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 events 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.


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 own 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 - 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, 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 


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.



Customise your E-Commerce website

To set up the image for the event 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.

To add a default description to your Event tile on your IBIS E-Commerce homepage, 

  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.


Event ticket design

Event tickets purchased directly through POS will print a thermal ticket. Customers who purchase online through your E-Commerce website, or are emailed a receipt from POS, will receive their event ticket attached to the receipt email as a PDF. IBIS will provides you with a standard A4 event ticket design. 


We require a default logo, event company name/contact details and your Terms & Conditions to update the default event ticket design. For any further customisation, please contact us for a quote. The following merge fields are available:

  • Event name
  • Event date
  • Event time
  • Event description
  • Online option name
  • Online option description
  • Sale ID
  • Purchaser name
  • QR code
  • Ticket ID



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.