An event on your site can be free and open, or it can have tickets: a price, a member price, a limit on numbers, a waiting list when it fills, and a page on your phone for the door on the day. This note covers the tickets themselves, the waiting list, registration codes, the registrations list and checking people in. Putting the event on the site in the first place is How to put an event on an Avistra website; if you have not opened the tool before, How to make edits on an Avistra website shows the sign-in.
Registrations show people's names and what they paid, so they need your passkey. Signed in with only the emailed code, an event asks you to set up a passkey or use it first. How to set up a passkey on an Avistra website walks through it.
Where tickets live
Choose Dashboard in the bar in the lower right, then Events on the left, then the event. Its tabs are Registrations, Details, Tickets, Form, Emails and Settings. Everything in this note is on Tickets, except the door, which is its own page.
How many people, and what happens when it fills
At the top of Tickets is a card called The whole event:
- Limit for the whole event. Leave it blank and there is no limit.
- Under it, what happens when it fills: Close registration, or Keep a waiting list.
- If you keep a waiting list, places go out Automatically, in order, which registers and emails the next person, or I will offer places by hand, which puts Offer a place on each waiting person's row. Hold a place that needs paying for is how long the automatic offer waits for their money, in hours, and starts at 48.
A ticket
New ticket makes one. A free event needs none at all; one ticket is the usual case; several are for "Member", "Guest", "Student" and the like.
- Name and Price. Zero is free.
- Description, one line, shown under the ticket on the registration page.
- Member price, and whether it is for all active members or only chosen levels. Somebody signed in sees their price; somebody who is not is told there is one.
- Who can register with it: Everyone, Members only, Members at chosen levels, or Only with a registration code, where you set the code people type to see the ticket at all.
- On sale from and until, and whether a ticket that is not on sale is hidden or shown with its date. Early-bird pricing is two tickets with different windows.
- Limit for this ticket, separate from the limit on the whole event.
- How many places one person may take, the guest price (the same as the ticket, free, or an amount), and what to ask about each guest: nothing, a name, a name and email, or the form's questions for every person coming. A guest with an email address becomes a person in People; one without stays a name on that registration.
Money goes through your own Stripe account, so a paid ticket needs one connected: How to connect your Stripe account with Avistra. Without Stripe, an event can still take registrations and you record the money as it arrives.
Registration codes
A registration code is money off: a code somebody types at checkout for a percentage or an amount. It is not the same as a ticket that needs a code to be seen at all. Both are on Tickets, side by side.
Reserved seating
For a room with numbered seats, Seating puts a plan on the event: a map you draw once and use again, a price zone for each part of the room, and a ticket for each zone. People pick their own seats on the page and see what is left as they do. Rows can be blocked, and a sold seat says who has it. Ask us to set the first plan up with you; after that an event is two choices, the plan and the ticket for each zone.
The registrations list
Registrations is everyone who has registered, with chips for All, Paid, Owes, Checked in, Not checked in, Waiting and Canceled, and the totals across the top. One row opens the whole registration: what they answered on the form, what they owe or have paid, who is in their party, and how it came in: the page, added by hand, or at the door.
On a row you can Check in, Mark paid, Cancel, and on somebody waiting, Offer a place. Money itself is in Payments: refunding a registration cancels it unless you say otherwise, and an events admin who does not look after the money uses Ask for a refund instead. How payments, receipts and refunds work covers that side.
The day itself: checking people in
Check in, on the event's menu, opens the door page. It is built for a phone held in one hand.
- The count at the top is how many of the people expected are in.
- Type a name or a code finds somebody as you type. A party shows a button for each person in it, so one of four can come in without the other three.
- Scan uses the phone's camera to read the code on somebody's ticket or membership card.
- Add someone at the door registers a walk-in on the spot, and takes the money in person if the event charges.
- Every tick can be undone, and the page keeps working if the signal drops: ticks are kept on the phone and sent when it comes back.
You do not have to be an admin to work the door. Door volunteers, on the event's menu, sends a check-in link to an address; that person reaches this page for this event and nothing else, and the pass ends when the event does. How to give somebody access to your website covers it.
Emails about the event
The Emails tab is what the event sends by itself: the confirmation when somebody registers, a place offered from the waiting list, a reminder before the day, and a note when the details change. Each one can be reworded, and the confirmation carries the date, the place, a map and the code for the door. How to email your members covers the writing.
Who can do what
Events admins and full admins make tickets, see registrations and check people in. Refunds are for Finance and full admins. A door volunteer reaches one event's check-in and nothing else.
If you get stuck
Send it to us. Choose Support request in the bar and say what you need: a ticket that is not showing, a seating plan to set up, a waiting list that is not behaving. How to submit a support request on an Avistra website shows how.