system will use their profile information to auto-populate the event registration form wherever possible. This makes it a bit easier for the user since they won’t have to type in all of their information.
Cons:
- Non-members (i.e. non logged in users) will not see the discounted price of the member only ticket. Some may see this as a disadvantage since a non-logged in user may find it enticing to become a member knowing that they receive special member pricing for your events. You can include a list of the prices in your event description if you’d like.
- Some users may find it cumbersome to have to log in to access the ticket. If your organization is new to MembershipWorks you may find it helpful to provide instructions to your members on logging in and using the “Request Password” option if needed.
- If you are offering multiple discounts this method would require you to create multiple tickets (i.e. a ticket for each discount level).
Option 2: Member Discounts
Under your tickets Discounts tab you can opt to use the Member Discount feature. This feature allows you to create discount rules that are applied automatically to members based on their membership level, add-on, label or folder.
To add a member discount:
- Click on a ticket under an event’s Ticketing tab.
- Click the Discounts link at the top.
- Check the box next to provide member discount.
- Click the Add Member Discount link below the check box.
- Select the members you want to receive the discount from the drop down.
- Next to discount amount, enter the amount that the selected members should be discounted. Note that the amount is in currency (eg. dollars), not percentage.
- Repeat steps 4-6 for each member discount that you would like to apply.
- Click Save when complete.
Pros:
- The registration form will be simplified by not listing multiple tickets. The event dashboard and exports will also be simplified because you will have less ticket columns.
- Members will not need to login to access the discount - it will be applied automatically as long as they are either:
- Logged in to their member account OR
- Use the same email address to register for the event that is associated with their member account
Cons:
- Members who are not logged in will only receive the discount if they use the same email address that is associated with their member account. This could potentially lead to the member paying full price as they might register using a different email address.
- Members who are not logged in will not see the discount. While the discount will be applied (provided they meet the discount criteria) this might be confusing to the member and lead them to believe they are not receiving the discount.
Note: If a member satisfies the criteria for more than one discount, the maximum discount applicable will be used. For example, if you created a member discount for those with “Basic Membership” and a discount for those with the “Board Member” label, a member meeting both of those criterias will receive both discounts.
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