You will need to be using the Brightpearl e-commerce module to allow people to book a place on an event using your website.
You will also need to turn on "Event billing" on the Setup:Options:Events screen. With Event Billing turned on, the description box in the event add/edit screen will allow HTML formatting, and you will see that you can assign a number of places to each attendee on the event. The results page from the events quick search box is redirected to the events list rather than the task list, which allows you to quickly see how many places are on each event.
Setting up and creating tickets
Follow these steps to allow people to sign themselves up automatically for the event.
- Create an event and make sure the event calendar that it's on is set to public view
- Save the event
- In the Billing/Other tab, click to create a ticket. This will create a product on your system, and connect that product to the event. You can also create products in the usual way from the Products menu, and connect it to the event in the "events" tab on the product edit screen.
- Give the product a name, set it to web enabled, put it into a relevant category, set a price, etc.
- If you want to limit the number of places sold, then you can set a maximum number of places in the Billing/Other tab
When this ticket is bought online, then the buyer will be added to the list of contacts for the event. If you have set the payment method that they used to "allocate stock" (in the setup payment methods screen), then the buyer will be added as a confirmed attendee. Only confirmed attendees are taken into consideration when an event is checked for spare places.
Selling Tickets on the phone
Create an order for a customer. Once you have created an order you can add the ticket to it using the add items link when in the order edit screen. If you have set things up properly, then the product (ticket) that you've just added will be connected to the event, and the customer will automatically be added to the event.
If you want to confirm the user on the event automatically, then set the "Confirm all attendees by default" option at Setup:Options:Events.
The order can be seen as connected to the event in the "other" tab of the order. To release the order from the ticket, tick the box and save. You can also visit the event, and see the order listed in the Other/Billing tab, along with the amount paid.
Note that only one ticket should be added to an order, since an order can only be connected to one event. Adding more quantity of the ticket on the order (eg 2x) will update the number of places taken on that event by the customer.
If you delete a ticket from an order, or delete an order, the customer is not removed from the event, so you will need to open the event and remove the customer if you don't want them there any more.
To See Who is on an Event
The best way to manage event users is via the event edit screen. Add and remove users as you wish.
Exporting and viewing attendees
Once in an event, you can open the Contacts & Notifications tab and click the links at the top tight to view or export an attendee list.
When you are in a contact timeline, any public events that they have attended will be shown in a box on the right.
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 - Website Options - Product Listing tab : Display Qty Available = yes
