Event Tickets

Qik can issue e-tickets automatically when people register for an event through a form. Each ticket belongs to one person for one event, carries a QR code, and is emailed to the person who registered. This article explains how to set up ticketing on a form, what a ticket contains, and how to add, resend and reprocess tickets.

Ticketing is part of Events and may need to be enabled for your organisation. If you can't see Tickets in the Events area of the dashboard, contact support.

How ticketing works

Tickets aren't set up on the event itself. They're set up on a person field in a registration form: a field that captures details about a person and links them to a profile. When the form is submitted, Qik finds or creates a profile for each person entered in that field. If ticketing is turned on for the field, each of those people gets a ticket.

For example, a form for Northside Football Club's end-of-season dinner might have an Attendees field where the person registering adds themselves and their guests. With ticketing on, every attendee gets their own ticket, and the person who registered receives one email containing all of them.

Setting up ticketing on a form

1. Open the form in the form editor (see Form Editor).
2. Add or select a person field: a Reference field that points to Profile and uses the Nested Form widget. Set its maximum to allow several entries if one registration can include several people.
3. Turn on Profile › Ticketing Enabled ("Create tickets for profiles defined in this field"). The field shows a ticket icon in the editor.
4. Optionally add one or more Ticket Type entries (see below).
5. Save the form.

Ticket types

Each Ticket Type entry describes one ticket a person can receive. Each has:

If both a filter and an expression are set, both must pass. A person can match several ticket types and receive several tickets.

If you add no ticket types, every person in the field gets one ticket, named after the field, for the event the form was submitted for.

Which event a ticket is for

Every ticket must belong to an event. A ticket gets its event either from the ticket type's Events setting or from the event the form was submitted for (for example, when someone registers from a specific event's page). If neither applies, no ticket is created. To be safe, choose the events explicitly on each ticket type unless the same form is reused across many events.

What a ticket contains

• Title — the ticket type, for example Adult.
• Person, First Name and Last Name — the ticket holder. Names come from what was entered on the form, or from the profile.
• Email Address — the email of the person who submitted the registration.
• Event — the event the ticket admits the holder to.
• Form Submission — the registration that issued it.
• Additional Registration Data — a copy of what was entered for that person on the form, such as dietary needs or a T-shirt size, so door staff can see it on the ticket.
• Collected, Collected At and Collected By — whether the ticket has been redeemed at the door, when, and by which staff member. See Ticket Desk and Check-in.

Tickets are filed in the same scopes as the submission that issued them, so the same people who can see the registrations can see the tickets.

Ticket status

A ticket is either not collected (issued, waiting to be used) or Collected (exchanged at the door). The collect page also shows whether the holder has been checked in to the event. If you untick Collected on a ticket by hand, Qik also clears who collected it and when.

To cancel a ticket, delete it. Its QR code then shows Ticket not found when scanned.

Ticket emails

Once a registration is saved, Qik sends one email to the registration's email address containing every ticket that registration issued:

• The subject is "Your [event name] e-tickets are attached", or "Your [organisation name] e-tickets are attached" when the tickets cover several events.
• Each ticket shows its own QR code, plus the event's venue and room details where the event has facilities set.
• The email is sent from your organisation's email address. If that address can't be used for sending, Qik falls back to its own sending address so the tickets still arrive.

Tickets you add by hand, or create through reprocessing without the email option, are not emailed automatically. Use Resend ticket to send them.

Where to find tickets

• All tickets: open Events in the sidebar and click Tickets ("Manage ticketed guests").
• Tickets for one event: open the event, go to the Attendance tab, then the Tickets tab. This tab is also the ticket desk. The Attendance tab appears when check-ins are enabled for your organisation.
• Tickets for one person: their profile timeline lists their tickets. Use the timeline's filter menu to show or hide them.
• A single ticket: opening a ticket shows two QR codes — This ticket and Whole registration (every ticket the registration issued).

Adding a ticket by hand

1. Open the event, then Attendance → Tickets.
2. Click Add Ticket. The event is already filled in.
3. Choose the Person, enter a title and any other details, and save.
4. Qik confirms with "Ticket added. Use Actions → Resend ticket to email it". Follow the steps below to send it.

Resending tickets

1. In any ticket list, select one or more tickets.
2. Open the Actions menu and choose Resend ticket (or Resend N tickets).
3. Confirm. Each holder receives one email with all of their selected tickets and QR codes.

The email goes to the address on the ticket or, if there isn't one, to the first email on the ticket holder's profile. Tickets with neither are skipped, and the confirmation message tells you how many were sent and how many weren't. You can resend up to 200 tickets at a time.

Reprocessing tickets

If you turn ticketing on (or add a ticket type) after people have already registered, or something went wrong when a registration was saved, use Reprocess tickets. It brings existing registrations into line with the form's current ticket setup.

1. Open the form's submissions (see Managing Form Submissions) and select the registrations to fix, up to 100 at a time.
2. From the Actions menu, choose Reprocess tickets.
3. Qik first shows a preview without changing anything: how many tickets it would create or repair, how many registrations are already fine, and any warnings.
4. If tickets will be created, tick Email the new tickets to their holders if you want them sent. It's off by default.
5. Confirm to apply.

Things to know:

• Create adds tickets that the current setup says should exist but don't. Repair fills in missing registration details on tickets that already exist.
• A possible duplicate warning means the person already holds a ticket for that event under a different title or from a different registration. The new ticket is still created, so check with the person if this is unexpected.
• Tickets for events that have since been deleted are skipped.
• Test submissions are skipped.
• Reprocessing never changes whether a ticket has been collected. Running it twice changes nothing the second time.

Permissions

• Ticket access is set with the Ticket permissions in a role (view, create, edit, delete), within scopes. See Roles and Permissions.
• Add Ticket and Reprocess tickets need permission to create tickets. Repairing an existing ticket also needs permission to edit it.
• Resend ticket needs permission to edit each ticket.
• The separate Collect permission lets door staff redeem tickets without broader access. See Ticket Desk and Check-in.

Tips

• Tickets are also issued for registrations made in test mode, and the ticket email is sent. Use your own email address when testing.
• Ticketing and payments work together. On a paid registration form, the payment is taken and the tickets are issued when the registration is saved. See Payment Basics.
• Before check-in starts, the event's Attendance tab shows the number of ticket holders next to the expected headcount. See Expected Attendance and RSVPs.

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