Managing orders and attendees

Learn how event organizers can manage bookings and attendees.

Ben Dharmanandan avatar
Written by Ben Dharmanandan
Updated over a week ago

Event managers can view and manage their orders and attendees separately within Event managers can view and manage orders and attendees separately within Eventsforce Groups & Ticketing. Generally, viewing orders is more helpful in finding financial information, booker details, or seeing if all attendee data in that order has been completed. Viewing attendees is more useful in finding individuals coming to the event, their status, and the price per attendee.

An order may consist of a single or multiple tickets and is associated with the booker.

An attendee is the person who is coming to the event. Attendees may be unnamed if data still needs to be entered.

This article will cover the following:

Viewing order details

To view the details of an order, including payment method, timestamp, and payment reference, take the following steps:

  1. Go to People > Orders

  2. Select an order row

  3. Click the ‘Tools’ dropdown and select “View order details”

Editing an order

Event managers can always edit orders from the ‘Orders’ page. Bookers can edit their orders unless the event manager has entered dates to stop allowing this. To edit an order, take the following steps:

  1. Go to People > Orders

  2. Double-click a row, click the ‘edit’ icon or highlight the row, use the ‘Tools’ dropdown, and select 'Edit Order…'

From the ‘Summary’ page, an event manager can:

  • Add/remove tickets from the booking

  • View/edit attendee details

  • View/edit booker details

Adding and removing tickets from a booking

Use the 'Add/Remove' link to the right of the ‘Tickets’ panel to add or remove tickets. By default, the ‘Add’ tab will open, allowing for adding more person tickets, items or packages. To remove a ticket, click the 'Remove' tab, then click the ‘Trash’ icon to remove a ticket. To restore a ticket that you deleted, click ‘Restore’. Once done, click 'Update', and the order cost will update accordingly.

Note: When only one ticket exists, the ticket cannot be removed. If necessary, the order can be canceled.

Viewing and editing attendee details

Event managers can view and edit attendee details within an order. Depending on the event settings, bookers and attendees may be able to edit and update their details. Use the arrow on the far left to expand an attendee’s details, or click 'Edit' to update the attendee data.

Viewing and editing booker details

The booker is the person who completed the booking and whose details are used for payments. The booker information can be viewed and updated by scrolling down to the 'Booker Details' panel, expanding to view the existing data, or clicking 'Update' to change the booker details.

Canceling an order

Cancellations are restricted to event managers in Groups & Ticketing. An order may be a single- ticket booking or a booking that contains multiple tickets. While bookers can remove individual tickets from an order, they cannot cancel the entire order themselves.

Canceling an order cancels all tickets within that order. When an order is canceled, cancellation emails will be sent to the booker and attendees. Cancellation emails are only sent to attendees who have answered all mandatory fields.

If necessary, the booker or the event organizer can edit the order to remove an individual ticket. To cancel an order, take the following steps:

  1. Go to People > Orders

  2. Select the order to be canceled

  3. Use the ‘Tools’ dropdown and select 'Cancel order…'

  4. Read the prompt and click 'Yes' to cancel

Note: Cancelled orders cannot be reinstated.

Emailing bookers and attendees

Event managers can quickly email bookers from the "Orders" page, and attendees from the "Attendees" page. For more information, see our support article: 'Creating and sending custom emails'

Applying discretionary discounts/surcharges

Event managers have the ability to add a discretionary discount or surcharge to an existing order from the "Orders" page. Additional information is available in this article: 'Creating, applying, and using discounts'

Other articles you may find useful:

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