Event tickets are the key to event registrations. Without tickets, an event is simply a date & time on the calendar. For a registration to take place, at least one ticket must be created, even if it's simply to collect RSVPs.

Create the Ticket

Tickets are created directly on an event. To create a ticket, navigate to the event and do one of the following:

  • Click on the New button in the upper right & select Ticket
  • Navigate to the Tickets tab and press the "+" button

Ticket Details

General

  • Name: Name the ticket in a way that makes sense for your members as well as your staff since it will display on your website as well as in the admin.
  • Seats per Ticket: In most circumstances, this should be set to "1."  When selling multi-seat tickets (like a golf tournament foursomes or a table of 8), then make sure to set this for the number of people who will be covered by this single ticket purchase.
  • CEU: Some organizations refer to these "CEs" and others call them "CECs." Whatever you call them, this is the place to note how many credits a person will receive if he or she attends an event with this ticket.
  • Details: Ticket Details are displayed on an event registration page.

Ticket Pricing

There are lots of different pricing options for tickets.

Paid

Most tickets should be set to Paid. This will require that a Price be entered.

  • Disable Invoicing: This will disable a member's ability to request an invoice for this ticket type, so a credit card must be used for payment. To give your team flexibility, staff will still have the option to issue an invoice through the admin.
  • Taxable: Checking the Taxable box will ensure that your tax rate is added to transactions.

Free

Free tickets are just that, free. If you're just looking for people to RSVP, then set your tickets to free. Combined with some of the visibility settings described below, they can also be put to use for staff or speaker tickets.

*Please keep in mind: If a ticket is free and open to all (members and guests), be sure to set the Attendee field as required so the registration can't be submitted with no information. Purchaser information will only be available on guest tickets if money is owed/paid, so the Attendee field is how you'll collect their contact information if they're not logged-in.

Donation

Members can name their price when a Ticket is set to Donation pricing.

  • Suggested Donation: Admins can suggest a price point to give members a sense of what they might want to pay for a ticket, but this only serves as a starting point. During the registration process, members determine what price they will pay.
  • Disable Invoicing: This will disable a member's ability to request an invoice for this ticket type, so a credit card must be used for payment. To give your team flexibility, staff will still have the option to issue an invoice through the admin.

Tiered Pricing

When tiered pricing is toggled on, the admin can set a ticket's price based on the number of tickets being purchased in a single registration.

  • Set Min Qty and Max Qty to determine the range.  Leave Max Qty empty if you want a range to count up to infinity.
  • Set a Price Per Ticket for each range
  • Make sure to press "+ Add" to save your work

AE Tip™: Tiered pricing is an excellent option when you want to offer quantity discounts for event registrations like: "Buy 6 or more to receive a discount."

More About Tiered Pricing

  • If a person selects a number of tickets that does not fall into a defined range, then the Price set in the Ticket Pricing section above will be used as a default value.
  • Pricing tiers are based on the number of tickets purchased in a single registration. Two registrations are not automatically combined. If your association would like to make the business decision to adjust a member's pricing based on two separate registrations, that price adjustment can be done in QuickBooks after the registrations are completed.
  • Tiers do not affect the quantity of tickets that a user can purchase. They simply set the price that will be charged for the particular quantity that the user is buying.

Availability

For larger or more nuanced events, the Availability features baked into tickets can help to eliminate manual work. The goal is to setup your tickets once and let the technology run the event.

Limited Quantity

Is there a limited quantity of this particular ticket type available? This setting shouldn't be confused with the event capacity listed on the event settings page.

  • Tickets Available: Set the number of tickets available for this ticket type.
  • If you are adding availability after registrations have been processed, Novi will show you how many tickets have already been sold.

Set Date & Time

When Set Date & Time is enabled, admins have the ability to limit the registration window for a particular ticket. If the intention is to establish rules for all ticket types, then we suggest that you use the event settings.

  • Registration Starts: This sets the start date for the ticket.  Members will not be able to register for that ticket type before the date set. If the intention is to make the ticket available immediately, then this field should be left blank.
  • Registration Ends: Adding a date and time to this field will create a cut-off date and time for registrations. This is most often used for situations like "early bird" pricing. There is no need to add a Registration Ends date and time if the intention is to close registration when the event itself is complete.
  • Visible only within registration window: Enabling this will hide this particular ticket type from members (but not from association staff within the admin) outside of the registration dates.

Requires Purchase of Another Ticket Type

We also allow conditional event tickets. This is great for setting up scenarios for both large and small events. For example, for a conference, perhaps attendees need to register for the full conference ticket, before they can register for a separate ticket for a session or mixer.

To set this up, navigate to your dependent event ticket(s) and specify which ticket(s) must be selected before that ticket can be purchased. Note that adding more than one means that the attendee can select ANY one of those tickets to unlock the dependent ticket, they don't need to select ALL.

On the frontend, Attendees will simply need to select the appropriate ticket(s) to unlock the dependent ticket(s). If they attempt to select a dependent ticket without first selecting the main ticket, they will see the lock icon with the following message:

Otherwise, once they select the appropriate main ticket, the lock will turn into the quantity selection box.

Important notes:

  • Admins can override this dependency when registering people on the backend.
  • The selection of the main ticket is only recognized during initial registration. The attendee can't buy the first ticket, then come back later and purchase the dependent ticket. They'd need to contact you to update their registration.
  • You can setup a hierarchy of tickets: i.e. You must select Ticket A before you can select Ticket B, but you must select Ticket B before you can select Ticket C.
  • Currently there is no quantity-match limit. Selecting 1 of the main ticket does not restrict them to only selecting 1 of the dependent ticket.
  • Other ticket restrictions still apply. Dependent tickets can still be locked down to members, certain groups, have capacity limits, etc. The message shown to the attendee if any of the criteria are not met will update accordingly.

Visibility

Customize a particular event ticket's visibility on your website. The ability to purchase the ticket is handled separately and described in a section below.

  • Open: Anyone with an internet browser can see the event ticket
  • Logged-In Members: Only logged in Members are able to see the ticket.
  • Specific Group: Admins can limit the visibility of tickets to a specific group or groups. The group must have already been created in order to be added. Members must be logged in since Novi has no way of knowing that an anonymous website visitor is actually a member who is a part of the specified group.
  • Member Type: Admins can limit the visibility of tickets to a specific member type or member types. The member type must have already been created in order to be added. Members must be logged in since Novi has no way of knowing that an anonymous website visitor is actually a member who is a part of the specified member type.
  • Admin Only: This setting removes a ticket from an association's website entirely, making it only available for registration by association admins.

AE Tip™: Many associations use the "Admin Only" visibility to hide staff or speaker tickets. These are registrations that need to be accounted for but shouldn't be visible on the website.

Ability to Purchase

The ability to purchase can be locked down to any one of these groups. If the intention is to only allow admins to purchase a ticket, simply set the visibility (see the section above) to Admin Only.

  • Open: Anyone with an internet browser can purchase the event ticket
  • Logged-In Members: Only logged in Members are able to purchase the ticket.
  • Specific Group: Admins can limit the ability to purchase tickets to a specific group or groups. The group must have already been created in order to be added. Members must be logged in since Novi has no way of knowing that an anonymous website visitor is actually a member who is a part of the specified group.
  • Member Type: Admins can limit the ability to purchase tickets to a specific member type or member types. The member type must have already been created in order to be added. Members must be logged in since Novi has no way of knowing that an anonymous website visitor is actually a member who is a part of the specified member type.

AE Tip™: The ability to purchase limitations discussed above apply only to the website. Association staff are able to manually register any member record for any ticket, so it's important that your team members understand your particular association's business practices.

Confirmation Email

When members are registered for an event, a standard event confirmation will be emailed to them. 

If a specific ticket should have a custom message, that message can be entered here. If multiple tickets have the same message, the confirmation email will only display the message once.

To ensure that emails display well on all devices, including phone and tablet, we limit styling to the ability to bold and italicize spans of text. We also allow admins to create links that will take the user to a page on the association's website or to some external destination.

Accounting

When a member is registered for an event, Novi uses the event ticket(s) to create the accounting transaction. Each ticket type purchased will have its own line item on the invoice or sales receipt.

Item

Each event ticket must map to a single QuickBooks Item. The item should have already been created in QuickBooks and synced to Novi.

Class

Each event ticket may be linked to a QuickBooks Class. This could be a requirement based on your Association Settings. 

Registration Form

The registration form that a user sees can be customized based on the ticket type(s) chosen. In order to collect attendee information, it's important to drag & drop the custom fields you want to collect to create the registration forms.

Note: the Attendee field (which includes Name, Phone, Email, and Parent Company) will be automatically selected. 

Note that some of the custom field options in the list show a handshake icon, while others show a calendar icon to the left of their name. These icons are based on the visibility settings of the fields.

The handshake icon symbolizes a custom field that is shown on both the member record and event registration. If a purchaser selects someone's existing record during event registration, the values in these fields from their member record will populate into their event registration. The values are editable for the event registration, but they do not update the member record. Changes to the member record field need to be made directly in the member profile.

The calendar icon symbolizes events-only fields. These custom fields are set to show only on event registration forms and do not appear on member records, so this information would not populate from anywhere during event registration.

Custom Field Missing From the List?

If you don't see a custom field in the available list, double check that the custom field is set to show for Event Registration.

AE Tip™: When you're setting up custom fields for event registration, you might want to consider checking "Attendee List" as well. This will show the field on an event's attendee list view.

Learn More About Custom Field Setup Here.

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