Ticketing Setup

Once you have signed up to use our ticketing offering, please follow these steps to activate Ticketing, add staff roles, create your venues and events, and set fees.

Note

To find out more about TouchPoint’s ticketing platform and associated costs, see the Ticketing in TouchPoint help article.

Setting Up Ticketing

Step 1 - Activate Ticketing and Add Ticketing Role
TouchPoint Support will activate Ticketing in your database and add the Ticketing role. Once this is completed, users with the Admin role can provide the Ticketing role to anyone who will be creating venues or managing a Ticketing event.
Step 2 - Create Venues

If you have the Ticketing role, go to Administration > Venues. The only thing you will see before any venues or events are created is the New Venue button at the top. Click the button and you will see two options:

  • Without Sections - This is best suited for venues accommodating less than 1,000 people. This may be a large conference room, small theater, gymnasium or any other small space.
  • With Sections and Floors - This is optimal for much larger spaces such as theaters, stadiums, and concert halls where spaces are sectioned off.

Watch the tutorial provided under the help menu when creating a venue. If you need additional assistance, TouchPoint staff can build your venues for a fee.

https://i.tpsdb.com/TicketingTutorial.png

There are three types of ticketed events that can be created:

  1. General Admission
  2. General Admission by Section
  3. Reserved Seating

You may start by creating a General Admission by Section and a Reserved Seating chart, which are the most common. Various venues can be created using your sanctuary, auditorium, conference center, or an offsite venue.

Step 3 - Create an Event for Your Venue

Involvements are used to create events. Consider creating a dedicated Program and Division that you can use to search and filter for Ticketing Involvements.

First, navigate to the Involvement Registration > Registration sub-tab. The Registration Type is Ticketing. Once you set an Involvement as a Ticketing registration type, don’t change it, as data could be lost.

Next, go to the involvement Settings > General sub-tab. Under Advanced Setup, choose the appropriate Venue in the dropdown.

Other settings under Registration > Registration sub-tab:

  • Hours Before Ticket Sales End. This setting is used in conjunction with the Meeting Date & Time. Whatever number of hours you specify here, tickets can not be purchased after this amount of hours before your event. Be sure your time zone is accurate in the LocalTimeZone Administrative Setting to ensure local time is honored. This will only affect external sales. Internally, at the Box Office, they will still be able to purchase tickets.

  • Do NOT check the box next to Allow Save Progress with a Ticketing Event. Tickets will be held for 15 minutes as a ticket buyer is logged in to complete a registration. If the seats aren’t purchased within 15 minutes, they will be released. (This time cannot not be adjusted.)

  • Allow Re-Register can be optionally set to True. This allows the ticket buyers to buy as many tickets as they want. The registration does not override the previous registration’s information as with other registration types.

  • Ticket Template. We offer a default template or you can create custom ticket templates as well.

  • HTML Shell. Use an existing shell or create a new one. Make sure to tag your shell with the keyword shell to be usable.

  • Time Out. You can extend the registration time out from the default (which is 3 minutes) to 15 minutes, indicated in milliseconds (900000).

Step 4 - Set Ticket Fees

Events are created as meetings on the Meeting tab of the Involvement. Unlike regularly scheduled and ad hoc meetings, ticketed meetings are displayed in the future. Make sure you have completed Step 3 before adding your meeting. There are various options to setting ticket prices:

  • Global Ticket Price per Involvement - Set prices from the gear icon of the blue toolbar in the Involvement. Click on Ticket Pricing. You can also globally set pricing per category here. Pricing provided for a specific meeting (see per Event and per Section below) will override the global pricing.
  • Ticket Prices per Event - Set prices in the gear icon of the meeting blue toolbar. Click on Ticket Pricing. This is helpful when there are different prices for matinee and evening shows.
  • Varying Prices per Section - Set in the gear icon of the meeting blue toolbar by clicking on Ticket Pricing, where you can set Ticket Prices per Category. Categories are created upon venue creation and should be unique, with future pricing in mind.

Other settings that can be used just as with registrations:

  • Discount Codes - Along with single-use and multi-use discount codes, a Ticketing Involvement can also use a Single Use - Number of Tickets discount option.
  • Charge Service Fee
  • Registration Questions
  • Location
  • Entry Point

Email Replacement Codes:

  • {seatingtickets} Provides a copy of the tickets embedded in the confirmation email. (Not for use in reminder email.)
  • {canceltickets} Provides a link for the registrant to cancel their tickets from the confirmation email. This is a one-time link and will cancel all of the users’ tickets within the order. (Not for use in reminder email.)
  • {canceltickets:CLICK HERE} Replace CLICK HERE with any text you choose to customize the Cancel Tickets text.
  • {mytickets:1234,Please follow this link to view all your e-tickets.} Replace 1234 with the Involvement ID of the Ticketing Involvement. You can also replace the wording after the comma, which will render as the link in the email.

Text Replacement Codes:

  • {mytickets:1234} Replace 1234 with the Involvement ID of the Ticketing Involvement
Step 5 - Create and Customize Your Ticket Template
Step 6 - View Ticket Event Manager to manage social distancing rules and utilize Assisted Booking


Latest Update 4/27/2022

New discount code, clarifying steps to create an event