Managing Physical and Electronic Tickets

For your Event ticketing, electronic tickets can be issued and sent to your members. You can also issue physical tickets. Both physical and electronic tickets include a QR code and a barcode, allowing you to scan tickets at the entrance of your events.

To learn more, check out the article Scanning tickets for your events.

This article covers the following topics:

• Electronic tickets
• Physical tickets
• Tracking scanned tickets
• Recording physical ticket payments in accounting

Event tickets cannot be customized. They display your event details (title, date, etc.) along with the registrant's first and last name, the selected option, and the price.

Electronic tickets

Why use electronic tickets

Electronic tickets can save a significant amount of time on the day of your event — your nonprofit's staff simply scan attendees' e-tickets at the door.

If you're expecting several hundred attendees, this method is far more efficient than checking people in against a list.

Issuing electronic tickets

Go to Forms > Events:

1. Click the three vertical dots, then click View settings.
2. Click Edit to open the event editing page.
3. Go to step 4 - Payment and confirmation.
4. Click More options: this is where you define when to issue electronic tickets.

Several issuance options are available:

• Do not issue an electronic ticket;
• Issue upon sign-up, even if payment has not been completed;
• Issue only once payment is marked as received.

Save your changes by clicking Publish at the bottom of the page or Save at the top. Attendees can then download their ticket at the end of the sign-up process and/or upon payment confirmation, depending on the option selected. They will also receive an email with a link to download their ticket.

You can change this setting at any time.

Warning: any changes apply retroactively. If you switch from the Issue upon sign-up option to Issue upon payment, anyone who signed up before the change but whose payment has not yet been confirmed will lose access to their ticket — including via any email they already received.

Physical tickets

Issuing ticket booklets lets you sell tickets in person — for example, at a booth or table.

The term ticket booklet refers exclusively to a batch of physical tickets tied to an event option. A ticket booklet is not a guest pass booklet: each ticket issued corresponds to one spot sold at the price of the selected option.

Springly does not offer an invitation booklet feature for issuing free tickets to guests outside of the ticketing system. All physical ticket issuance goes through a booklet linked to an event option.

Springly does not offer an invitation booklet feature for issuing free tickets to guests outside of the ticketing system. All physical ticket issuance goes through a booklet linked to an event option.

Issuing ticket booklets

1. Click Create a ticket booklet.
2. Enter the number of tickets.
3. Select the option(s) (pricing tiers) of the event to link the booklet to — this selection is required.
4. Upload a photo from your computer.

Then click Create booklet: your physical ticket booklet is issued. You can also download the issued booklets from this page to print them.

When you issue a booklet, it creates:

• one transaction;
• as many sales as there are tickets issued (1 sale = 1 attendee).

If you delete a transaction linked to a physical ticket booklet, all associated sales — meaning every line item tied to the issued tickets — will also be deleted.

Tracking scanned tickets

After your event, you can review which tickets were used and which were not.

Go to the Registrants tab, click the Columns to display icon, and check the Ticket Scanned box to add that column to the registrant list.

You'll be able to see which tickets — physical or electronic — were scanned at the entrance.

Recording physical ticket payments in accounting

How accounting works for physical tickets

Physical tickets do not automatically generate a book entry because they aren't true "sales" — some tickets may be issued without ever being purchased.

As a result, regardless of the payment method used to purchase physical tickets, it cannot be recorded through the event form's transactions.

Due to a technical limitation, it is also not possible to link a physical booklet sale to a recorded book entry. Feel free to send us a suggestion on this topic.

Adding the corresponding entry

Once the event is over, you'll need to record your sales by entering them through the expenditure/revenue entry module.

You'll then have separate tracking through:

• The transaction recorded in the event and its associated sales;
• The entry or entries recorded directly in accounting.

If it makes tracking easier, you can record a single consolidated entry for the total amount of all physical booklets sold.