How to Reserve and Manage Sponsorship Orders

Sponsorship Orders let you add sponsorships and attendees to your event before payment is collected.

This is useful for sponsors who are are confirmed and need to manage their guests, but haven't paid yet. Orders reserve inventory and create attendees right away, so you can track your guest list and collect payment later.

How to Create a Sponsorship Order

1. Open the Sales Entry System (SES) and add the sponsorship to the cart.
2. Proceed to the Payment Method step.
3. Select Unpaid to create an order without collecting payment now.
4. If you want the revenue to count toward your event's fundraising thermometer, choose Add Pledge.
5. Complete the order.
6. If the sponsorships includes event tickets, attendees are created in the Check-In Tool and the tickets are removed from inventory.

How to Send an Unpaid Order Confirmation Email

1. On the final step of the SES, toggle on Send Confirmation Email.
2. Review the email preview, then complete the order.

This email lets the purchaser know an order was created on their behalf. Since the order is unpaid, no receipt is included.

How to View Sponsorship Orders in the Dashboard

1. Go to Results in your dashboard.
2. Open the Sponsorships Orders table to see all orders and their payment status.
3. To cancel an unpaid order, click Delete. This also removes the associated attendees and any pledges.

How to Collect Payment for an Unpaid Order

1. From the Event Ticket Orders table, open the order you want to collect payment for.
2. Choose a payment method:
   • Mark as Paid to record an offline payment (like a cheque or cash).
   • Charge Saved Card if the purchaser has a card on file.
   • Charge New Card to open the card entry dialog and complete the purchase.
   • Make Pledge for Order to add the order to the purchaser's cart so they can pay it themselves. 
     1. This is handy for when the sponsor wants to know how much they owe, and if they are completing their purchase by credit card.
3. Confirm the payment. Once paid, receipts and event tickets are generated automatically.

How to Send a Payment Reminder

1. Open the unpaid, pledged order from the Event Ticket Orders table.
2. Click Send Reminder. This emails the purchaser a magic link so they can sign in and complete payment.
3. To reach multiple purchasers at once, create a Message Campaign and select one of these recipient groups:
   • Unpaid Event Ticket Orders: all purchasers with unpaid orders, pledged or not.
   • Unpaid Event Ticket Pledges: purchasers with unpaid, pledged orders only.

Frequently Asked Questions

Can donors create their own unpaid orders?

No. Donors can only complete paid purchases at checkout. Unpaid orders can only be created by an org user or volunteer through the SES.

What happens if an attendee at a sponsor table can no longer come?

At this time, it is not possible to edit the number of attendees included within a sponsorship.

Can an order be partially paid, paid in instalments, or split between different purchasers?

Not currently. Orders are either fully paid or fully unpaid. 

Do unpaid orders sync to RE NXT?

No. Since unpaid orders can be edited before payment (which changes the gift/pledge amount) orders only sync to RE NXT once a checkout or transaction is completed. This includes event participants.

Can we see if an attendee is unpaid in the Check-In Tool?

No. The Check-In Tool will show all created attendees. 

Can we generate and send an invoice to the purchaser for an unpaid order?

We do not have a dedicated invoicing function, however you can send payment reminders with login links. From there purchasers can complete their purchase (via credit card) from their cart.