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Events module overview
Events module overview

Create events, sell tickets and manage guest lists with Peoplevine

Updated over 2 months ago

Create one-off or recurring events in Peoplevine, and RSVP with ease.

Event booking flow

How to create an event

Login to the PeopleVine Control Panel

  1. Go to Sell > Events > Set up new event.

  2. Choose the event registration and ticketing method from the options below:

  3. Once you have chosen your settings above continue to add further detailed descriptions and imagery to your event.Enter the start and end date for the event

  5. Select if the event is to be recurring (this saves you time from setting it up again and again) and select the criteria for this repetition if this is the case.

  • Add to calendar = will add the event to the calendar of the member booking this event. No RSVP function. Good to use when you would like Members to remind themselves of something but not register attendance

  • Require Registration = will allow your guests/ members to register their own attendance only. There is NO capacity control for the event and the person will only be able to register themselves, i.e. cannot bring additional guests.

  • Digital tickets = you can control the event capacity; assign different ticket prices to different audiences within your CRM; set other purchasing restrictions. You can manage tickets on the next screen after 'create an event'.

  • External event = allow guests to RSVP via a third party platform (you will be shown additional option to input the URL link if chosen)

Settings

  1. You can use the status option to draft events, particularly if you require approval from others in your team.

  2. Use form capture to find out more information from your audience (if relevant).

  3. Select the payment processor you would like to present to guests and members, particularly if you have direct debit/ ach and credit cards as an option in your portal. Simple click the dropdown arrow and choose the processor for card payments and this way, only this payment option will be available on events.

  4. Ensure you assign the event to an event category. Your onboarding team or trainer, will explain this in detail, as each property has different event categories.

  5. Allow guests to cancel their registration. Leaving this box unchecked will prevent guests/ members from being able to cancel their attendance or request a refund. We recommend checking this box to reduce email or phone call requests to your team.

  6. Send a calendar invitation: does just that.

Customize Event View

In this section you can override the default CTA text on the event button. You will also be able to hide or allow your audience to share details, tickets and add the event to their calendar.

Notifications

  • Notify me: Receive an email anytime a person registers for the event.

Now that you’ve completed the details for the event, click ‘proceed’ and go to the main menu screen for the event.

Main menu

The main menu is a dashboard view of the event and presents a number of options to manage and sell tickets to guests and members.

  • Once people start to book tickets, you and your team can easily manage the guest list and view event statistics from this screen

  • On the day of the event, your front of house team or hosts can ‘check in’ guests as they arrive; import or export the guest list and cancel tickets for guests

  • The 'check out' function is available to monitor guests who have left the event and may be useful if there is a limit to the number of people allowed in the event at any one time.

How to sell tickets

Sell tickets to your audience and utilise our ticket management tools to set different pricing for different audience segments or membership categories.

If you have selected 'use tickets’ under event registration’ (see above) you will be directed to a new page once you click ‘proceed’, where you can manage ticket options. Here’s how:

  1. Enter a title for the main ticket type, e.g. ‘General Admission’; ‘Member’ etc.

  2. Enter the ticket price for this ticket category, e.g. you may wish to charge non-members more than members.

  3. Enter the TOTAL capacity for the event. All further ticket types can be linked back to this figure in the next steps.

  4. Decide when to start selling and stop selling tickets. This feature is useful if you prioritise one group of people over another in ticket sales.

  5. Enter the minimum and maximum purchase amounts per person.

  6. Leave the ‘Link inventory’ as it is for the first ticket type, i.e. main ticket type for the event.

  7. Select visibility: if the event is open to all, leave it as ‘Anyone’ or amend if necessary.

  8. Click ‘update ticket’.

  9. The summary screen on the next page will show you the option of adding another ticket option, which you can utilise to set a different tier of ticket and price as below:

  10. Under ‘Link inventory’, ensure that you select the main ticket type so sales of this ticket type pull from the main event availability you set earlier.

  11. Repeat process until all ticket types have been set up.

N.B. any changes to the quantity of tickets once ticket sales have begun will put that many in inventory, e.g. if you started with 20, sell 10 and then adjust the ‘Total Available’ back to 20 then you will be selling 30 tickets.

How to refund tickets

To refund an event ticket in the control panel, do the following:

  1. Look up the event in the control panel.

  2. Locate the individual who has requested the refund in the guest list.

  3. Click 'cancel' next to their event ticket.

  4. Next, you will shown a list of all tickets for the same event that the individual has purchased/ requested (when they purchase multiple tickets). Select all that you would like to refund.

  5. Check the box to automatically refund their payment to the method that was originally used. You can adjust the amount to be refunded if you would like to offer a partial refund only.

  6. Process refund.

How to manage event privacy

The privacy settings are designed to display or hide events based on the type of user that is logged in (or not logged in). You can choose from the following:

  • Public = if you want to add it to your public calendar and visible to everyone (logged in, not logged in, active members, inactive members, etc.). You can control which ticket types are available to the public vs members on the next screen.

  • Direct Link = is for when you want to setup an event, but you don't want people to access it from the public events calendar. The only way people can see this event is by having the direct link generated by Peoplevine.

  • Active Members (they must be an active member to any membership) is for when you want to publish the event on your portal calendar and only show it to active members. If they are not an active member, they will not be able to see these on the calendar.

How to manage event permissions

The permissions are used to limit who can actually register for the event. When you set this up, it will control who can actually register for the event. You can choose from the following:

  • Anyone if you want everyone to be able to register for this event. Of course they will need to register during the checkout process, but the event is open to anyone.

  • Active Members Only will only allow active users of the selected memberships to register for the event. When choosing this option, you can then select which membership programs have access to registering for this event.

  • Staff Only is used for allowing your internal team to register. You can set someone as This is primarily used for testing purposes only.

With the combination of these two settings, you have complete control over who can see your events and who can register for these events.

Watch this video to understand how to create member-only tickets

Event statistics at a glance

Knowing how well your events are received is important to future planning. With our events dashboard, you will be able to see a live guest list and ticket revenue in one place.

The screenshot below shows you:

  • Total Revenue: See a live tally of revenue generated from ticket sales (if applies). Also shows total number of tickets purchased (or RSVP'd)

  • Awaiting: number of people yet to check in to the event

  • Checked-in: number of people who have checked in/ arrived

To view who has booked in and check in guests as they arrive, click on the 'view' icon in blue.

Event details

Each event has its own menu page that shows event stats in more detail.

  • Event information = edit event details including images and marketing copy; set up alerts for you or a coworker linked to this event or copy it and utilise the settings for another event

  • Event details = how much revenue you've made; the start and end dates and time and a shortcut to launch the venue app on an iOS device to check guests as they arrive.

  • Event Location = a URL to share; ability to update ticketing details; sell tickets to someone within your CRM; import guest guest (if you have them on an excel file) and promote on your social media platforms.

  • Preview in browser = shows you the event page as it will be marketed on your portal.

  • Reward points = useful if you are managing a loyalty program with Peoplevine.

  • Start a campaign = set up a marketing campaign to promote this event to your CRM or those within it.

Guest list

The next section gives you more statistics on the number registered vs checked in and the name of those who have booked to attend or purchased tickets.

On the day of the event, your front of house team can 'check in' guests as they arrive.

Read more on how to manage your guest lists here.

Manage event guest lists

Keep track of your guest list and event capacity from our dashboard.

Event arrival flow

When someone is checked-in for an event, the same ticket and/or guest list entry can be used to check them out of the event. You will notice this in the Control Panel by the Check Out button, which is displayed after checking them in.

Upon clicking on the Check Out button or scanning their QR code, they will be marked as scanned out and the duration of their entry will be logged and visible within their profile and the guest list.
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This data is also avaialble when exporting your event attendee data. You will see their check in time under the scan_date field and their check out time unde the scan_out field.

Using the QR Code for Check-In/Out

You can also check people in and out using the existing QR code ticket method. When you scan the first time, you will recieve a "valid ticket" response.

Upon scanning the QR code the 2nd time, you will receive a "checked out" confirmation.

Any additional scans to the ticket will result in an "already redeemed" message.

Please note that check-out does not exist in the PeopleVine Venue App. You will need to either scan their QR code or check them out fo the Control Panel (as of 10/11/19).

Export your guest list

  1. Login to the PeopleVine Control Panel

  2. Clicked on Sell > Events > Manage Events

  3. Change the filter date to the past (so you can get a past event).

  4. Click on the event to the main menu

  5. Where it shows who registered, you can click on Export Guest List

  6. This will pre-fill suggested fields, feel free to select others

  7. Scroll to the bottom and click generate report

  8. Click download report

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