Selling tickets for an event and checking people in

What it does and who it's for

You can sell tickets for an event, such as a fun run or a gala, through a Community Fundraising campaign. Supporters pick their tickets, register and pay online, and get their tickets by email. On the day, you check people in by scanning their ticket QR code or typing in their ticket reference.

Who it's for: charity staff who run ticketed events in the GiveTap admin panel.

This guide covers the ticket settings. For the rest of the campaign set-up (styles, goals, fundraisers and teams), see Community fundraising: set up a campaign, fundraisers and teams. If you need to charge VAT on tickets, see Charging VAT on Ticket Sales first.

Set up an event with tickets

1. Go to Community Fundraising > Campaigns and click Create Campaign, or click Edit Campaign on an existing one.
2. Set Campaign Type to Event. The EVENT DETAILS section appears.
3. Choose the Event Activity. If you choose Other, describe it in Custom Event Activity.
4. Enter the Event Location.
5. If there's an age limit, enter a Minimum Age.
6. Next to Tickets, click Add Tickets (or Edit Tickets if you already have some). See Add your ticket types below.
7. To offer discount codes, click Add Discounts. A code can give a percentage off, a fixed amount off, or a free (complimentary) ticket. To change or remove a code later, edit the campaign again and click Manage Discounts.
8. Tick Force Users to Enter Secondary Attendee Details? if you need the name and details of everyone on a booking, not just the person buying.
9. Add Event Instructions, such as where to go and what to bring. These are shown to the customer on their confirmation email.
10. To ask attendees extra questions, such as T-shirt size, go to SUPPORTER & REGISTRATION and click Add Input fields next to Additional Registration Fields. Choose the field type (for example Short text), enter the label, and tick Required or Show for all attendees if needed. Click Confirm.
11. Finish the rest of the wizard and save.

Add your ticket types

1. In the ADD TICKETS window, fill in a row for each ticket type:
   • Name: for example "Adult entry".
   • Description: a short line shown under the name. This is required.
   • Icon: upload an optional icon.
   • Stock: how many of this ticket you can sell.
   • Price: in pounds. Enter 0 for a free ticket.
   • Sales Start and Sales End: when this ticket can be bought. Leave them as No start date and No end date to sell straight away and until you stop.
2. Click Add Ticket for another row. Use the red minus button to remove one.
3. To cap the total number of tickets across all types, enter a number in Set Global tickets limit.
4. Click Confirm.

What supporters see

1. On your campaign page, they click Sign up to event (or your own button text).
2. They choose how many of each ticket they want, then click Continue.
3. They fill in About you, including any extra questions you added.
4. If team fundraising is on, they join or create a team. If supporter pages are on, they set up their fundraising page.
5. They set a password.
6. They check Your order summary. They can enter a code under Have a discount code?. Then they click Pay Now and pay by card.
7. They see Your order confirmation, with the message "Please check your email for your ticket(s) and confirmation of purchase." They can then click Go to your account.

Your charity gets a "Someone has registered for [campaign name]" email for each sign-up. The ticket email is the Ticket Confirmation template. You can change it in Edit Campaign > Edit Email Templates.

Managing tickets

1. Go to Community Fundraising > Campaigns. The campaign card shows TICKETS SOLD and TICKET REVENUE.
2. Click View Tickets. The Campaign Tickets page shows TOTAL TICKETS, USED TICKETS, UNUSED TICKETS and VOID TICKETS.
3. Each ticket shows the Name, Reference, Ticket Name, Status and Purchase Date.
4. To change a ticket by hand, choose USED or VOID from the menu on its row and click UPDATE TICKET STATUS.
5. Click DETAILS to see the registrant, ticket and payment details, including VAT. From here you can RE-SEND the ticket email or DOWNLOAD the ticket.

To download ticket and fundraiser data, go to Reports > Fundraiser & Ticket Reports, choose your campaigns and dates, then click Generate once or Schedule. See Reports: Export Your Data.

Checking people in on the day

1. Go to Community Fundraising > Campaigns and click View Tickets on your event.
2. Click Scan Tickets. The page says "Scan the Ticket QR Code Below or Enter the Unique Reference".
3. Type the attendee's ticket reference into Ticket Reference, or scan the QR code on their ticket.
4. Click VERIFY.

There's no separate app. Scan Tickets is a page in the GiveTap portal and works in the browser on any device. You need to be logged in to GiveTap to use it.

Troubleshooting

• A ticket type isn't showing to supporters: check its Sales Start and Sales End dates, its Stock, and the Set Global tickets limit.
• An attendee hasn't got their ticket: ask them to check their junk folder. Then open View Tickets, click DETAILS on their ticket and click RE-SEND.
• Someone gave back or swapped a ticket: set it to VOID with UPDATE TICKET STATUS. For a refund, see Refunding a Transaction.
• A discount code needs changing or removing: edit the campaign again and click Manage Discounts.
• Anything else: contact support at support@givetap.co.uk.

Related guides

• Community fundraising: set up a campaign, fundraisers and teams
• Charging VAT on Ticket Sales
• Refunding a Transaction
• Reports: Export Your Data
• Silent Auction - Setting up an event