Managing Physical and Electronic Tickets

For your Event ticketing, electronic tickets can be issued and sent to your members. You can also issue physical tickets.

Both physical and electronic tickets include a QR code and a barcode, allowing you to scan tickets at the entrance of your events.

To learn more about scanning tickets, check out this article.

This article covers the following topics:

• Electronic tickets
• Physical tickets
• Tracking scanned tickets
• Recording physical ticket payments in accounting

Please note: event tickets cannot be customized. They display your event details (title, date, etc.) along with the registrant's name, the selected option, and the price.

Electronic tickets

Why use electronic tickets

Electronic tickets can save a significant amount of time on the day of your event — your nonprofit's staff simply scan attendees' e-tickets at the door.

If you're expecting a large crowd — say, several hundred attendees — this method is far more efficient than checking people in against a list.

Issuing electronic tickets

Go to Forms > Events, click the three vertical dots "View settings", then click Edit to open the event editing page.

In step 4 - Payment and confirmation, go to the Receipt and confirmation email section and click More options. This is where you set when electronic tickets should be issued.

Several issuance options are available:

• Do not issue an electronic ticket;
• Issue upon sign-up, even if payment has not been completed;
• Issue only once payment is marked as received.

Save your changes by clicking Publish at the bottom or Save at the top of the page. Attendees will then be able to download their ticket at the end of the sign-up process and/or upon payment confirmation (depending on the option selected). They will also receive an email with a link to download their ticket.

You can change this setting at any time.

Warning: any changes apply retroactively. For example, if you switch from "Issue upon sign-up" to "Issue upon payment", anyone who signed up before the change but whose payment has not yet been confirmed will lose access to their ticket — including via any email they already received.

Physical tickets

Why use physical tickets

Issuing ticket booklets lets you sell tickets in person — for example, at a booth or table.

This way, you can issue both electronic and physical tickets for the same event and sell spots across multiple channels.

Issuing ticket booklets

To issue physical tickets, go to the Distribution tab of the event.

Click Create a ticket booklet, then:

• Enter the number of tickets;
• Select the associated option(s);
• Upload a photo from your computer.

Then click Create booklet — your physical ticket booklet is ready! You can also download issued booklets from this page to print them.

When you issue a booklet, it creates:

• one transaction;
• as many sales as there are tickets issued (1 sale = 1 attendee).

If you delete a transaction linked to a physical ticket booklet, all associated sales — meaning every line item tied to the issued tickets — will also be deleted.

Tracking scanned tickets

After your event, you can review which tickets were used and which were not.

Go to the Registrants tab, click the Columns to display icon, and check the Ticket Scanned box to add that column to the registrant list.

You'll be able to see which tickets — physical or electronic — were scanned at the entrance.

Recording physical ticket payments in accounting

How accounting works for physical tickets

Physical tickets do not automatically generate a book entry because they aren't true "sales" — some tickets may be issued without ever being purchased.

As a result, regardless of the payment method used to purchase physical tickets, it cannot be recorded through the event form's transactions.

Due to a technical limitation, it is also not possible to link a physical booklet sale to a recorded book entry. Feel free to send us a suggestion on this topic.

Adding the corresponding entry

Once the event is over, you'll need to record your sales by entering them through the expenditure/revenue entry module.

You'll then have separate tracking through:

• The transaction recorded in the event and its associated sales;
• The entry or entries recorded directly in accounting.

If it makes tracking easier, you can record a single consolidated entry for the total amount of all physical booklets sold.