You will need to be using the Pearl e-commerce module to allow people to book a place on an event using your website.

Setting up

Follow these steps to allow people to sign themselves up automatically for the event.

1. Create the event and make sure the event is in the public events group
2. Create a new product; this will be the ticket for the event that the user will purchase. It’s a good idea to give the product a name that can easily identify it as being for the event.
3. Give the product a name, set it to web enabled, put it into a relevant category, set a brand, price, description and any other information you require. See the Products training pack for more information.
4. If you want to limit the number of places sold, then set manage stock to yes and allow checkout to no, so that when stock runs out no more places can be sold.
5. Choose the event for which this is a ticket in the Events tab
6. Save the product. The product name should have a little calendar icon next to it in the product listing screen.

Adding Ticket Stock

If you are limiting the number of places on this event, you will need to add some stock. Click Products->stock adjustments, search for your product, click the name and then set the quantity you want to add when the product shows in the list in the middle of the screen. Note that the cost price is the price that you have already paid for the ticket, which is usually zero (a ticket has no actual physical asset value).

When this ticket is bought online, then the buyer will be added to the list of contacts for the event. Note that they will not have any permissions set; so to promote them to an event user you will need to edit the event as described above.

Selling Tickets Manually

Create an order for a customer – see the Sales training pack for detailed information on creating orders. Once you have created an order you can add the ticket to it using the add items link when in the order edit screen.
NOTE that adding a ticket to a customer’s order does not automatically add them to the list of users on the event (unlike website sales of tickets, which does add the customer). You will need to open the event and add the customer manually. If they do decide to go ahead with the quote/sale/order.

Allocation of Tickets

Note that you will need to allocate the stock for the ticket once the sale appears on your system. Open the sale, and allocate the stock (more info on stock allocation is available in our Sales training pack. You can set all sales to automatically allocate stock when they are completed online – this is done via the Setup->Payment methods screen.

To See Who is on an Event

You can see the total number of tickets allocated by searching for the ticket product in the products quick search box. Note that this is not necessarily the best way to check since when an order is posted to accounts (an invoice is raised) then all allocations are cleared and the stock level of tickets is decreased.

The best way to manage event users is via the event edit screen. Add and remove users as you wish. Pearl will add a private note to the event each time a user is added or removed.

Showing Event Availability Online

If you wish to show the number of places left for an event, your settings must be as follows:

Website->Setup->Product Listing tab : Display Qty Available = yes
You must also have the widget %AVAILABILITY% in your product and/or product listing website template file (Website->Edit Template Files)