You can create and customise your tickets by adding a group, family or hidden types, applying limits, capacities and data collection, and including tax information and images. You can also set different prices for dates, shows or sections of your venue.
Your ticket prices, promotional codes and the design of your ticket are all contained within a pricing group.
In each pricing group, you may have:
- multiple ticket types (i.e. Adult, Concession and Group or Member and Non-Member)
- a group booking, which requires a minimum purchase
- hidden tickets for issuing VIP or special tickets
- different capacities or
- early bird rates or
- attendee data specific to that ticket
- different images added to the ticket
- and benefit from a pricing group template
This article will also cover off:
- adding different prices to a session or section
- using pricing schema
- making your ticket also a tax invoice
- adding HTML images behind your custom ticket style
The default ticket contains the following relevant information: Event name, venue details, date and time, ticket price and name, booking name, section/seat (if relevant) plus a QR code and barcode with your ticket number.
You can create a custom ticket, adding background images (see pricing groups) or adding in the custom data fields collected during the booking.
Each pricing group contains information on your ticket options, promotional codes and what the ticket will look like (ticket style). In most events, you will have one pricing group. The name of this pricing group is only visible when logged in as the administer (not to the public).
You may wish to define a pricing group template which will then be there for your next event setup or could be pulled through onto an existing event.
When using promotional codes, these codes must be defined on the same pricing group as to where the tickets in use are or to be affected by that promotional code.
There are times such as opening night, offering an encouragement for booking on say a Tuesday night, or where you may have a section of your audience that is being priced differently due to location. When this occurs you will define another pricing group and then link it to the applicable date or section via the Pricing Schema.
You have 2 options for ticketing groups of people.
Family or tabled groups:
To ensure that your capacity or seating allocation is updated correctly, it's important to state how many places/seats will be taken away when a family ticket is booked. If your family ticket price is for 4 people (2 Adults + 2 Children), when adding your ticket price, please ensure your set the Quantity of that ticket to equal 4 as shown, and then set the price which will cover all people. This means that 4 seats will need to be selected or 4 places will be taken away from your original event capacity.
If your tabled ticket price is for 8 people, set the quantity of tickets to 8 and enter the price for buying 8 places at once.
Encouraging larger groups to book
If you need flexibility on larger bookings where a minimum purchase number of tickets on your group tickets is required (eg. Your tickets are normally $20 and for groups of 6 or more booking at once can purchase tickets at $15), the process is simple via this method.
- From Pricing Groups and in your existing pricing group, add a new Ticket Type. We suggest calling it 'Group' and in the Description indicate that this rate is for 6 or more people.
- Set the Quantity on that ticket type to 1.
- Define the price as the discounted rate per ticket (for 1 tickets at the group rate).
- Save and Close, and now open that ticket up again.
- Select Limits and set 'per session time' a min of 6 tickets (if they need to purchase 6 or tickets at once).
- Save and click through on Make a Booking, confirming the min. is working as required.
Hidden tickets work like any normal ticket, you can edit their names, values, create limits and capacities on how many can be booked. The only difference is that they are only visible via the Make a Booking link within your account, designed to be used for internal use only. This includes using them for issuing tickets for media, VIPs in exchange for counter sales which include a processing fee or even when you need to take a special payment.
To set up a hidden ticket select your event on the dashboard, and then Pricing Group (ticket prices). In your pricing group being used, add a Ticket Type in the normal way and set the Status to be Hidden.
If you need to accept a number of cash bookings for Box Office sales, you may wish to use hidden tickets instead of box office fees. For your Box Office ticket, you would add your box office fees into the ticket and then use a cash promotion code at the end to finalise the sale. You may wish to add a ticket called "Adult Office" that is inclusive of your Box Office fee. Eg. $20 ticket + $2 booking fee = $22 Adult Office ticket.
Hidden tickets will behave exactly the same as normal tickets when it comes to reporting.
Ticket type capacity
Capacities on your event are generally handled via the Seat / Space allocation screen. When you have limited special offers, you can add special limits on certain tickets via the ticket prices Capacity e.g. when running an event, you may have the capacity to take 1,000 people but only 980 can purchase a seated and 20 will need to stand.
Using the example above, you would set your event as follows:
- From Seat / Space, you will see your overall capacity to be 1,000.
- Select your Pricing Group (from your event on the dashboard) and select the specific Ticket Type to be in limited supply.
- From the tab Capacity, select 'Limit the number of Seated tickets available for sale', and define how many places with seats you have. Once your ticket has reached its capacity, it will show as being SOLD OUT.
Early bird discount
If your event has multiple pricing stages throughout the booking time frame, the Early Bird function allows you to set an alternative price on an existing Ticket Type for a specific date period. Set, check and forget about your prices changing at midnight on the date set. Multiple price/time frames can be set up for each ticket type.
Setting up the early bird discount:
- Select your event on the dashboard.
- Select Pricing Group (Ticket Prices) and then click on the existing pricing group listed for your event
- Select or add your ticket price and set the last price point, click save.
- Open your ticket again and select the Early Bird tab.
- Click Add, and define the price and time frame which this price will be offered.
- Click back to the main ticket page and confirm the early bird rate being shown.
- Check by clicking on make a booking that your early bird rate is correctly shown.
You may wish to add a reminder to when your price breaks are - either by adding it to your homepage or into a header above your first ticket or just against the description of your ticket. This is completely optional as your website may also take care of this for you too.
Speed up your creating process by defining common price points that run between events. Pricing group templates contain ticket prices, promotional codes and ticket styles/backgrounds. Once your event has been created your ticket prices work independently of your templates or other events and so can be changed as required.
Pricing group templates can be created from Templates. You can define multiple pricing groups templates and label them in a way that is clear to you.
When creating your event, under Setup Options, select Use Pricing Group Template, and select your template.
Pricing Group Templates can also be imported once the event has been created. From Pricing Groups (within your events), Add Pricing Group, name and select your template. Once added be sure to link the new pricing group to the event via the Pricing Schema.
Multiple pricing group templates can be created if you need.
Different prices on sessions or sections
Assigning different price points to sessions (dates) or sections ensures that your patrons see only the prices applicable for that option. You may consider using different pricing groups for these options:
- Opening night, where you package includes talks and cocktail parties to the event
- VIP areas
- Front row seats
- Stalls vs dress circle seating
- Tables vs standing room
- Premium locations vs standard locations
- Restricted view seats
- Packaging options
- Seats vs merchandise sales
- Deals on only 1 night
- Cheaper Tuesday shows
- Different promotional codes
- Different looking tickets
- Plus more
Create a new pricing group for each of these pricing points. Then, via Pricing Schema, you can link the session or section or both to these pricing groups.
Opening night, Cheap Tuesday, Stalls vs Dress Circle, Front-Row Tables vs Back Tables, Tables vs Standing Room are all great reasons you may wish to have different price points for your event.
Generally, your opening night or cheaper Tuesday will be controlled by the one event via Session Times, whereas the stalls vs dress circle or tables are controlled via Sections. You will set up different Pricing Groups where you have different ticket types for a session time or section.
From Pricing Schema, you can now link your prices to a session time and or section. This ensures that when someone selects a date or section, they can see the prices applicable to that area only.
Adding Images Behind a Custom Ticket using HTML
Once you have created your own customised Ticket Style and linked it to your event, you can no longer add a background image via your Pricing Group. You can now add images to customised ticket styles in templates via the HTML. It's important that you add images to a background that ensures the black print will still be visible.
Creating your background image
In a graphics program such as Gimp or Paint etc, you will need to create a page that is the size of your ticket. The TryBooking default ticket is 624 x 264 pixels in size. Place your images on this page and position them in suitable locations. If you're creating a full background image, you may need to fade the image into a watermark, so that the important text of your ticket will still be clear. Save the image as a .jpg file.
Adding the image to custom ticket
- From templates, select Ticket Styles and your custom ticket to move into edit. Insert your new image at the bottom of the design page. Click save.
- If you now click on the source, you will find the image from step 1 will be right at the bottom and you will see something like this "UserData/TicketStyles/K/17137_2018TICKET_010917112117.JPG" Copy this out and now search your code for [BACKGROUND] and after the src= paste your user data file name, replacing the [BACKGROUND} field.
Your code will now look something like this:
<div class="background-image-layer"><img onerror="this.style.display='none';" src="/UserData/TicketStyles/K/17137_2018TICKET_010917112117.JPG" /></div>
- Move back to your Design tab to see if the background has appeared behind your ticket. You can then remove the duplicate image that was below, and then save.
Ticket style as a tax invoice
The ticket can be converted to represent a ticket for entry and a tax invoice via a custom ticket style. To allow your ticket to be used as a tax invoice, you will need to add in the text below.
Australian users - Add your organisation name, ABN and that the price is inclusive of 10% GST.
New Zealand users - Add your organisation name, NZBZ and that the price is inclusive of 15% GST.
UK users - Your registered organisation name and that the price is inclusive of 20% VAT.
Working with custom ticket styles is easy:
- Select templates and Ticket Styles.
- Add a ticket style, name it and then save.
- Change the word Ticket to Ticket / Tax Invoice, or add the word tax invoice under Ticket. Add your business number (ABN, NZBN, Company number) and registered name.
- In the price field, add the wording, Price is inclusive of tax (GST or VAT) or add in the tag [TAXAMOUNT] which will automatically split off the proportion of tax into a separate value.
You now need to connect it to your event by selecting it on the dashboard, Pricing Groups and finally the applicable group. Change the ticket style to your newly created custom ticket style and save.