How to Reserve Event Tickets for Unpaid Tables

Sometimes a sponsor or table host confirms they're attending but wants to pay at a later date. This article shows you how to add these guests to Trellis before payment is collected.

Step 1: Decide How the Purchaser Will Pay

The purchaser will pay offline (not through Trellis)

1. Use the Sales Entry System (SES) to record the sale (see article)

2. Select an offline payment method (e.g., Cash, Cheque, Card – Offline, Other)

3. Choose whether the gift syncs to RE NXT (optional)

4. Collect and record payment off of Trellis (via RE NXT or another method)

5. You're all set!

The purchaser will pay through Trellis

1. Create a free grouped ticket to register attendees. (See Step 2 below)

2. Create a hidden item for sale to charge it once payment is ready. (See Step 3 below)
3. Register the table using the SES so attendees are created and the purchaser can assign their tickets from their account. (See Step 4 below)
4. Collect payment later using the hidden item for sale. (See Step 5 below)

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Step 2: Set Up the Table for Online Payment

1. Add a new event ticket in your fundraiser builder
2. Name it something like "Reserved - [Ticket Info]" at a price of $0.
3. Set the ticket category to Grouped

This will allow you to easily keep track of the attendees that have reserved their place but not yet paid.

Step 3: Create a Hidden Item to Charge Later

1. Create a new Item for Sale in your fundraiser builder.

2. Name it something like "Reserved - [Ticket Info] Paid" and set it to the table's price.

3. Set a tax receipt value if applicable.

Step 4: Enter the Table via the SES

1. Go to esm.trellis.org and open the Sales Entry System

2. Select the Reserved $0 table ticket and continue the transaction.

   1. Since the ticket is $0, the payment method step will be skipped.

3. On the Order Summary step, uncheck Send confirmation email to purchaser so they do not receive a purchase receipt.

4. Click Complete Purchase.

The transaction will now be recorded and the attendees will be created in the check-in tool under their table.

Step 5: Charge Payment via the Check-In Tool

1. When you are ready to collect payment, go to the Check-In Tool in the Event and Sales Manager (esm.trellis.org) and find the purchaser.

2. Click the cart icon on the attendee.

3. Add the hidden Item for Sale for the reserved table to the purchaser's cart.

4. Collect payment for the purchase:

   1. Charge the saved credit card on file

   2. Add a new credit card to complete the purchase
   3. Send the purchaser a payment link so they can complete the purchase themselves.
5. Payment is now complete!

Reporting Considerations

• Funds collected for reserved tickets will appear under Items for Sale in your reports

• Use the All Transactions Export to cross-reference:

  • Attendees with the $0 “Reserved” event ticket

  • Attendees who paid via the “Reserved” item for sale

• Trellis does not currently track unpaid balances automatically, so it’s important to keep a manual record of who has paid.

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Frequently Asked Questions

Why do we need a second transaction for items for sale to accept payment on Trellis?

Our team is currently working on a system that will allow you to add reserved tickets into Trellis before payment is collected, and request payment at a later point. In the meantime, this is the only option if you need to collect payment via Trellis.

Often organizations find it easier to accept payment offline (cheque, bank transfer, RE NXT credit card purchase) in these cases.

How can we prevent the gift for the event ticket registration from syncing to RE NXT?

If you are processing an offline gift (i.e. a non credit card payment), you will have the option to choose whether the gift syncs to RE NXT. Purchaser data and event participant data will still sync, even if the gift does not. 

What if the purchaser is not an attendee, so they don't appear in the Check-In Tool?

You can always process the payment via the Sales Entry System. Note that you will need to enter the purchaser's information again, and will need their credit card information to complete the purchase.

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