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.

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. Go to the Transactions module via the Account Menu
  2. Select Internal Booking in the top right corner. A new window will open.
  3. Select the event for your internal booking.
  4. Optionally, choose a coupon you want to apply to the booking.
  5. Via the Events drop down box, select the desired tickets.
  6. Optionally, you can select another event and add more tickets to the same cart.
  7. Under Customers, click Select Customer to choose an existing customer, or click + Add Customer to create a new one.
    1. Street, Zip Code & City are mandatory fields (if unknown, we suggest using the venue or event address as the default)
    2. Creating an account is optional and can be enabled if you wish to invite the customer to set one up. Toggle on Send Mails to send password and verification email
  8. IMPORTANT: select the Transaction status as RESERVED-BY-SYSTEM
  9. IMPORTANT: Toggle Send Confirmation ON to email the customer their reservation details and secure payment link.
  10. Click Create to complete.

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.

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

Note: You can only view the payment link if you selected Send Confirmation ON (in Step 9)

  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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