Online Help - Sell Tickets

Venue Ticket Sales | Help | Sales | Sell Tickets

Help | Sales | Sell Tickets

On this screen, you are presented with two sections - the top section devoted to searching for available performances and refining those searches - and the second section that is a result of the searches performed.

In the search section, you can search by Date Range by entering two dates in the boxes provided. All performances that occur between the dates specified will appear below when you click the "Refresh" button. You may also search for performances by keyword in the event title (i.e. the event name is "Wonderful World", you may search by entering "world"). You may select only specific days to show when the search is performed or you may leave all checkboxes blank, thereby pulling results from all days of the week. You may list all performances or performances that occur on today's date by selecting from the radio buttons for "Display". You may click "Venues" to select a specific venue and its related performances. You may enter a keyword for a venue (i.e. the venue name is "Blue Sky Performing Arts Center", you may search by entering "Sky" which will pull all venues with the word "sky" in their name). You may sort results by day, date, title or venue by selecting the corresponding radio buttons. All search patterns will show in the results box below by clicking the "Refresh" button, or you may clear all your search parameters by clicking the "Clear" button.

Once you have the list of perfomances for which you've searched, you may at any time select a specific performance and click either "Event Info" or "Venue Info" to see information related to the event or venue, respectively.

When you've found the performance you're looking for, highlight it in the list and click either the "Best" button, the "Map" button, or the "Quick Sale" button to move forward.

The "Best" button will begin the process of processing a ticket sale through the Best Available mode. The "Map" button will allow you to choose specific seats directly from an interactive seatmap. The "Quick Sale" button will proceed through the quick ticket sale process.

Clicking the "Cancel" button will take you out of the Sell Tickets section and back to the main Sales screen.

Best Available Ticket Sales:

Selecting a performance and clicking the "Best" button takes you to the Specify Tickets page where you will specify the number of tickets per price scale, any aisle preference, and the hold type (if applicable). You may also select the split seats option by clicking the radio button allowing for seats to be split or not.

New in this release, discount and hold type shortcut support has been added to the single sales flow. If you have predefined abbreviations for your discounts, along with enabled hold types, you may use them in the Number of Tickets box to speed the order process. If Best Available can fulfill your request, the next screen is the order page, rather than the Specify Discounts page. For example, if you have a predefined character of "A" for your Adult discount, you may enter "2A" to return 2 Adult discount tickets. If you have a predefined character of "A" for Adult and a character of "V" for a VIP hold, you may enter "2A/V" to return 2 Adult discount tickets in the VIP hold, if available. Discount codes are case-insensitive, and can be strung together as multiple requests if separated by commas--for example, entering "2A/V,3C" in the scale field would return 2 Adult tickets in Hold Type V, and 3 Child discount tickets in the current list hold (or open) status.

At this point, you may also click the "Map" button to select individual seats from an interactive seatmap. Clicking the "Clear" button will clear out any information you've entered on this page. Once complete, click the "Best" button.

Map Ticket Sales:

Selecting a performance and clicking the "Map" button takes you to an interactive seatmap where you may select individual seats from a seatmap. You may also refine the available seats shown by selecting from the drop-down list of holds and price scales - only those seats available within the selected holds and/or price scales will be shown on the map. You can select seats from the map by clicking on the seats, or by clicking-and-holding and dragging the mouse over multiple seats. Clicking the "Clear" button will clear out all selected seats from the map. Once complete, click the "Go" button.

Assigning Discounts and Holds:

Once seats have been selected, you will be asked to assign any applicable discounts and holds that are associated with this performance. You may either select individual discounts by selecting from the drop-down lists, or apply the same discount for all tickets by selecting from the drop-down list for "All".

Clicking "Delete" will delete the selected ticket from this purchase. Once you have completed assigning discounts, click the "Go" button.

Sales Order Screen:

On the sales order page, you will see a reiteration of the event information, the number of tickets, the price scale, the discounts, the ticket price, a fee box, and a sub total box. At this point, you may click the "Edit" or "Delete" links to update this ticket order. You may also add tickets to this order by selecting the "Single" (for single ticket sales) or "Subscription" (for subscription sales) radio buttons and clicking the "Add Tickets" button. All current ticket information will be preserved.

Click the button labeled "Price Override On" if you wish to override any ticket prices. This will ungroup any tickets in the same discount or any single ticket and make each price editable individually. Please note that this action requires a few seconds to redraw the order page, please be patient. After the page redraws, change the ticket price and click the "Recalculate" button to see the new total. To revert to the original prices or to regroup the tickets under a single discount, click the "Price Override Off" button. You will be warned that doing so will discard your changes.

The editable "fee" box is where your organization's per ticket fees will display. You may choose to edit or remove these fees at this time. You may also choose to edit the Transaction Fee or enter a donation. To update the final total, click the "Recalculate" button. Tip: Do not change any fees until you are finished with other editing on this page. If you edit the fees then choose to turn Price Override Off, your changes to the fees will be discarded and you will have to edit them again.

You may also associate an existing patron with this order or you may add a patron to be associated with this order. If the patron already exists in the database, click the "Lookup" button to search for this patron by telephone number, first, or last name. Your patron search will show results in the list box and you should then highlight the name of the patron with which to associate this order. If this is a new patron to be added, click the "New" button to add their patron information. All current sales order activity will be preserved during this process. You may also click the "Edit" button to edit an existing patron's record. Clicking the "Clear" button will clear out all listed patrons. Clicking the "Profile" button will take you to the Patron Profile screen, where you are able to assign attributes to this patron during the sale. Clicking the "Link" button will allow you to "Quick Link" another person to this patron's sale.

To purchase tickets, enter the amount in the appropriate payment type box (i.e. check: enter the check number in the appropriate field and enter the purchase amount in the corresponding box). You may split payments across multiple payment types if you wish. Clicking the "$" next to a method of payment will automatically fill in the current balance in that box. To enter a credit card number, click the blue credit card link and fill out the resulting pop up window with the credit card and patron information. For convenience, if the patron has been selected in the patron window, their name and address information will already be filled in the credit card pop up. For added security, you may provide the 3-digit or 4-digit CVV (Customer Verification Value) in the provided box. This can be found on the front-right section above the account number of an American Express card, or after the account number on the back side of a Discover, Visa, or MasterCard.

If your organization uses a credit card swipe machine, be sure to press the tab key after swiping the card to parse all the data into the correct fields in the card swipe pop up window.

The "Balance" box at the bottom of the screen will provide you with a running total of the sale.

If the patron has an overage for any reason (money due), you may choose to "Apply Balance as a Gift Certificate" if you are appropriately privileged to view this link. Clicking this link will bring you to the list of currently available Gift Certificates to choose one. It will go through the order process and will have the overage amount pre-filled into the Gift Certificate price upon return to the order page. You may also apply the balance to the donation field if you wish.

There is an Order Note field below the patron window that will be saved with this order if you wish to enter any specific notes for this order. You may also specify a Marketing Code for this order by selecting one from the drop down box. This is voluntary, unless you have "Marketing Code Required" checked in your organization preferences--if so, you'll need to choose a marketing code to complete the sale.

The "Password" fields below the Order Note field are used for setting a customer password for Print at Home Tickets. If the event has had a Print at Home template applied to it, you may choose Print at Home as your ticket disposition. You then enter the patron's chosen password, type it in again in the "Confirm" field, and continue processing the order. This will send the patron's tickets to the email address stored in the patron's record as a password protected pdf file that can be opened in Adobe Reader.

To change the disposition of the tickets in this transaction, choose one from the drop down list in the bottom left corner of the screen. This list will default to whatever is selected in the operator's preferences (by source), but may be changed at the time of the sale. You may also wish to print a header card for this transaction. If so, check the "Print Header Card" checkbox.

The checkbox labeled "Send Patron Email Confirmation", when checked, will send an order confirmation to the patron at the e-mail address specified in the order. This checkbox will default to what has been selected in Operator Settings (by source), but can be changed here during the sale. If this is checked yet the patron has no e-mail address in the system, then the confirmation will only be sent to the "Cc:" chosen in Operator Settings, if applicable.

Once complete, click the "Finalize Order" button.

Sales Order Confirmation:

This screen is an overview of all aspects of the sales transaction process. After you have reviewed all information, click the "Done" button.