HOW TO MANAGE BOOKINGS

Booking functions for organizer

Manage bookings | MY EVENT: Here you will find the most important booking functions for working in the backend of MY EVENT from kulturgehtweiter.de – we hope that you will get along with it and that we were able to answer your questions in the FAQ.

Manage Bookings

Managing the bookings is a breeze. Customers, Organizers, and Admin, all have separate Bookings pages, where they can see all of their existing event ticket bookings.

Customer's: Bookings

Customers can see all of their bookings on the My Bookings page. To visit, click on My Bookings on the header. On the My Bookings page, customers can-

• See all their booked tickets.
• Check booking & payment status.
• Download the tickets.
• Get online event secret access details.
• Submit a cancellation request for a ticket with Cancel
• Track booking cancellation request, if it's approved or amount refunded.

Admin's: Bookings

Admins can see all event bookings on the Admin Panel -> Bookings page. To visit, click on Bookings on the Admin Panel. On the Bookings page, Admin can-

• See all their Events booked tickets.
• Check booking & payment status.
• Modify booking Is Paid status & disable/enable it.
• Update booking cancellation requests status, if it's approved or amount refunded with Edit
• View booking detailed info

Organizer's: Bookings

Organizers can see all of their event bookings on the Manage Bookings page. To visit, click on Manage Bookings on the header, account's dropdown. On the Manage Bookings page, Organizers can-

• See all their Events booked tickets.
• Check booking & payment status.
• Modify booking Is Paid status & disable/enable it.
• Update booking cancellation requests status, if it's approved or amount refunded with Edit
• View booking detailed info

Organizer's: Earnings

Organizers can see all of their event's earnings on the Manage Earnings page. To visit, click on Manage Earnings on the header, account's dropdown. On the Manage Earnings page, Organizers can-

• See the overview of their Event's sales and earnings like

  • Total Bookings amount of all sales.
  • Total Commission deducted by admin.
  • Total Profit earned.

• See the sales & earnings reports by Events.

• Filter the sales & earnings reports by Events & Booking Date.

• Track the status of their monthly payouts for each event, if it's transferred or not.

Cancellation & Refund

Customers, Organizers & Admin, all of them can manage cancellations from their respective Bookings pages. Customers can request for booking cancellation and then organizers or admin can proceed further with that cancellation request.

Admin or Organizer can decide whether to provide a refund to the customers and after that, they can update the cancellation status so that the customer can track the cancellation status from their Bookings page.

Customer's: Cancellations

To submit a cancellation request, customer from their Bookings page-

1. Click on  Cancel on a booking row.
2. Booking status will keep updating (Pending | Approved | Refunded) when the Organizer or Admin updates cancellation status.
3. Once the cancellation request submitted and cancellation status updated, it can never be re-submitted again.
4. Also, after Check-In - Yes, customer can't submit a cancellation request.
5. The status shows if the booking is Enabled - Valid or Disabled - In-valid.
6. After refunding booking amount, the booking status becomes Disabled and the customer won't be able to
   • Download Ticket
   • Access Online Event Secret Details
   • Check-in through ticket scanner

On new cancellation request and cancellation status update, all related users notified via email.

Organizer's: Cancellations

From the Bookings page, the Organizer can manage and update cancellation requests-

1. Click on  Edit on a booking row.

2. In the popup, the organizer can update-

   • Cancellation status to No Cancellation | Pending | Approved | Refunded
   • Booking status to Enabled | Disabled
   • Booking Is-Paid to Yes | No

3. After refunding the booking amount, update the booking Status to Disabled.

4. And then the Booking will become In-valid everywhere.

Cancellation Status (explanation)

Cancellation Status is only for tracking purposes only, it doesn't have any functionality behind. While the Booking Status plays an important role and has functionality behind, that makes a booking Enabled - Valid or Disabled - In Valid.

Cancellation Status only gives info about the refund progress, like you can let your customers track the cancellation & refund progress in realtime.

After making a refund and updating cancellation status, you must change the Booking Status to Disabled, to disable a booking, or make it invalid. So that the customer cannot enter or access the event.

• No Cancellation - the booking status is active and the ticket is valid.
• Pending - the customer has applied for the cancellation, but still, the customer ticket is valid.
• Approved - the cancellation request is approved and refund under process and the customer ticket has become invalid.
• Refunded - the cancellation request is approved and the ticket amount is refunded to the customer and the ticket has become invalid.

On updating Cancellation Status to Approved or Refunded, you must change the Booking Status to Disabled to discontinue booking.

Ticket Scanner

MY EVENT comes with an integrated ticket scanner. Organizers & Admin can scan the event attendees tickets at event entrances directly from the website, using any mobile device or laptop with a web-camera.

The ticket scanner scans QrCode on the ticket, verify if the ticket is valid, and provides an option to Check-in the attendees. Once a ticket is scanned, it can never be scanned again after Check-in.

Prerequisites

Ticket scanner requires the below things to work-

1. HTTPS (SSL Certificate) enabled website.
2. The device must have a camera/web-camera.
3. Browser permission to Allow Camera.

QrCode scanner automatically prompt to Allow Camera. After allowing the camera, it never prompts again and works seamlessly.If the browser does not prompt to Allow Camera (this happens rarely), you need to go to browser settings and manually allow the camera.

Ticket PDF

Before proceeding to the Ticket scanner, let's see the Ticket PDF. MY EVENT generates tickets in PDF format with a unique QrCode in each.

• QrCode has got a unique Ticket ID + Order number, which belongs to a single customer's ticket.
• Ticket format is PDF, hence it's compatible by default on all devices.
• QrCode size on the ticket is increased, hence, the scanning is faster, and you don't even need to Zoom in.
• Organizer | Customer, all of them can download tickets from their Bookings page.

Scan & Check-in

The scanning & Check-in process very smooth.