The IBIS Events module is an add-on to our Point of sale/E-Commerce system. The events module allows you to set up and sell scannable event tickets online or over the counter. Tickets purchased can be customised with branding to suit your event, and all tickets can be validated when scanned into our check-in website.


TABLE OF CONTENTS


Create event items

Event items are not the events themselves, these are actually just the ticket options available for customers to purchase E.g. Adult 18+ or Children under 10, etc. Event items are shared across all events, so you do not have to set up new items each time but do bear in mind that if you change the details on an event ticket item, these changes will be reflected across all events that contain these items.


Prerequisites

You must have an event supplier setup in the Contacts screen before you can begin adding items. We recommend you add the contact and simply call it "Events". 


Once the Contact has been added, add the brand 'event' to the contact attributes and tick the box 'internal'. If this step is not completed, the check-in website will not display the event button for you to validate event tickets with.


Once the event contact is setup, follow these steps to add new event items:

  1. Open up the Event items screen under the Events menu, then click Add.
  2. Enter the details in the popup, then click Save.
    • Enter the Description, e.g. "Adult", or "General Admission".
    • Select your business contact as the supplier, regardless of who owns the event.
    • Enter the Group you want it to report under (e.g. event tickets).
    • Optionally, you can add an online name/description. The description appears underneath the online name in grey text.
    • Tick the box to sell online if this item type is available to purchase through IBIS E-Commerce.
  3. Once the items are added, you can amend or update the details in the panel on the right-hand side.


Add an event

  1. Open the Events screen under the Events menu.
  2. Click the Add button, then add the event details as follows:
    • Event code - no longer than 10 characters, this is a shortcode to identify the event. 
    • Event name - show online to your customers. 
    • Event date - date of the event.
    • Event time - the time of day the event starts.
    • Total space - how many tickets do you want to sell (online) for this event. When "sold out", you can still sell tickets through POS in IBIS at your discretion. 
    • Map location (latitude/longitude) - the Google Map coordinates for the location of the event. If entered, this will display a map on your IBIS E-Commerce site. You can get the coordinates from Google Maps, the last number is the zoom setting (we recommend you set it to 15). 
    • Checkin password - if you use our Event Validation addon, this is where you can set the password to log on.
    • Close time - this is the time the doors will close to your event, and when check-in is completed. 
    • Active - tick this box to make your event active online. 
    • Description - enter the description of your event, ensure you include the venue address details as this information will print on event tickets. We recommend event descriptions are kept concise as it prints on the thermal tickets as well. The online ticket gets cut off if the text exceeds the allocated space.  
  3. Click Save. You are now ready to add your event ticket pricing and check-in rules.  


Add event ticket pricing and check-in rules

Once your event is added, you can add pricing for your event ticket items.

  1. From the Events screen, highlight the event row you wish to add pricing for.
  2. Click the Pricing tab, you will see all active event ticket items appear in the list.
  3. Double-click the Price inc cell next to the item you wish to add pricing for.
  4. Update the check-in rules for any items that require validation. E.g. students where ID may be required.
  5. Click Save, and confirm your changes.



Set up your E-Commerce website

Add an image to your E-Commerce home page for the Event tile

To set up the image for the event hoe tile on your E-Commerce website, follow the steps in the article about displaying images on your IBIS E-Commerce website. Note that you must clear your browser cache to see images added to your IBIS E-Commerce website straight away.

Add a default description to the Event tile:

  1. Open the Online display settings screen under the E-Commerce setup button in your System menu. 
  2. Select Event ticket description from the list.
  3. Enter your text in the design tab. You can use the basic formatting tools to enhance your description. 
  4. Click Save changes when finished.


Customise how many event spaces show as available

You can let customers know how many tickets are remaining for an event or you can cap the number to 5 or 10+ to show there are more than that many seats but not reveal the actual number. If there are fewer than the number specified, it will show how many seats are left. You can update this in the System Settings in IBIS Online.


Create a link to your events page from your website

You can link to the main events page or a specific event from your website. Follow the instructions on how to configure Book now links. 


Event ticket design

Event tickets purchased directly through POS will print a thermal ticket. Customers who purchase online through your E-Commerce website, or those you have emailed a receipt to from Point of sale, will receive their event ticket(s) attached to this email as a PDF. IBIS provides all customers with a standard A4 event ticket design that requires minimal customisation to get started. 


Please provide the following details to IBIS to update your event ticket template: 

  • A Logo in .png of .jpeg format no larger than 500 x 500 px
  • The company name & contact details you wish to appear on top of the tickets (see example below). 
  •  Standard Terms & Conditions


The following merge fields are available to appear on your tickets:

  • Event name
  • Event date
  • Event time
  • Event description
  • Event item name (or online name if one exists)
  • Event item online description (if set)
  • Sale ID
  • Purchaser name
  • QR code
  • Ticket ID


For any further customisation to your A4 ticket design, please contact us for a quote.

Specify the default event ticket template for your event

Each event you setup will have a unique event code. Each event ticket template must be named the same as the event code for the correct event ticket template to send. 

  1. Open the Event ticket report designer
  2. Click on the default template, then click Copy. 
  3. Enter the new template name this must be the event code used when setting up your event, then click Copy template.
  4. Close the screen when you are finished. 


Make expired events inactive

After your event is completed, make the event inactive. This will prevent a large list of expired events from appearing in the Events screen.

  1. Open the Events screen
  2. Highlight the row of the expired event
  3. In the details panel on the right-hand side, untick the active box.
  4. Click Save and confirm your changes.