Setting up a vendor staff pass ticket type (provision tickets for vendor access into your event)

Setting up a vendor staff pass ticket type (provision tickets for vendor access into your event)

Introduction:

Create a vendor staff pass ticket type so you have strict control over the vendors (and contractors) that have access to your event.

If you wish to provision vendor staff passes, then the first step is to create a vendor staff pass ticket type. This guide will take you through the process.

Later, you will invite your vendors onto EventsPass and specify the quantity of vendor staff passes available to each. See here: bulk importing vendors to your event.

Note: vendor staff passes can be configured like any other regular ticket, with the primary difference being that these tickets are only accessible through the vendor portal. This means you could set up these vendor staff passes as paid or free, quota limited, limited for certain days, with specific terms and conditions, and with required registration.
Note: Consignment tickets (where vendors can purchase tickets on behalf of their customers), is achieved through this same process. 

Pre-requisites:

Before you can proceed with vendor staff pass ticket creation, please ensure you meet all criteria below:
  1. Your event is launched in EventsPass
  2. You have mapped out each of the different ticket types you want to be available to vendors via their vendor portal (e.g. 'Vendor Staff Admit One', 'Friends and Family of Staff - Admit One').
  3. You might also consider whether you require supplier and contractor tickets. They can also be provisioned using this same functionality (note: all staff pass ticket provisioning is done via the vendor portal, so to provision supplier passes, they would need to be configured as a vendor in EventsPass).

Instructions:

Login to your EventsPass account and load your event.

Click the 'Manage Tickets' button which is available underneath the 'Tickets and Registration' tab.

Click 'Add New' and then click 'Individual Ticket'.

Enable the 'Limit visibility to vendor portal only' setting.  When enabled, this setting ensures the ticket is only ever visible to a vendor who is logged in to their vendor portal for your event.

Choose the appropriate  'Ticket Mode':
  1. Choose 'Default' so that for any vendor portal tickets that are shared during the checkout process, the ticket share recipient has to click a link in the subsequent email to claim that ticket as their own (after which it disappears from the vendor account). 
  2. Choose 'Immediate Share' so that for any vendor portal tickets that are shared during the checkout process, the recipient of the share will immediately receive the ticket to their inbox (and the ticket will disappear from the account in which the order was placed). This setting is handy for vendor staff passes for example, as a single vendor could order all of their event staff passes, and share them with their colleagues during the checkout process. 
If unsure, simply select 'Default'.



Complete all other fields shown on the screen like you would when creating any other ticket type.
Note: For a detailed guide on creating tickets, please see here.

Click 'Save'.

Repeat the above process as needed for each vendor staff pass ticket type that you require.

Note: You need to create one ticket type for every distinct ticket that will be accessible via the vendor portal (e.g. 'Vendor Staff Admit One', 'Friends and Family of Staff - Admit One')

This concludes the process of creating the vendor staff pass ticket type.

The next step in the process is to assign an allocation of each of these tickets to each of your vendors. This can be done for a single vendor, or for all vendors when you run a batch vendor import. See here:
  2. See here for provisioning ticket quantities for a batch of vendors (all in one go during initial vendor import).

Appendix: Adding instructional text to the vendor portal ticket selection page

You can now add instructional text to the top of your vendor portal ticket selection page

When the vendor is logged in to their EventsPass vendor portal, and they click 'Order Passes / Tickets'...



...they will then see whatever custom message or instructional text you have left them (below).




To do add this instructional text, first load the edit event page from your EventsPass account.



Then go to the 'More Information' section.



Then scroll down to the 'Vendor Information' section and input your instructions as necessary. Once satisfied, click 'Save' to complete the process.