Tickets
Issue QR tickets to your guests and check them in at the door.
A ticket in Event Vault is a QR code issued to one guest. Each ticket has a type (for example “ENTRY TICKET” or “VIP DINNER”) and belongs to one email address. The guest finds their tickets on the Tickets page of the app and in the guest portal, and your team scans them at the door with the ticket scanner in the companion app.
A ticket is a pass to show and scan. It does not change which pages or features a guest sees in the app.
Where tickets come from
Every ticket for your event ends up in the same list on the Tickets page of the Management Console, whichever way it was issued:
- Assigned by you in the console, one guest at a time or from a CSV file (see below).
- Bought by the guest through Ticketing & Sales. Each ticket product they buy becomes a ticket named after that product, and each add-on becomes a separate ticket named after the add-on. Prices, quantities, add-ons, promotion codes and tax all belong to the products in Ticketing & Sales, not to the tickets on this page.
- Session pre-registration. When a guest adds a session marked Pre-Registration to their schedule, they receive a ticket of the type “PRE-REGISTRATION:” followed by the session name. Removing the session from their schedule removes the ticket, and renaming the session renames the tickets.
- Session ticket redemption. A session can show a redeem button that issues the guest a ticket of a type you choose on that session. Each guest can redeem it once.
- The Tickets API, for tickets issued by another system.
If you are running a free or invitation-only event, assigning tickets yourself is usually all you need. If you are selling tickets, set up your products in Ticketing & Sales and the tickets are issued when the purchase completes.
Ticket types
There is no separate step for creating ticket types. A type is the name you enter when you assign a ticket, and every ticket with the same name is grouped together in the ticket list and in the scanner. Use exactly the same spelling each time: “Entry Ticket” and “ENTRY TICKET” are two different types. Slashes in a type name are replaced with dashes.
A guest holds at most one ticket of each type. Assigning the same type to the same guest again updates their existing ticket rather than adding a second one, while tickets of different types sit side by side.
Assigning Tickets
- Go to the Tickets section in the Management Console for your event.
- Click ASSIGN to open the ASSIGN TICKETS dialog.
- Under Bulk Import, select a CSV file with guest email addresses, or under Single Assign, enter one email address.
- Enter the Ticket Type, for example “ENTRY TICKET”. All tickets in one assignment get the same type.
- Confirm to issue the tickets.
Data Format
Format of the CSV file, including headers and example rows.
| Column | Format | Contains |
|---|---|---|
| A | String | Guest email address |
| B | String | Optional. An external QR value for this guest (see below). Leave empty for a normal ticket |
Checking guests in
Check-in happens in the companion app. Team members with a staff role or higher open the ticket scanner, choose whether to accept all tickets or only one ticket type, and scan the guest’s QR code.
- The first scan marks the ticket as checked in.
- A ticket that is scanned again is still counted, but the scanner warns how many times it has already been used, so a shared or copied ticket stands out at the door.
- Scanning a ticket that is linked to a session also records the guest’s attendance for that session.
Tickets scanned by another system
Some venues and conferences run entry through their own access-control or badge system, which expects a QR code in a format of its own. For those, give the ticket an external QR value: the attendee still finds the ticket in the app and in the guest portal, but its QR code is exactly the value you supplied, with nothing added around it.
Set it in one of two ways:
- One guest at a time: fill in the “External QR Value” field in the ASSIGN TICKETS dialog.
- In bulk: put the value in column B of your import CSV, next to that guest’s email address.
Values are stored exactly as you enter them and do not have to be unique, because the system that issued them decides what they mean. You can also set them through the Tickets API.
Two things to keep in mind:
- Event Vault’s own ticket scanner cannot read these codes. Check-in is handled entirely by the system that issued them, so the ticket list shows the check-in status as “External” rather than counting scans.
- The ticket says so to the attendee. Both the app and the guest portal mark it “EXTERNAL TICKET” above the QR code. The code itself is not printed out, since it only needs to be scanned and can be long. If you want to tell attendees where the ticket is scanned, fill in External Ticket Note in Event Settings and your sentence appears under the QR code, for example “Scanned at the main entrance turnstiles.” Leave that setting empty and no note is shown.
Managing Tickets
- The ticket list is grouped by ticket type, with a count per type. Use the Type and Status filters to narrow it to one type, or to scanned or unscanned tickets, and search by email address.
- Each ticket shows its type, the guest’s email address, whether it has been scanned and how many times.
- Use the Delete icon on a ticket to remove it from a guest, or the delete button on a type’s heading to remove every ticket of that type.
- Deleting a ticket does not refund a purchase. Refunds are handled in Ticketing & Sales.
