While our system currently does not offer a ticket reserve feature, this article walks you through how you could create an attendee for a donor who will provide payment later.
Step 1: Determine the Payment Method
Before proceeding, determine how the donor will eventually pay for their purchase. The steps differ depending on whether they will pay online via Trellis or offline from Trellis.
If the Donor Will Pay Offline:
- Simply process the payment via the Sales Entry System (SES) using an offline payment method (cash, cheque, card – offline, or other). View this article on how to use the SES.
- You will need to manually track when these attendees have paid for their tickets.
If the Donor Will Pay Online:
Follow the steps below to reserve the ticket and manage payment processing.
Step 2: Reserve an Event Ticket for the Attendee
1. Create a new Hidden Ticket:
- From your fundraiser builder sidebar, go to Event Tickets > Edit Event Tickets > Add Event Ticket.
- Create a new event ticket called "Reserved - [Ticket Info]" at a price of $0.
- This will allow you to easily keep track of the attendees that have reserved their place but not yet paid.
2. Add the Attendee via the Check-In Tool:
- From the Check-In Tool, click Add Attendee.
- Complete the attendee's information and select the "Reserved" ticket as the ticket type.
- Choose to send Confirmation Email and Receipts so the attendee receives their event ticket PDF.
Step 3: Set Up the Paid Amount as an Item for Sale
1. Create a Hidden Item for Sale:
- From your fundraiser builder sidebar, select Items for Sale > Edit Items > Add Items.
- Create a hidden item called "Reserved - [Ticket Info] Paid" at the price of the ticket.
- Set a tax receipt value if applicable.
2. Save a Payment Method to the Attendee (If Needed):
- From the Check-In Tool, when the attendee arrives, ensure a payment method is saved to their account (if they don’t already have one saved).
3. Process the Payment via the Check-In Tool:
- Using the check-in tool’s attendee cart, process the purchase of the "Reserved - [Ticket Info] Paid" Item for Sale for the price of the ticket.
- This allows you to collect the payment without having to refund the original ticket purchase, and ensures that there are no duplicate attendees.
Step 4: Reporting Considerations
1. Track Ticket Purchases:
- In your reporting, keep in mind that your Items for Sale category will include the funds received for ticket purchases.
- From the All Transactions Export, you can cross reference which attendees purchased the Reserved event ticket vs which attendees paid for the Reserved item for sale.
If you have any questions about these steps or need further assistance, feel free to reach out to support@trellis.org.