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Box Office Web (AU Only)

Box Office webs version allows you to quickly and easily sell tickets at the door of your events via your TryBooking account. It is integrated with a TryBooking EFTPOS terminals to accept debit and credit cards, as well as cash payments.

It is fully integrated with the TryBooking system, meaning that you won't oversell a particular section or ticket type, and you'll find all reporting in one place.

For a Box Office option that requires no hire of a TryBooking EFTPOS terminal, see: Box Office App

The TryBooking Box Office Web version is only available for events setup on the Australian site. If you are based in New Zealand or UK, please see: Box Office App

This article covers:

Region availability and device requirements

Region availability

The TryBooking Box Office Web version is only available for events setup on the Australian site. If you are based in New Zealand or UK, please see: Box Office App

Equipment Required

To use the Box Office web version, you will need the following:

  • To accept card payments, a Trybooking EFTPOS terminal is required. You will need 1 per computer/tablet you wish to use.
    For a Box Office option that doesn't require the hire of equipment, see: Box Office App
  • Access to power
  • A strong WIFI connection - weak or unstable connections can result in difficulties in pairing the EFTPOS terminal and processing of card payments
  • A WIFI capable device (computer/tablet) - see below table

Compatible devices 

Windows Mac iPad Android Tablet

Windows 10

4GB RAM

Minimum 64GB SSD/SSD

Minimum resolution 1366x768

Mac OS 10.13 or higher

4GB RAM

Minimum 120GB SSD/HDD

Minimum resolution 1366x768

 iOS 12+ Android 8.0+ Oreo 

 

EFTPOS terminals, tablets and printers can be hired directly from TryBooking. For equipment hire details please see: Box Office Equipment Hire


Users that will have access to Box Office

The following User Roles will have access to the Box Office:

  • Account Owner
  • Power User
  • Basic Access User
  • Box Office Manager
  • Box Office User

For more information on team members and their permissions see: Setting up and managing Team Members 

For more information on setting up users that only have access to the Box Office, see: Setting up Box Office Users

Box Office fees and charges

The TryBooking Box Office attracts the same low rate as online sales. For full details of our pricing, please see https://www.trybooking.com/pricing.

  • Cash sales: will incur the Ticket Fee, but no Processing Fee. The ticket fee for cash sales will automatically be deducted from your raised revenue
  • Card payments: will be subjected to both the Ticket Fee and the 2.5% Processing Fee
  • You are able to choose whether you wish to absorb or pass all fees on to the customer. For instructions please see: Passing on or absorbing TryBooking fees

Setting up the EFTPOS Terminal

The Box Office feature requires the use of a TryBooking EFTPOS terminal for accepting card payments.

Both debit, credit, and EFTPOS cards are accepted through our EFTPOS terminals. 

This section covers:

 

Connecting the Terminal to WiFi

Once you have received the EFTPOS terminal from TryBooking, as soon as turn it on you will be prompted to connect to a WiFi network

To connect to the terminal to WiFi:

  1. Turn on the terminal by pressing the power button on the right side of the terminal
  2. Select your WiFi Network from the local networks detected
  3. Enter your WiFi password
  4. Click Join
  5. Click Connect

Once connected, any new OS updates will be applied. This can take a couple of minutes. Do NOT turn off the device during this time. Once updates are completed, the device will launch with the TryBooking logo displayed

 

Pairing the Terminal to your POS device

With your terminal powered on and connected to WiFi, you will be able to pair the device with your POS device

To Pair the EFTPOS terminal to your POS device:

  1. On the POS device, log into your TryBooking account
  2. Proceed to the Box Office Point of Sale Screen
  3. Click on the EFTPOS UNPAIRED button in the top right corner of the Box Office Screen
    Box_Office_Unpaired.png
  4. Select the Terminal you wish to pair to the device by selecting the Terminal ID from the drop-down menu. The Terminal ID is a 6 digit number that is located on the back of the Terminal itself
    Box_Office_Terminal_Selected.png
  5. Click Pair
  6. Once successful, Status: Paired will display in within the pop-up and in the right corner of the screen
    Box_Office_Paired.png
  7. Click Cancel or the cross icon in top right of the pop-up to close and select your event to begin taking sales


Accessing the Terminal Settings

Should you need to access the terminal settings:

  1. Swipe right across the full width of the screen
  2. Click Settings
  3. You will be prompted for the admin pin. Enter 07139
  4. From here you will be able to select from the following items:
    • Language: Set a different language to the terminal
    • Country: Set a country location. This should be set to Australia at all times
    • Network: Reconnect or change WiFi networks
    • Generate pairing code: Do not select, unless prompted by the TryBooking Client Success Team. Selecting may unassign the EFTPOS device from your TryBooking account and prevent further use of the EFTPOS terminal until our Client Success Team is available to assist you 
    • Diagnostics: With provide you with OS stats and data

How to process a sale on Box Office Web

There is no need to adjust your booking dates to allow for Box Office sales. You do not need your online sales to be open for booking to process sales in the Box Office. 

For your event to be visible in the Box Office web Point of Sale screen, you do need to have your tickets Availability set to a box office option, see: Activate events for selling in Box Office

If you are accepting card payments you will also need to pair the TryBooking EFTPOS terminal with tablet or computer device before doing so. Please see Setting up EFTPOS Terminal, in the above section, for pairing instructions.

To process a sale:

  1. Log in to TryBooking as a Box Office User, OR
    From your Dashboard, under the heading Box Office on the side menu, select Point of sale
  2. Under the name of the event you're selling tickets to, select the session time you wish to sell tickets for
    Point_of_sale_1504_350.png
  3. Select the required tickets for the sale, by pressing the green plus button to add tickets or red minus button to remove tickets.
    BO_select_tickets_0208_342.png
    If you're selling tickets to a general admission event, proceed to step 5
  4. If you're selling tickets to an allocated seating event, with the required tickets selected, click Select Seats below the Order summary
    Select_Seats_1504_411.png
    On the seating plan, select the desired seats for the booking. Scroll down and click Proceed to Purchase
  5. Select the payment method by clicking Cash or Card in the Order Summary
    Box_Office_Space_1504_357.png
    • If Cash was selected: Enter the cash amount you received in the Cash Received field and click Complete Booking. On the next screen, you will be told how much change to provide
    • If Card is selected: Follow the prompts on the EFTPOS terminal to complete the payment

Booking_successful_1504_447.png

With the transaction successful, you will have the following options:

  • Email the customer a copy of their ticket and receipt: Enter the customer's email address in the Email Tickets & Receipt field and click the blue arrow
  • Print the tickets purchased: Click Print and follow the prompts. See: Printing tickets and Receipts for more information on setting up printing
  • Start a new sale: Click New Sale 
  • View the last order: Click View Order and a summary of the last transaction will display
EFTPOS receipts will not be provided. Receipts can only be emailed or printed on a printer on completion of purchase.

Printing tickets and receipts

To print tickets and receipts in the Box Office you will have the option to print to a thermal printer (for quick prints) or to a regular A4 printer. 

Section covers:

Requirements for printing

Compatible Devices and Browsers

Printing is only compatible when Box Office sales are processed using Chrome as a web browser.

A full list of device requirements can be found above under Region availability and device requirements. All devices listed will allow you to utilise the print options.

Should you be using an iPad as your point of sale device, you will need to use an printer that is airprint compatible. 

Printer Settings for thermal printers

Should you be using your own thermal printers:

  • Ensure the point of sale device has the correct printer driver installed for your printer
  • Ensure the printer is set to be the default printer for the point of sale device
  • In the Chrome Printer settings, under More Settings, unselect header and footer option
  • You may have to adjust the Printing Preferences set for your printer from your point of sale device to ensure that it prints correctly. Below are the suggested settings:
    • Paper Source = Top Bottom
    • Feed and cut = Page[Feed, Cut]

If you are having difficulties printing the tickets in the correct format after making these changes you may need to consult your printer manual for further instructions.

 

Enable Printing for Box Office sales

To turn on printing in Box Office:

  1. From the Dashboard, on the left side menu select Box Office then Settings
  2. Click Printing
    BO_printing.png
  3. Select the printer type that matches the printer you are using. If you are hiring a printer from TryBooking you will need to select Thermal printer - 80mm
  4. Indicate whether you wish to print Tickets and/or Receipts
    BO_image_2.png
  5. Click Save and Close

With your printer connected to your device, we would recommend you use the Test Print option to confirm that the tickets are printing correctly.

How to print tickets for Box Office sales

With your printer settings applied you will now be able to utilise the Print option when processing a successful transaction via Box Office.

To print tickets sold via the Box Office:

  1. Select the required tickets for the purchase
  2. Select the payment method, and follow the prompts
  3. Once the payment has been completed, click Print in the shopping cart
    BO_image_3.png
  4. Your browser's print preview will display, click Print
Be sure to have your printer set up to be the default printer for the device. This will avoid your box office staff from having to select the correct printer option in the print preview.

If you are using thermal printer, each ticket issued will include:

  1. Event name 
  2. Venue name and address
  3. Session Time
  4. Ticket type
  5. Section
  6. Seat number (if allocated seating) 
  7. A QR code of validation on the scanning app
    BO_image_4.png
    *This ticket style can not be customised

If you are using a regular A4 printer, then the ticket will print exactly the same as your online sales. For further details, see: Ticket style design and customisation 

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