Ticket Management: Tips for Managing Tickets and Attendees

Introduction

Effective ticket management is essential for event success. This guide provides tips and best practices for managing tickets, tracking sales, and working with your attendee list using Eventiry's tools.

Creating Ticket Types in Eventiry

When creating your event, you'll set up ticket types in Step 4 of the event creation wizard. Each ticket type includes:

• Name: Clear, descriptive name (e.g., "Early Bird", "General Admission", "VIP")
• Description: What's included with this ticket type
• Price: Set in your event's selected currency
• Quantity: Total number of tickets available for this type
• Sales Start Date: Optional - when sales begin for this ticket type
• Sales End Date: Optional - when sales end for this ticket type
• Status: Available, Sold Out, or other statuses

Monitoring Ticket Sales

Track your sales progress in your event dashboard:

• View real-time ticket sales by ticket type
• Monitor quantity sold vs. total quantity available
• Check sales trends over time
• Analyze which ticket types sell best
• Export sales data for analysis

Managing Your Attendee List

Use Eventiry's Attendee List feature to manage your attendees:

• View All Attendees: See all ticket holders with their details
• Search Functionality: Search by name, email, or ticket number
• Filter Options: Filter by check-in status (All, Checked In, Not Checked In)
• Export Data: Export attendee lists as CSV for backup and planning
• View Ticket Details: See ticket number, QR code, ticket type, and order information
• Check-in Status: See which attendees have checked in

Understanding Ticket Status

Eventiry tracks ticket status throughout the lifecycle:

• VALID: Active ticket ready for use
• REFUNDED: Ticket has been refunded
• Other Statuses: As defined by your event configuration

Ticket Information Available

Each ticket in Eventiry contains:

• Ticket Number: Unique identifier for the ticket
• QR Code: For check-in scanning
• Attendee Information: First name, last name, email, phone (from order)
• Custom Field Data: Any additional information collected during registration
• Check-in Status: Whether the ticket has been checked in
• Check-in Time: When the ticket was checked in (if applicable)

Editing Ticket Types

You can edit ticket types after creation:

• Edit ticket type details (name, description, price) if no tickets have been sold
• Adjust quantity available if you have remaining capacity
• Update sales start and end dates
• Change ticket status (e.g., mark as Sold Out)
• Note: Some changes may be restricted if tickets have already been sold

Exporting Attendee Data

Export your attendee information for various purposes:

• Export full attendee lists with all ticket details
• Export filtered lists (e.g., only checked-in attendees)
• Use exported data for:
  • Backup and record-keeping
  • Email marketing in external tools
  • Check-in preparation
  • Post-event analysis

Communication with Ticket Holders

Use Eventiry's Communication Tools to reach your attendees:

• Send emails to all attendees
• Send emails to specific groups (checked-in, not checked-in)
• Use quick templates (Event Reminder, Event Update, Thank You)
• Send custom messages with your own content
• View campaign history to track sent messages

Best Practices

• Create clear, distinct ticket types that match your event structure
• Set realistic quantities based on venue capacity or platform limits
• Use sales start/end dates to create urgency (e.g., early bird pricing)
• Export attendee lists regularly for backup
• Monitor ticket sales daily during the sales period
• Use Communication Tools to keep attendees informed
• Prepare check-in lists well in advance of your event
• Review attendee data before the event to identify any issues

Conclusion

Effective ticket management ensures smooth operations and happy attendees. Use Eventiry's comprehensive ticket and attendee management tools to stay organized, monitor sales actively, and communicate clearly throughout the ticket sales process.