Back To Top

Products, Tickets & Subscriptions

 

Overview

Products, tickets, and subscriptions are secondary sales items that can be used in a myriad of ways. Whether simply selling some additional items like safety gear, offering tickets to an exclusive event, or applying mandatory fees to specific invoices, products, tickets, and subscriptions are useful and versatile tools.

The Products & Subscriptions page is found by navigating to Products & Programs > Products & Subscriptions. In order to access the Products & Subscriptions page you will need the following permissions: Admin, Product Manager. Additional permissions may include: Product Edit, Ticket Redemption Manager.

 

Offering Products, Tickets & Subscriptions

  1. Navigate to Settings > Global Settings > [Look & Feel] tab
  2. Enable or disable the desired features
  3. Select Save All

Learn More

In order to openly offer the products, tickets, and subscriptions you have created on your site you will want to enable the option. This can be toggled by navigating to Settings > Global Settings > [Look & Feel] tab. Under the Navigation / Links section you will find the "Display Links to Products on Site" header. By checking "Display Products on Site" you will successfully enable public access to your products and tickets. Be sure to select Save All to keep your changes!

offerProds.gif

Just below you will find the "Subscriptions on Site" header. Under this section you can choose to enable or disable "Display Links to Subscriptions Page on Site" to publicly offer your subscriptions, and/or "Always Display Pop-up for Eligible Subscriptions at Checkout" to have the system prompt members with optional subscriptions upon checkout. Be sure to select Save All to keep your changes!

 

Product Manager

The product manager page is your centralized hub to review all things products, tickets, and subscriptions. Here, you can get a great overview of the items you sell and the few that only your admins know about. When you first navigate to Products & Programs > Products & Subscriptions you'll be greeted by a list of your products.

Learn More

9.png

There is a lot of at a glance information available on this screen to make your life easier. We've also included a handy legend for your reference.

12.png

For the products, tickets, and subscriptions you've created you can view their status/visibility by the sliver of colour on the far left of their product segment. Green is public, yellow is in beta (only those with Beta Orders can see/access them), and grey is unavailable.

10.png

The item's SKU, payment group, and description will be readily visible for your reference, as well as the cost of the item and an "I" indicator to let you know the item has installments enabled. For tickets, you'll also see a count of the tickets still available, a bar graph displaying how many have been sold, and another bar graph letting you know how many of those sold tickets have been redeemed.

11.png

You can view even more information regarding redemptions by clicking the Redeemed bar graph. Doing so will open a pop-up listing all redemptions for the specific ticket and link back to the invoice(s) the ticket was purchased on. You can also redeem tickets within this pop-up, offering the ability to redeem all instances of sold tickets as well as 'redeem one' for tickets who have multi-redemption enabled.

ticketRedemptionView.gif

 

Products

Products are items that are sold directly to the member/participant upon which the sale resolves immediately. This is most synonymous with selling safety equipment, spirit wear, etc. When creating your products you may find that coupling them with custom fields is highly useful.

Create a Product

  1. Select Add-L.gif Add New
  2. Enter desired information for your product
  3. Select Save

Products can be quickly created from the Products & Subscriptions page by selecting the Add-L.gif Add New option from the toolbar. This will open the Add Product/Subscription window where you can enter your desired product information under the Product Information section. Once you are done, select Save.

createProduct.gif

Product Status: Products can be set to one of three statuses. Unavailable - no one will have access to this product; Beta - only those with the Beta Orders permission will have access to this product; Public - all will have access to this product.
SKU: A product's SKU is a unique identifier used strictly on the admin side of the site. A SKU can be absolutely anything you would like, but a systematic serialization of your products leads to greater success.
Season: Use this drop down to attach your product/ticket/subscription to a season for discount purposes. Though doing so will not affect the application of the product on invoices, it will allow you to create season-based discounts that look for the product as either the qualifying item or target. For more information on discounts, please see our article Discounts.
Summary: The title or name of your product. This is the most readily visible element of your product for members during shopping/purchase.
Description: Further information on the product you are offering. This can contain any degree of further information including images, links, etc.
Applies To: Select whether this product applies to each participant or the family/account as a whole.
Volunteer Credits: The volunteer credits allotted by purchasing this product. This is useful for creating volunteer "buy outs" or other alternatives to volunteer positions. Note that, if you have set your volunteer requirements to "Per Participant" you will have to create this product as a subscription instead.
Show HTML Add to Cart Code: By enabling this the system will offer you HTML code to be used on your public site. Please see the section Using Product HTML Code below (available once the product has been saved).

Edit a Product

  1. Select to Edit Edit-L.gif
  2. Update the information as desired
  3. Select Save

To edit a product select Edit Edit-L.gif to the right of the product. Update the information within as desired and select to Save at the bottom of the pop-up.

editProduct.gif

Delete a Product

  1. Select to Delete Delete-L.gif

To delete a product select Delete Delete-L.gif to the right of the product. This will permanently remove the product from the listing.

Using Product HTML Code

By selecting to enable "Show HTML Add to Cart Code" the system will generate a small bit of HTML script. This script will let you create an "Add To Cart" button for use throughout your public site. The will want to copy the entity of the code, from top to bottom. It should look similar to this:

<form action="/registration/checkout.php" method="POST" class="addToCartAjax"><input type="hidden" name="ajax" value="1" /><input type="hidden" name="action" value = "add_order_item" /><input type="hidden" name="productId" value="" /><input type="text" name="qty" placeholder="QTY" style="width:30px;" /> <input style="margin-top: 10px; cursor: pointer;" type="submit" value="Add to Cart" /></form>

It's okay if you don't understand what all that does. The essential idea is that you can paste all that text into your public pages to make an Add To Cart button anywhere you want. To do so, copy the code to your computer's clipboard. You may also want to paste it into a notepad app so you don't lose it.

Next, navigate to any of your public pages that you would like to add the button to. Select to Edit Edit-L.gif the page's segment, then select Source Code. Here you will want to discern the best location to place your code. Don't be afraid to paste it in with your best estimate, you can always move it later.

2.png

Paste your code and select OK. If it's in an undesirable location you can exit the segment editor without saving and go back in to try again. Once you have found your desired location, don't forget to save the segment and the page!

3.png

 

Tickets

Tickets are a version of the standard product that will serialize itself for verification and processing purposes. This means that you can sell tickets to shows, events, talks, parades - anything! When you do, you can be sure that each ticket will be uniquely identifiable with the option to scan and verify its validity/use. Because tickets are a type of product, you may wish to review the Create A Product section for some of the product basics.

Create a Ticket

  1. Select Add-L.gif Add New
  2. Enter desired information for your product
  3. Check Check-L.gif "This Product will be used to manage ticket sales"
  4. Enter desired information for your ticket
  5. Select Save

Standard products can be turned into tickets at the click of a button. To create a ticket you will first want to select to Add-L.gif Add New from the toolbar. This will request your standard product information first. Once you have filled in your product information as desired, mark the box next to "This Product will be used to manage ticket sales". This will enable the ticket specific product information. Fill in the information as desired and select Save once you are happy with the settings.

5.png

Total Quantity Available: Set the total number of tickets you wish to make available. This can be updated later if required.
This Ticket Can Be Redeemed More Than Once: by enabling this you will be prompted to enter the number of times the ticket product can be redeemed. Tickets that can be redeemed more than once can be printed a single time, then redeemed multiple times before being considered used.
Only Print Ticket If Invoice Is Fully Paid: by enabling this you will remove the option to print tickets from an invoice until it has been paid in full. This way you do not have to worry over your attendees having to settle up on any amounts.
Ticket Background Image: Upload an image you wish to use as your ticket's background. This image must remain within the constraints of 6.7cm wide by 19.9cm px tall or 400px x 1177px. The image  you select is for this ticket only. If you would like to set a global standard for all tickets you can do so in your Look & Feel tab of your Global Settings.
Tickets Ordered: The total number of tickets that have been ordered thus far. 
Tickets Redeemed: The total number of tickets that have been redeemed thus far.
Remaining Available: The total number of ticket still available thus far.

Edit a Ticket

  1. Select to Edit Edit-L.gif
  2. Update the information as desired
  3. Select Save

To edit a ticket select Edit Edit-L.gif to the right of the ticket. Update the information within as desired and select to Save at the bottom of the pop-up.

Delete a Ticket

  1. Select to Delete Delete-L.gif

To delete a ticket select Delete Delete-L.gif to the right of the ticket. This will permanently remove the product from the listing.

Printing a Ticket

Once your members and participants have purchased tickets from your club they will receive receipts. On these receipts they will have an option to print their tickets. Note, if you have enabled "Only print ticket if invoice is fully paid" your users will not be able to print their tickets until you have updated their invoices to Paid. 

5.png

Printed tickets will have both a serialized code for manual redemption as well as a QR code for scanning.

Redeeming a Ticket

Tickets that your club has been sold can be redeemed in two main ways. They can be redeemed manually or by scanning their QR code with an authorized device. In order to redeem tickets, you must either possess the Ticket Redemption Manager permissions or be allotted permission to redeem by an administrator.

 

Permission

  1. Navigate to Products & Programs > Ticket Redemption Devices
  2. Select New Device Authorization
  3. Enter in the ticket and email details
  4. Select Save

Permission to redeem tickets can be granted by allotting the Ticket Redemption Manager permission to the member's account. Alternatively, an administrator with this permission can allot temporary permission to redeem tickets. 

To offer temporary permission to redeem tickets navigate to Products & Programs > Ticket Redemption Devices and select New Device Authorization from the toolbar. Here you can fill in the desired information regarding how long the permission is granted, for which ticket, and who may redeem.

6.png

Title of Tickets / Devices: The name of the ticket redemption series you are granting. This should be something easy to identify like "Front Entrance" or "Welcoming Station".
Device Valid From: The date in which the permission to redeem tickets becomes valid.
Device Valid Until: The date in which the permission to redeem tickets expires.
Tickets This Authorization May Redeem: The series of ticket(s) the device may redeem.
Emails To Send This Authorization To: The email(s) you wish to send the authorization email to.

Any emails you included will now receive an email with a link that will provide authorization. Alternatively, you can click the "Print" icon beside the device authorization you created to print a 2D barcode that can be used to authorize the device with the QR Code Scanner. You should use this option if your QR Code scanner uses its own browser (separate from the browser that your email client uses on the device). It may also be easier to print the page with the device authorization code and attach it to a lanyard or nametag so the non-admin person can keep the authorization on hand if for some reason the device needs to be re-authorized (eg, QR code scanner app crashes, device restarts, etc.)

After clicking the link or scanning the device authorization QR code, the user's device will have a cookie added to it that will allow the device be used to scan tickets using a QR code scanner as described below. Clicking the link in their email will also open the page that will allow them to manually redeem tickets. Be sure that the authorization link is opened in the same browser (this may be the browser in your scanning app) that will be used to redeem the tickets.

 

Manually

  1. Navigate to Products & Programs > Ticket Redemption Devices
  2. Select Manually Redeem Ticket
  3. Enter the serialized code on the face of the ticket
  4. Select Scan

Those with temporary permission can manually redeem tickets by entering the ticket serial number into the page that opens when they click the authorization link in their email. Administrators can perform the same action after navigating to Products & Programs > Ticket Redemption Devices and selecting to Manually Redeem Ticket from the toolbar. The site will offer a field to enter in the ticket's serialized code, after which selecting Scan will submit the code to the system.

If it is a valid ticket and has not yet been redeemed yet, you will receive a green success message, and a success beep sound will play.

If it is an invalid ticket or has already been redeemed, you will receive a red error message, and an error beep sound will play.

Scanning a ticket for arbitrary attendance? See the Arbitrary Attendance section below.

 

Electronically

  1. Open your QR app
  2. Point your camera at the QR code on the ticket

Those with permission to redeem tickets can do so via the QR code scanning app of their choice. To do so, you will want to authorize your device accordingly (see Permission above), open your application, point your camera at the QR code, and your device will capture the code. 

7.png

If it is a valid ticket and has not yet been redeemed yet, you will receive a green success message, and a success beep sound will play.

If it is an invalid ticket or has already been redeemed, you will receive a red error message, and an error beep sound will play.

Scanning a ticket for arbitrary attendance? See the Arbitrary Attendance section below.

We do not recommend any QR scanning app over another. We do suggest, however, that you search your device's app store for "QR Scanner" and select from the top rated, free options.

Multi-Redemption Tickets

A ticket that has had multi-redemption enabled on it can be scanned and processed in much the same way as a standard ticket. There are a few nuances surround this type of ticket that differentiate it from a standard ticket product however.

Adding/Editing on an Invoice

When adding a multi-redemption ticket to an invoice from the administrative side you will have the option to adjust the number of redemptions the ticket has available. This is also available when editing the invoice. This provides admins the ability to adjust the remaining number of redemptions on an individual ticket sale basis.

1.png

Reporting

After processing a multi-redemption ticket you may wish to report on the ticket. Doing so through the Reports page will result in a standard report, noting the last time the ticket was redeemed. This aligns with the standard reporting for basic ticket products. For more information on when each redemption took place please navigate to the invoice edit or view page. Here you will be able to hover over the History AttemptHistory-A.png icon to view past redemptions.

2.png

To review ticket purchases on an account basis please navigate to People & Accounts > Member Accounts > select the member > Account > Tickets.

3.png

Arbitrary Attendance

Tickets can also be used for arbitrary attendance, allowing for drop-in attendance on single events within a program.

Creating a Ticket for Arbitrary Attendance

  1. Create a ticket product as noted in the Create A Ticket section
  2. Use the Redeem For Attendance drop down to select either Allowed or Required
  3. Select Save

To create an arbitrary attendance ticket you must first follow along with the steps to Create A Ticket. Then, simply use the Redeem For Attendance drop down to select either Allowed or Required.

6.png

Allowed: The Allowed setting will offer the chance to use the ticket for attendance, but also to redeem like a standard ticket.
Required The Required setting will only offer the ability to redeem as attendance - the ticket will not be able to be redeemed in the standard manner.

Redeeming Arbitrary Attendance

  1. Manually or electronically scan the ticket
  2. Select the program and event to attend
  3. Select Redeem Ticket

When scanning a ticket that has arbitrary attendance enabled the system will prompt you to select a program and event for which the participant will be attending. If the program/event takes place on the day you are scanning the ticket, the [Today's Events] tab will offer a quick selection drop down. If not, the [Search Events] tab will offer the chance to search for the applicable program and event.

redeemTicket.gif

Once the event has been found and selected, select Redeem Ticket to complete the redemption. This will add the participant to the selected event for attendance and evaluating purposes. 

redeemingGif2.gif

 

Subscriptions

Subscriptions are a version of the standard product that will that will apply and verify purchases across a set date range. This is useful for admin fees, fundraising fees, or any other element that needs to be automatically applied to an invoice based on purchases. Because subscriptions are a type of product, you may wish to review the Create A Product for some of the product basics.

Create a Subscription

  1. Select Add-L.gif Add New
  2. Enter desired information for your product
  3. Check Check-L.gif "This Product is a Subscription"
  4. Enter desired information for your subscription
  5. Select Save

Standard products can be turned into subscriptions for your purposes. To create a subscription you will first want to select to Add-L.gif Add New from the toolbar. This will request your standard product information first. Once you have filled in your product information as desired, mark the box next to "This Product is a Subscription". This will enable the subscription specific product information. Fill in the information as desired and select Save once you are happy with the settings.

 8.png

Duration of Subscription: Set the duration of the subscription you are creating. Select from the options below. You may only select one Duration type.
Duration of Subscription - Effective Start & End: By setting the Start and End Date ranges you can specify when your subscription will apply. You should 'cushion" your date ranges. If you have a program that runs from January 15th to March 31st, your effective subscription dates should run from January 14th to April 1st. Regardless of when your participants register, the system checks against the date of the programs they are registering for. You should always cushion your subscription dates on either side by a day or two. 
Duration of Subscription - Effective Duration: Setting the Effective duration will specify how long the subscription lasts for, starting from the day it is purchased. You may want to have a subscription last '1 year' from time of purchase, for instance. This feature will interpret a text input for the duration. Here are some examples of options you may choose to enter:

  • now
  • 24 hours (or +24 hours)
  • 1 day (or +1 day)
  • 1 week (or +1 week)
  • 1 week 3 days (or +1 week 3 days)
  • 30 days
  • next Monday
  • next week
  • next month
  • next year
  • last day of this month
  • last day of next month

Duration of Subscription - Skate Canada Season: Selecting Skate Canada Season as your duration option will allow you to select a Skate Canada season. This will align your subscription with the applicable dates attached to that season (Sept 1 - Aug 31). Once you have selected a season, you may also select to use this subscription to register members by marking the box next to "Use this to register membership with Skate Canada". For more information on the Skate Canada fee and submitting your Skaters, please see our article Skate Canada.
Make This Subscription Mandatory: If you would like your subscription to be non-optional, you will want to check the box next to Subscription Is Mandatory. Depending on the rest of your settings (especially the Tag Filters options) this subscription will automatically apply to every applicable invoice.
Enable Registration Checkout Filters: In some instances, you may wish to remove checkout filters all together. To do so, uncheck the 'Enable Registration Checkout Filters' option. This will then apply the subscription to all invoices, regardless of the products they are purchasing. Should you enable this (and not apply tags), it will apply to all invoices that include programs.
Tag Filters: Specify under what conditions the subscription applies based on the programs being purchased. You can tag facilities, seasons, categories, category levels, and programs. As you tag, the system will display the conditions a purchase must meet before the subscription applies. For more information on tagging see our article Tagging.

Edit a Subscription

  1. Select to Edit Edit-L.gif
  2. Update the information as desired
  3. Select Save

To edit a subscription select Edit Edit-L.gif to the right of the subscription. Update the information within as desired and select to Save at the bottom of the pop-up.

Delete a Subscription

  1. Select to Delete Delete-L.gif

To delete a subscription select Delete Delete-L.gif to the right of the subscription. This will permanently remove the product from the listing.

 

Payment

The Payment section is required on all product types.

Payment Method Group: The payment method group that applies to the product. Note that groups with restrictions will override invoices - unless you are certain you would like to restrict the method of purchase, you will likely want "All Payments". 
Total: The dollar amount you wish to charge for this product. This can be coupled with a percentage fee on subtotal.
Percentage Fee on Subtotal: The percentile amount you wish to charge for this product. This can be coupled with a dollar fee.
Tax Credit Eligible: By marking this checkbox you are setting this subscription to be tax credit eligible. This will include the subscription costs when generating tax receipts.

Installments

Products, tickets, and subscriptions can be paid via installments if you wish to enable them. By selecting the checkbox next to Installments you can set your desired installment structure. For more information on installments please see our article How Allowing Installment Payments Work.

Recurring Subscriptions

This feature will not be available to clubs using the grandfathered plan tier, but will be available on Lite, Bronze, Silver, Gold, and Enterprise.

The recurring subscriptions feature allows admins to create a subscription that automatically generates new invoices for the specified amount, at the specific intervals. Note that recurring subscriptions can only be applied to subscriptions that use the Effective Duration duration type.

Default Payment Method: Use this drop down to set the default payment method. Once the system generates a new invoice with a recurring fee, this is the expected method of payment by default. This can, of course, be updated by users and admins on a per invoice instance.
Automatically Send Email Receipt: Once the system generates an invoice with this recurring subscription, having this marked will ensure that a new invoice receipt is sent to the member so they are immediately aware of the owing balance. We do not recommend disabling this.
Use Available Credit: By marking this option the system will automatically use any and all gift certificates the member has on their account. If this does not cover the owing balance the remaining balance will be owing still.
Reuse Previous Invoice Payment Details: Set this option if you would like the system to look back through the member's payment history. The system will find the most recent payment (and lacking that, most recent pending payment) and use the payment method and information as the recurring subscription's payment method. This way you will often use the member's preferred payment method over the Default Payment Method you have set above. Note that this will automatically charge a member's credit card if their last payment was via credit card!
Recurring Amount: The dollar value you wish members to pay at each recurrence of the subscription. 
Enable Late Payment Fee: Only available for Enterprise tier with corporate accounts. Only available for subscriptions that apply to Account. Enabling this will display the late fee payment fields to customize a late fee. Late fees are only applied to owing balances that have reached 'overdue' status.
Late Fee Base Charge: The base amount you wish to charge, if a direct dollar amount is desired. This can be used in tandem with a late fee percentage fee.
Late Fee Percentage Fee: The percentile rate you wish to charge, calculated against the owing, overdue balance on the member's account. This percentile fee is applied before the late fee base charge. 

 

Custom Fields

Need to request specific information with a products/tickets/subscriptions being purchased? Check out our article Custom Fields!

 

 

Powered by Zendesk