Creating Internal Bookings (Reservations) that require payment.

Introduction

Internal bookings allow you to prepare transactions for customers. You can decide whether the transaction should be reserved, sending a payment link to the customer, or marked as completed and thus paid.

Internal Processes & Practical Tips

The Transaction, including the tickets, is only reserved. The Status changes to Complete only when the transaction is completed via a payment link. The payment link can be sent to the customer by email or viewed in the dashboard. You may wish to create internal processes around;

  • Define how long the customer has to pay and clearly communicate this timeframe to them.
  • For high-demand events, establish a process to cancel outstanding or unwanted internal bookings so tickets can be released and resold.

Differences using an Internal Booking vs Purchase Intents

  • Both create a reservation that can be completed online via a payment link.
  • Internal Bookings wont support additional rules such as expiration dates or required approvals.
  • An internal booking creates the transaction immediately, whereas a purchase intent only generates a transaction once checkout is initiated via a payment link or POS sale.
  • Internal bookings can support ticket reservations across multiple events (when multi-cart checkout is enabled), whereas a purchase intent can only be created for a single event.

Summary

This help guide and example will assist with creating an internal booking to reserve tickets for a customer requiring payment. Payment can be completed via a secure payment link, or the reservation can be held without sending a link.

Help Guide

  1. Click Transactions (via the Account Menu)
  2. Click Internal Booking (top right hand corner)
  3. Click Transaction Tab (not purchase intent)
  4. Click Search Customer to locate an existing customer, or click + Add Customer to create a new customer record. When adding a new customer;
    1. First Name, Last Name and E-mail are mandatory fields
    2. (Optionally) Toggle Create Account ON if a customer account is required^
  5. Click Select Event, and select required event or secret shop e.g. Box Office) from the drop down
  6. Select the desired Tickets
    • Tip: Hold Shift or Ctrl to make multi-ticket selection
  7. (Optionally) Continue adding tickets from another event by repeating steps 5 & 6 above.
  8. (Optionally) Add a Promo Code or Redeem Voucher if you want to apply to the booking.

IMPORTANT: Once Ticket Selection is finalised - configure booking settings

  1. Select the Transaction status to RESERVED-BY-SYSTEM
  2. Toggle Send Confirmation ON / OFF as required (select ON to email the customer their reservation details and secure payment link, OFF if no e-mail is required)
  3. Review Order and Customer Details
  4. Click Create to complete

^If you choose to create a Customer Account, the customer must have a valid email address. An account invitation will be sent to the customer's email, and they will be required to create a password to activate their account.

How to Monitor Pending Internal Bookings

To monitor outstanding Internal Bookings

  1. Click Transactions module
  2. Optionally you can use the filter to refine your search results.

How to view the customers payment link in the dashboard

  1. Click Transactions module and open reservation
  2. Click More actions (top right hand corner)
  3. Click View in Browser

Customer Experience

  • If you have chosen to email the customer, below is an example of the default email that will be sent.
  • Customers simply click Show Reservation to open the payment link
  • Once payment is received, customers will get an order confirmation, and tickets will be sent separately.


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