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Event Access overview

Event Access displays statistics about the event’s guests, as well as the ability to create new Ticket Types, and Blocks.

Statistics
Total Confirmations: The number of guests who have confirmed an RSVP, registered, or purchased a ticket; been assigned a ticket by an event organizer; or had tickets left behind by another guest at the door during check-in.

Total Tickets Used: The number of guests who have confirmed an RSVP, not confirmed an RSVP, registered, or purchased a ticket; been assigned a ticket by an event organizer; had tickets left behind by another guest at the door during check-in.

Potential Event Size: The total number of public registration tickets, public purchase tickets, all non-FCFS invitations, and total available FCFS invitations.

Check-In Count: The number of guests who have been marked as Checked In for the event.

Ticket Types, and Ticket Blocks
A Ticket Type is the name of the ticket, and the way those tickets will be distributed. For example, with 100 Ticket Types named General Admission, 50 could be in a Public Purchase Ticket Type, while the remaining 50 could be in an Invite to RSVP (First Come First Serve). Commonly, clients will set a Ticket Type, and allocate all those tickets to one type of distribution method, separating invitations, registrations, and purchases.

A Ticket Block is a way to give tickets to donors, sponsors, or others who will be responsible for managing their guests. Ticket Block users will receive an email to create an Event Farm account, or sign in to their existing account. They can then upload a Guest List, or invite guests individually. After inviting guests, they can re-send invitations or confirmations, as well as removing guests, or adding additional guests.

Creating a new Access Type
Select an event, then Registration Experience > Event Access > Create Access Types.

1) Create a name for the ticket, set the number of tickets, optionally add a description for the ticket, and choose where in the list of available tickets it will appear on the registration page.

2) Select how tickets will be distributed, how many will be distributed, select if the tickets are transferable or not, and when tickets will be available for purchase or registration. FCFS stands for First Come, First Served. This option allows you to send out more invitations than there are available spaces, to get as many people as possible to your event. After tickets have sold out, or reached their End time, guests can no longer register or RSVP for the event, regardless of ticket type. Tickets can be distributed in several ways:

  • Public Registration
  • Public Purchase
  • Invite to RSVP (FCFS)
  • Invite to RSVP
  • Invite to Register (FCFS)
  • Invite to Register
  • Invite to Purchase (FCFS)
  • Invite to Purchase

3) Depending on the distribution method, up to three emails may be set: Invitation, Confirmation, and Declination. Emails can be created and customized in Email Center > Designs, or select “Create default email,” which will use an Event Farm design. Also set the Maximum Allowed, which is the total number of tickets, invitations, or registrations per guest.

4) Confirm the distribution method, quantity, and the open and closing times for this ticket type.

Deleting a Ticket Type 
To delete a Ticket Type, select the menu button to the right of the Ticket Type under Event Access, then X. Confirm to delete the Ticket Type. Deleting a Ticket Type in Event Access also deletes it from Distribution Method. 

Deleting a Ticket Types will also delete any guests on the Guest List who have RSVP'd, Registered, or Purchased a ticket from the deleted Ticket Types. If a Ticket Type needs to be deleted or re-created, and guests have already registered to the ticket type, download a Guest Summary report first. It contains all the information about guests and their registration. Guests can be manually re-added to the new Ticket Type once created.

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