Understanding Ticketing On PayBee
This page will help you understand the different types of tickets you can create on PayBee along with examples
PayBee's ticketing campaign supports all aspects of your event registration needs. This includes event attendee tickets, sponsorships, raffle tickets, drink tickets, merchandise, fundraising game tickets and the newly launched combination tickets. This article will walk you through the process of setting up your tickets as well as understanding the differences between the various kinds of tickets. Below you can find the following:
Creating A Ticket Campaign
Navigate to Campaigns >"New Campaign", and select "Ticketing"
Add the Name, Time Zone associated with your campaign, Select Your Ticket Type, Event Date/Time, Duration in minutes and the Event Venue Information if you have it. Only Name and Ticket Type are Required to create your Ticketing Campaign
Ticketing Configuration
Add the Basic Details, Donor Details, Availability, Advanced Settings, Cover Fee Settings and Confirmation Email settings as you would with every other campaign. More information on this can be found here.
Ticketing Settings
These settings include:
Ticket Type
Choose the type of ticket you are offering amongst the options of Simple Ticket, Raffle, In Person Event and Virtual Event.
Simple Ticket: This setting should be enabled for ticket sales where you don't need to collect any guest information and it's more of a sale than an actual event ticket.
If you are having an event but do not need to collect guest information if you are not assigning paddles you can use the Simple Ticket option.
For Raffles: If you are using a ticketing campaign to sell raffle tickets for your events please enable this option you can then choose to Enable the Basket Raffle Option
Basket Raffle: If you created this ticket campaign to sell tickets to your Basket Raffle, check this flag.
Important: There are State laws governing charity raffles. We only provide the technology to host the raffle. Please consult your state laws before hosting your raffle on PayBee.
Ticket for In-Person Event: Indicates if this ticket is meant for an In-Person event. You can connect one or more ticketing campaigns to the same event. Once connected, guests of the ticket will be added as attendees for the connected event, and tables and paddles can be assigned to all attendees.
Ticket for Virtual Event: Indicates if this ticket is meant for the virtual event. You can connect one or more ticketing campaigns to the same virtual event. Once connected, the ticket holder and all its added guests will receive a virtual event join link in the email, and attendees will be added to the virtual event.
Ticket Settings:
Send electronic tickets: This setting controls if the email will be sent to purchasers for this campaign. If this campaign doesn't require checking in at the event venue, you may want to keep it unselected. For example, if you are using a ticketing campaign to sell merchandise, which is one of the ways this campaign can be used, there is no need for the ticket to be sent. Please note that if any options have payment associated with it, the payer will receive payment acknowledgment irrespective of this flag. Currently, payment receipts cannot be switched off.
Enforce ticket inventory for this ticket campaign: If there is a limited number of tickets or items and you would like the system to enforce it, use this flag. If checked, all the options must have non-zero inventory numbers (to be added in the option settings). For eg., if you are selling tables and individual tickets but your venue allows 200 guests, you would switch this ON and enter 200 as the inventory count.
Hide ticket inventory for this ticket campaign: To control the number of tickets sold in this campaign but hide the number of remaining tickets left, switch this ON.
Allow for multiple type selection: If this flag is checked, the user can purchase multiple ticket options at once.
Save Card Enabled: If you are collecting guest information for this ticket campaign and your tickets are connected to an event, you are able to ask all attendees to save their credit card information before the event or at anytime during the event. Once this flag is checked, the event reminders sent (Manage > Ticket & Guests > Reminders) to attendees include an additional button which they can click on to add their card details. This flag is OFF by default.
Send Check-in Email Notification: If selected, guests will be notified (via text and email) of check-in with table and paddle number if available.
Send Check-in Text Notification: If selected, guests will receive text notification along with email upon check-in with Table and Paddle number if a phone number is available.
Display Current Ticket Holders to Buyers: If selected, donors are able to view all the other names of donors who also purchased these tickets along with how many they purchased.
Make tickets private/invitation-only: If selected, only invitees can view and purchase/register for these tickets. You’ll be able to manage access and send invitations via Manage > Tickets & Guests > Invitations.
Guest Information
Collect guest information per ticket: This flag, when checked, asks the user to add or invite guests to the ticket in the number equal to the ticket. For example, if someone buys a table with 10 seats, they will have to add 10 guests to the ticket. This is required for tickets connected to the in-person event. Guests can be added as a group with one email or as individuals with their own email. They must provide at least the name of each guest. Additional information can be collected per guest and can be configured in the Add Guest Info Option.
Disable guest entry before payment: This flag, when checked, allows ticket purchasers to only add their guests after payment. By default, this flag is OFF. When OFF, ticket purchasers may choose to enter their information, their guests' information or add it later.
Additional Guest Information: Requirements for additional information, optional or mandatory or to be added by your account admins, (other than name and email, which is required) for each guest can be added with the Add Guest Info Option button. A good example of this is Meal Selection or T-shirt size etc. There are four different types of information that can be added.
Text - Users type in the information required.
Selection - The user must select one of the provided options.
Phone Number
Street Address
Event Details
You can set the date, time, and event venue name and address to be shown to the user when purchasing a ticket by adding this information in the Event Details tab within Ticketing Settings. You can also add a link to your event page whether on PayBee or your own website. This information is also included in the ticket email sent upon purchase
Ticketing Options
From ticketing options you can add one or more options to this ticket campaign. For example, if you are selling full tables, half tables, and individual tickets, you will add three ticket options. You can add as many Ticketing Options as you would like one by one or through Bulk Import.
Ticketing Options which you have deleted will be under the Not Active Options list
Individual Ticketing Option Settings:
The settings for each option are divided into the following sections:
Basic Details
Cover Image: The cover image is displayed alongside the name and summary when donors are viewing all ticket options on medium and large screens such as computers, tablets, laptops, etc. It is also viewed on smaller screens such as phones when the donors taps on the Details button to read more about this ticket option. Uploading this image is optional. You can also choose from your list of previously used images.
Thumbnail: The cover image is displayed alongside the name and summary when donors are viewing all ticket options on small screens such as phones. Uploading this image is optional. You can also generate the thumbnail based on the cover image uploaded or choose from your list of previously used images.
Option Name: Enter the Ticket name to be displayed to donors.
Amount: Enter the cost of a ticket to your event
Value of goods & services provided, if any: Enter the total value of each ticket. The purchase price minus the value is considered to be the tax deductible amount for the ticket.
Min Qty Per Transaction: Minimum number of tickets that can be purchased per transaction
Max Qty Per Transaction: Maximum number of tickets that can be purchased per transaction
Enforce ticket inventory for this option - To control the number of tickets sold in this option, switch this ON. For eg., if you are selling red t-shirts but can only sell 50, you would switch this ON and enter 50 as the Ticket Option Inventory Count.
Hide ticket inventory for this option - Switch ON to hide the remaining number of items left in this option from donors. If this option is sold out, this is always displayed irrespective of the flag.
Exclude from overall ticket campaign inventory - Items sold under this option will not be included when calculating the total number of items available in this campaign. For eg., if you're selling various types of sandwiches and drinks but don't want to include the number of drinks sold in your overall sandwich count, you would enable this flag for the drinks option.
Enable As Group Ticket: If selected, you must set the multiplier value of more than one for the option. For example, if you are selling a table with 10 seats, this must be set to 10, or if you are selling a couple-ticket, this must be set to 2. If set, each ticket number will be multiplied by the value set. So if someone buys 2 tables, they get to add 20 guests.
Enable Guest Invitation: If enabled, ticket holders can add guests later or invite their guests to add themselves to the ticket. This is recommended for large group tickets (for e.g. tables and sponsorships) and should typically remain OFF for individual tickets.
Don't collect guest information for this ticket type: If set, this flag will override the "Collect guest information per ticket" set at the campaign level. For eg., if you are selling drink tickets and event tickets in the same campaign, the drink option would have this field set to ON.
Do Not Send Tickets: If set, it overrides the campaign setting, and no electronic ticket will be sent for this option. This is set for ticket options that do not need to be checked in at the event. For eg., if you are selling raffle tickets and event tickets in the same campaign, the raffle option would have this field set to ON.
Additional Donor Details
Collect additional information (text response)- This is information you want to require the user to provide when purchasing this ticket option. This will override the additional info question on the campaign-level if set. It allows the user to enter the information. Example: How long have you been a resident?
Collect additional information (single-select response) - This is information you want to require the user to provide when purchasing this ticket option. This will override the additional info question on the campaign-level if set. It allows the user to choose the options that you provide. Example: How did you hear about us? Google, Facebook, Other.
Option Description
Description: This is displayed to donors when they tap on the Details button to read more about this ticket option.
Summary: The summary is displayed alongside the name and image when donors are viewing all ticket options. You can choose to generate a summary based on the description entered.
Combo Settings
Enable Combo Ticket: If this is selected, you can make this option a combination option which enables you to add multiple campaign/option combinations to this option. So if users buy this ticket option, they will see other tickets or ticket options included as a package. More on Combo Tickets below.
A Combination ticket can be considered as a ticket package where multiple ticket options from the same campaign or other campaign may be included (each of a specific quantity) along with the combination ticket option being purchased. You may be choose to use the combination ticket option as an avenue of payment and include event tickets, raffle tickets, drink tickets etc from other campaigns or choose to use the combination ticket option as a table and include the other tickets from other campaigns.
For example, let's say you are selling a gold sponsorship, which includes a full table of 10 seats, 10 t-shirts, 10 drink tickets, and 10 entries to the raffle. The combination ticket would have the Group Ticket field ON and the Number of Individuals Per Group field set to 10. You can then add the t-shirt, drink and raffle options with the quantity of each set to 10 in the Combo Ticket section.
Custom Launch/End Date
Control visibility of your ticket option by adding launch and end dates and times. If the campaign is visible to donors but the launch date for this ticket option is in the future, donors will not be able to see this ticket option yet.
Additional Information about Ticket Types
Simple Tickets
A simple ticket is considered a ticket that is not associated with guests, event paddles or table assignments. The only information collected here is the ticket holder's information along with the quantity of tickets purchased.
Instructions for setup: The Send electronic tickets field is usually set to OFF as well since these tickets don't usually need to be checked in at the event. The Collect guest information per ticket field is set to OFF for this kind of ticket.
Example: drink tickets, raffle tickets, merchandise sales, other event day sales, game tickets, etc. Click on this link to view a sample of a Raffle ticket campaign - https://paybee.net/@handle@11
Tickets with Guests
A ticket for an in person event is considered a ticket that is associated with guests, event paddles or table assignments. The information collected here includes ticket holder information, like phone number and street address for example, and guest information, like meal preference and dietary restrictions for example.
Instructions for setup: The Send electronic tickets field and Collect guest information per ticket field are both set to ON for this kind of ticket so guests may be assigned paddles and tables and checked in on arrival at the event.
Example: in-person event attendee tickets and sponsorships. Click to view a sample of an In-Person Event Attendee ticket campaign - https://paybee.net/@handle@5
Tickets with options for simple and guests
Tickets with options for simple and guests are ticketing campaigns where a donor may purchase both tickets with guests as well as simple tickets.
Instructions for setup: The Send electronic tickets field and Collect guest information per ticket field under the Ticketing Settings are both set to ON but the Don't collect guest information for this ticket type field and the Do Not Send Tickets field are both set to ON for the simple ticket options alone. The Allow for multiple type selection field under the Ticketing Settings must be set to ON if you would like donors to buy both ticket types at the same time.
Example: in-person event ticket campaign where a donor can purchase tickets to attend the event but also purchase raffle tickets and drink tickets at the same time. Click to view a sample of this ticket type - https://paybee.net/@handle@13
Combinations ticket
A Combination ticket can be considered as a ticket package where multiple ticket options from the same campaign or other campaign may be included (each of a specific quantity) along with the combination ticket option being purchased. You can read more on this here.
Instructions for setup: If the combination ticket option is just avenue for payment and you plan to connect the event attendee tickets from elsewhere, set the Don't collect guest information for this ticket type field and the Do Not Send Tickets field to OFF. If you plan to set the combination ticket option as an event attendee ticket and then include other options, set the Don't collect guest information for this ticket type field and the Do Not Send Tickets field to ON.
Example: Event sponsorship where event attendee tickets, raffle tickets and game tickets are all included with the sponsorship. Click to view a sample - https://paybee.net/@handle@14
Managing Tickets and Guests
Once you've started to sell your tickets, you will see them all show up under Manage > Ticket & Guests. From here, you can add/edit tickets, add/edit/access guest information, assign tables, send reminders, create discount/promo codes, etc.
You can also connect a campaign to an in-person event of table assignment or paddles required or connect ticket campaign(s) to a virtual event.
More information on this can be found here.
Information provided by ticket holders may be found in the following report:
Go to Reports > All Donations and select the correct date range
Select the Columns tab and select the necessary checkboxes (example: Address, Quantity, Info, and InfoSelected), and select Apply.
The report generated will include this additional information. Changes to ticket purchases may also be handled here.
How Donors Purchase Tickets
For more information on how your donors buy tickets and add guests please visit Donor How-Tos > Buy Tickets.
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