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How to Sell a Ticket

Dave Carr
Dave Carr
  • Updated

This article covers how to sell a Ticket for Reserved and Unreserved Events in the Sales Interface. To learn how to sell other items, take a look at:

Before you read this article, you should be familiar with:

TIP: To sell a Ticket, you’ll need the Sales User or Sales Administrator Role. If you don’t have these Roles, ask the Settings Administrator in your organisation to add these Roles to your User Account.

 

How to sell a ticket (quick guide)

  1. Search for the Event Instance.
  2. Select a Sales Channel.
  3. Add a Customer.
  4. Select a Delivery Method.
  5. Add a payment to the Basket/Cart. The balance must reach zero to confirm.
  6. Confirm the Order.

 

Searching for an Event Instance

To sell a Ticket, search for an Event Instance.

Once you’ve found the Event Instance, add Seats to the Basket/Cart. This process differs depending on whether the Instance is Reserved or Unreserved.

  • Reserved Events

    In a Reserved Seating Plan you’ll see a toolbar which you can use to navigate:


    • Rectangle Mode: Used to select multiple Seats in a straight line
    • Paint Mode: Used to select Seats in a curved row
    • Reset Plan: Used to reset the Seating Plan view
    • Zoom in: Used to zoom into the Seating Plan
    • Zoom out: Used to zoom out of the Seating Plan
    • Directional buttons: Used to move around the Seating Plan

    TIP: You can select consecutive Seats by clicking and dragging your cursor across them. Hold down the SHIFT key to select multiple Seats. Alternatively, you can click on individual Seats to select them.

    To add Seats to the Basket/Cart follow these steps:

    1. Click the View dropdown menu to select the Area. Alternatively, you can select the Area on the Seating Plan:


       

    2. Select the required number of Seats
    3. Click Update Basket/Cart.

    TIP: On a Seating Plan, you can Lock Seats to hold them back from general sale. Locked Seats are represented by a letter, number or a symbol. To learn how to sell Locked Seats, take a look at Selling Locked Seats.

    After clicking Update Basket/Cart, you’ll be prompted to choose a Sales Channel if you haven’t selected one.

  • Unreserved Events

    For Unreserved Events, enter the quantity of Tickets for each Ticket Type. Then, click Update Basket/Cart.


    TIP: On a Seating Plan, you can Lock Seats to hold them back from general sale. Locked Seats are represented by a letter, number or a symbol. For more information, read the Selling Locked Seats article.

 

Choosing a Sales Channel

After clicking Update Basket/Cart, you’ll be prompted to choose a Sales Channel if you haven’t selected one.

TIP: When using Counter Quick Sales Channel, you don’t need to add a customer to the Basket/Cart unless you’re taking a card payment as an address is required.

 

Adding a Customer to the Basket/Cart

To sell a Ticket, you’ll need to add a Customer to the Basket/Cart. Follow these steps:

  1. In the Basket/Cart, click No customer:

  2. Search for a Customer Record. If a Customer Record exists, click the blue Basket/Cart Button to add the Customer to the Basket/Cart.
  3. If you’re unable to find the Customer, you can create a new Customer Record.
  4. Once you’ve selected or created the Customer Record, click the blue Basket/Cart button to add the Customer.

 

Changing the Customer in the Basket Cart

If you’ve added a Customer to the Basket/Cart and want to select a different Customer, you may be able to without cancelling the transaction.

TIP: Card payments are not cancellable. Therefore, you cannot change the Customer if any authorised card payments have been added to the Basket/Cart. To change the customer, you’ll need to confirm the sale and then refund the Order.

To add a different Customer to the Basket/Cart, click the red cross within New order:

To add a different customer, follow the steps in Adding a Customer to the Basket/Cart.

 

Selecting a Ticket Delivery Method

For Ticket sales, you must choose a delivery method before you can confirm the transaction.

The standard Delivery Methods are:

  • CoBO/Will Call: Tickets collected in person from the box office.
  • Postal: Tickets posted to the Customer. You’ll be prompted to select a Delivery Address.
  • Print at Home: Tickets sent as a Digital Pass or an email PDF.

Click the Delivery Method to select it:

TIP: If you perform a sale with no Customer in the Basket/Cart, the only Delivery Method you can select is CoBO/Will Call.

 

Making Changes to the Basket/Cart

Before confirming an Order, you can make the following changes to the Basket/Cart:

  • Ticket Type
  • Promo code

 

Adding Payments to the Basket/Cart

Once you’re ready to proceed, you’ll need to settle the transaction by adding Payments.

The standard Payment Methods are:

  • Cash
  • Card
  • Chip & PIN/Chip

You may also be able to take payment using the following methods:

  • Gift Vouchers
  • Account Credit
  • Custom Payment Types

Expand the Payments section of the Basket/Cart:

You’ll see a list of all the payment methods:

Click the tabs below for steps depending on the payment method you want to take.

  • Cash

    Before you take a Cash Payment, you’ll need to open a Register.

    If you don’t already have a register open, click Register Closed:

    Select a Register from the list.

    TIP: If you don’t select a Register, you’ll be prompted to open a Cash Register from the list

    To take a Cash payment, follow these steps:

    1. In the Payments tab of the Basket/Cart, select Cash.

    2. You’ll see a Payment Options screen:


    Complete the following:

    • Amount: The Order total. If you want to take a partial Cash Payment, amend the value.
    • Amount Tendered: Enter the amount of Cash the Customer has given you.
    • Calculate change: Select this to calculate the change due.
    • Take as deposit: Check this box if you’re taking a Deposit on a Reservation.
    • Deposit Ref: Enter a Reference for the Deposit. For example the date of the Deposit
    • Click Ok to confirm the Payment.

  • Chip & PIN / Chip

    To take a Chip & PIN / Chip payment, follow these steps:

    1. In the Payments tab of the Basket/Cart, select Chip & PIN / Chip

    2. You’ll see a Chip & Pin / Chip Payment screen:


    Complete the following:

    • Amount: The Order total. If you want to take a partial Chip & PIN/Chip Payment, amend the value.
    • Take as deposit: Check this box if you’re taking a Deposit on an Order.
    • Deposit Ref: Enter a Reference for the Deposit. For example the date of the Deposit.
    • Click Ok.

    You’ll see a pop up from your payment provider. Follow the onscreen instructions to proceed. If the payment is authorised, the pop up will close and the payment will be added.

    If the payment is declined or awaiting authorisation, take a look at Troubleshooting Card Payments for further information.

  • Card

    You can take a Card Payment if the Customer wants to pay by Card by taking the full card details or using a Card stored in the wallet section of their Customer Record.

    Card is typically used for Phone transactions. For Customer present transactions such as Counter or Counter Quick, you would typically use Chip & Pin/Chip.

    TIP: You’ll only be able to add a Card Payment if you have a Customer in the Basket/Cart. This is because a Billing Address is needed for authorisation.

    To take a Card payment, follow these steps:

    1. In the Payments tab of the Basket/Cart, select Card.

    2. You’ll see a Payment Options screen:


    Complete the following:

    Click Next to move to the Card details tab:


    Enter the following information:

    • Card Type: Choose the card type from the dropdown list.
    • Card Number: Enter the full card number.
    • Expiry Date: Enter the Expiry Date in the format mm/yy. For example, enter March 2025 as 03/25.
    • Security Code: Enter the security code (CV2 /CV2) from the Customer’s card.

    Click Confirm to take the payment.

    If the payment is declined or awaiting authorisation, take a look at Troubleshooting Card Payments for further information.

  • Gift Vouchers and Account Credit

    If a Customer has a Gift Voucher or Account Credit, you can use this to pay for the Order.

    To learn how to redeem a Gift Voucher or use Account credit, read these articles:

  • Custom Payments

    You can record a payment received outside of Spektrix by using a Custom Payment Type. For example cheque / check, BACS, bank transfer.

    Take a look at Processing a Transaction with a Custom Payment Type for further information.

 

Confirming an Order

Once you’ve taken a payment, the Basket/Cart amount should be zero. Click Confirm.

If you issue paper tickets, you’ll see a Confirm & Print button with a dropdown arrow next to it:

You can confirm an Order by selecting one of the following:

  • Confirm & Print: Tickets are printed immediately.
  • Confirm & Print Later: Select this option to print individual Tickets later or print Tickets in batches later.
  • Confirm & Mark as Printed: Tickets will be marked as printed and will not be printed. Tickets marked as printed will not be included in batch printing.

Any Tickets marked as printed will need to be printed from the Customer Record.

Once the Order is confirmed, choose whether to send a confirmation email to the customer:

If you don’t see this pop up message, you can change this in Settings > System Setup > Automated Emails.

 

Customer Questionnaire

If you use the Customer Questionnaire, you’ll see a prompt to ask the customer a question depending on what you’ve set up in the Customer Questionnaire. Select an answer from the dropdown menu and click Ok.

 

I can’t confirm an Order

If you’re unable to confirm an Order, you’ll see an Error:

  • You can only confirm an Order when the amount to pay is zero.
  • No Delivery Method has been selected.

Once you have resolved the error, you’ll be able to confirm the Order.