Via "Reservations" it is possible to temporarily allocate a certain number of tickets for a partner or consumer. This makes it possible to manage group bookings more easily, for example. Reservations can be adjusted after request and only after final confirmation will an order be created that the partner or consumer can pay. This gives you the opportunity to deal more flexibly with large reservations/group bookings all easily from our system.
Step 1: Create a new point of sale for Reservations and activate products
Follow the steps from this Helpcenter article to create a point of sale with the name ‘Reservations’ or a different name you find suitable.
Then activate the products that you want to use for Reservation to your newly created point of sale.
Step 2: Activate point of sale and set up sale configuration
Within the "Event Settings" go-to "Points of sale" and activate the point of sale that you created in the previous step. Select "Save Changes" and then click "Sale Configuration" at the same point of sale.
In the screen that follows, give the Sale a name (for example Reservations) and tick the box after "Requires approval". See the screenshot below as an example.
After that a number of fields will appear that can be filled in and will be the default for all reservations that will be made within this Sale.
It is possible to set up multiple Reservation points of sale per event and therefore also to use different settings for different types of reservations. You should therefore first set up a separate point of sale for this.
Step 3: Create a reservation
Within the "Event Settings" go to "Reservations". You then land on the overview page where all created reservations will be displayed with the corresponding status.
Note: First link the products to the Reservation point of sale. This must be done individually for each product.
To make a reservation, click on "Create reservation". In the next step, select the Sale you want to use for this reservation and then click "Next".
In the next screen, you enter the details of the partner/person for whom the reservation is for (some fields are optional). After filling in these fields, choose the number of tickets for the product you want to reserve for this person/partner. To create the reservation, click on "Create reservation". Now an email will be sent to the specified email address stating that a reservation has been registered for them and they will be notified when it has been approved or rejected.
Step 4: Manage a reservation
The created reservations will appear on the overview page (Click "Reservations" within "Event Settings"). For each reservation you have a number of options: Adjust, approve, approve with bank transfer, decline, and again. It is also possible to perform bulk actions for multiple reservations. This can be done by selecting an action in the overview page via the dropdown (and possibly for other reservations) and then clicking on "Apply actions".
To edit a reservation (name, address, e-mail, capacity, etc.) click on the reservation (see screenshot below for example). In the next screen, adjust the desired data and confirm these changes by clicking "Edit reservation".
Approve / decline reservation
To approve or reject a reservation, click on "Manage" on the relevant reservation in the overview page. In the next step, you will be given the choice to approve or reject the reservation. If you choose to approve the reservation, the partner will receive an email with confirmation and in the same email a link to pay for the order. After payment, he/she will receive the tickets. It is also possible to approve by bank transfer. You do not give the consumer/partner a choice in payment options, but he will then immediately enter the flow for a bank transfer.
If a rejection is chosen, the partner will also be informed by e-mail.
Note: If you have already approved a reservation and subsequently change the reservation, you will have to approve the reservation again.
You also have the option to redo a reservation on the management page of a reservation. This way you can duplicate a reservation with exactly the same data and the same number of tickets. This can be useful if the order has expired and you give the consumer/partner another chance to complete an order.
See also the other article where reservations can only be created by the organization.