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

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

An attendee is the person who is coming to the event. Attendees may be unnamed if data has not yet been entered.

This article will cover the following:

Editing an order

Event managers will always have the ability to edit orders from the ‘Orders’ page. Bookers can also edit their own 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 OR click the ‘edit’ icon OR highlight the row and use the ‘Tools’ dropdown and select “Edit Order…”

  3. A new tab will open showing the order along with an “ADMIN” banner

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/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. Once done, click “Update” and the cost of the order 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 also update their own 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. 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: 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.

Emailing bookers

Event managers can quickly reach out to bookers from the “Orders” page. This can be helpful for sending any custom emails, or reminding bookers to return and enter missing attendee details. To email bookers:

  1. Go to People > Orders

  2. Select one or multiple orders (hold ‘CRTL’ or ‘Command’ to select more than one OR use the ‘Tools’ dropdown and click “Select all”)

  3. Use the ‘Tools’ dropdown and select “Email bookers…”

  4. Choose the email template to send from the dropdown box

  5. Click “Send”

Note: Use the “All Attendees Completed” dropdown or “Payment status” dropdown to filter the list of orders.

Emailing attendees

Attendees can be emailed quickly from the “Attendees” page within an event. Emailing attendees can be useful for providing joining instructions for events or event reminders. To email attendees:

  1. Go to People > Attendees

  2. Select one or multiple attendees (hold ‘CRTL’ or ‘Command’ to select more than one, or ‘Shift’ to select all in between)

  3. Use the ‘Tools’ dropdown and select “Email attendees...”

  4. Choose the email template to send from the dropdown box

  5. Click “Send”

Note: It is not possible to send emails to all attendees if one or more attendees are missing an email address. Avoid this error by filtering to “Complete” attendees.

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