An event from A to Z: setting up, selling and following up
From an empty event to the sales overview afterwards: this plan goes through everything once, in the order you need it. Each step links to the article with the details.
The menu of an event
Open an event in Events. On the left is the menu of the event, organised by the moment you use it.
| Menu | What you find there | When |
|---|---|---|
| Dashboard | How sales are going and what you still need to do | Every day |
| Settings | Date, capacity, sales open or closed, scanner | Beforehand |
| Tickets | The offer and the prices | Beforehand |
| Sales | Tabs Sales, Not completed, Invoices and Refunds | During sales |
| Admission | Tabs Visitors and Scanning | On the day |
| Reports | Overviews and export | Afterwards |
Step 1. Creating the event
Under Events click +. Give the event a name, a type, a date and a time. See Creating and managing events.
Step 2. The settings
Under Settings choose whether the event is public, whether tickets and a scanner are involved, how many places there are and from when sales are open. See Basic settings of an event.
Step 3. Tickets and prices
Under Tickets you create the offer. There are two kinds of tickets:
- With a place on the stadium or venue map, such as seats and standing places. The price comes from the map. You sell these tickets through the Ticket App and the Box office, because that is where you choose the place. See Locations and venue map.
- With a fixed price, such as a dinner, hospitality or general admission. You can also sell these manually in the back office.
Step 4. Selling
A sale comes in three ways. They are all together in Sales.
| Where | Who it's for | Payment |
|---|---|---|
| Ticket App (online) | Visitors who buy themselves | Online with Mollie. See Paying online with Mollie |
| Box office | At the counter or the entrance | Cash, card or invoice. See Selling with the Box office |
| Back office | Companies, groups, invitations | Awaiting payment, Cash paid, To invoice later or Free. See Registering a sale |
Step 5. Every day: the Dashboard
The Dashboard of the event shows the key figures and above all Action needed: what you still need to do, with a link to the right list. If it says Nothing to do, everything is in order. See Following up sales.
Step 6. Following up payments and invoices
- To be paid: in Sales, Payment status filter.
- Online payments not completed: Not completed tab.
- To invoice later: invoice through the ⋮ menu of the buyer. See To invoice later.
- All invoices of the event are in the tab Invoices.
Step 7. Sending tickets
Tickets bought online are sent by themselves. For a sale in the back office you choose in the ⋮ menu of the buyer Send tickets. Action needed on the Dashboard shows how many tickets have not been sent yet.
Step 8. The day itself
- Get the scanners ready. See Access control with the Scanner.
- Admission, tab Scanning: who is already in, live. See Scanning live.
- Admission, tab Visitors: everyone with a ticket, per buyer.
- At the entrance you keep selling with the Box office.
Step 9. Afterwards
- Reports for the overviews and the export. See Working with reports.
- The sales overview by e-mail, e.g. for your tax return. See Workflows.
- You refund an online ticket through the sale. The tab Refunds shows them all.
- Check the tab Invoices afterwards: have all invoices gone out and been paid?
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