Access Tickets - How to use Customer Tag

Scroll down for the Step-by-Step Guide on how to create Access Tickets using Customer Tags

KEY TERMS & TIPS:

How do I create Access Tickets?
By creating them as Price Variants on your Price Table.
You can restrict them to Access customers by setting a Visibility Rule where the prices will only show for customers with a certain Tag.

What are Visibility Rules?
A way of restricting when/how your prices are visible for ticket buyers.
You can restrict a price's visibility by customer tag, performance date/day/tag and amount of price band or venue plan sold.
For more info, see here.

How can I use Customer Tag for Visibility Rules?
If you have prices that are customer-specific, i.e. Access prices, then the Customer Tag rule is a useful way of setting visibility, as you can set a rule that a price will only show for customers that have a certain tag attached to their profile.

For Access customers, you can:

• Add a tag to certain customer profiles, e.g. access
• Create an Access price variant on your Price Table
• Add a Visibility Rule and select the 'Customer Tag is' option
• Select the access tag you've created
• This price will then only appear when these customers log into the website booking flow

NOTE - you will need to have customer login enabled on your booking flow for this to work. See here for more info.

How do I add Tags to customers?
Via the Customers page and editing the individual customer.
See step 1 in our Step-by-Step guide below for more info.

How do I set a Customer Tag Visibility Rule?
On the Price Table for your Event, right-clicking on a Variant and selecting Manage Visibility.
You can then use the Customer Tag option when creating your ruleset.

See step 2 in our Step-by-Step guide below for more info.

Can I restrict seats on my Venue Plan for Access customers?
Yes, by creating an Availability Status, where you can allocate seats to customers with specific Tag. 
See step 5 in our Step-by-Step guide below for more info.

STEP-BY-STEP GUIDE:

1. Add Tags to customers:

a) Go to the Customers page

b) No profile for the customer yet (if they do have one, skip to c)? Click New Customer

c) If the customer does have a profile already, use the Search bar to find them, click the first option in the dropdown to go to their profile

d) Click Edit on their customer page

e) Scroll down to Tags and enter a Tag of your choice. If one already exists, start typing it and select it when it appears in the dropdown

f) Click Submit to save

g) The Tag will then appear next to the email on the Customers page

2. Create a new Visibility Rule:

a) Go to the Prices tab on your Event and select your Price Table. Haven't created one yet? Go here for GA and here for Reserved Seating instructions

b) On the Price Table page, click Duplicate As Draft to create a new draft version of the Price Table

c) Right click on the Variant you want to create a Visibility Rule for and click Manage Visibility

2. Add Ruleset: 

a) Name

b) Description - for internal use

c) Type - select All Rules must apply

3. Select Customer Tag Rules:

a) From the dropdown options, select 

• Customer
• Tag
• is (if you're choosing just 1 tag) or in (if you're adding multiple tags to this price)
• Start to type in your Tag and select it when it appears in the dropdown

b) Click Save Ruleset

c) The eye icon will then appear on the Variant after the ruleset has been saved

4. Save, Review and Publish Price Table - the Price Table must be saved and published in order for the rule to go live

5. Allocate seats to Access customers via Website - this will mean that these seats will only be available to Access customers via the Website booking flow. There are a few different options for this:

a) Go the Events page and select your Event

b) Click the Availability tab and then select the the Venue Plan that your Event is using

c) Haven't created an Availability Status for Access tickets yet? Click New Status

d) Select seats on your Venue Plan - either click on individual seats or select multiple seats by holding the shift button on your keyboard and you can use the paintbrush icon to drag across rows/areas of seats.

To remove any seats you have selected, hold shift + command and you can use the eraser icon to remove multiple seats

e) Enter details: 

• Availability Status Name
• Colour - select using the colour chart
• Channels - which channel does this availability status apply to? NOTE - in order for Access customers to book these tickets for themselves, your Website/Online Channel will need to be selected

• Channel Access - select Seats only available to selected Channels - this will create an Allocation of those seats to the Channels you have selected, i.e. your Website Channel
• Advanced Settings - optional, set activation and/or deactivation schedule and choose the date/time options from the dropdown

• Tags - limit Availability Status to customers with your specific Access tag. Type and select your Tag from the dropdown

f) Click Save Availability Status

g) Assign Availability Status to Performances:

• Select the Performances tab on your Event
• Use the Filter bar to find the next to the Performances you want to assign Status to and select tick the box next to them (you can click the top-left box to select all the Performances on that page)
• Select the 3 bars icon on the Action Bar

NOTE - the Select all function on the Action Bar will not work when assigning an Availability Status, as we can't guarantee that you have picked the same venue plan across all performances. However, you can still select all performances on a page by clicking the box in the top-left of the Performances page

• Select your Availability Status from the pop-up

• Click Apply to Selected Performances and Submit

NOTE - if, after assigning to performances, you edit an Availability Status via the Venue Plan Availability list, then you will need to re-assign to performances. This is because you will have made changes to the global Availability Status, not the performances attached to it. See below for how to make changes per performance

6. Allocate to Website and Box Office - if you want both Channels to put through Access tickets, then follow the below steps:

a) On your Price Table, create 2 sets of Access Variants - one for the Website Channel, and one for Box Office. Add the Visibility Rules and Basket Validation to the Access Variant for your Website Channel

b) Create a separate Band for Access and only create a price Variant for Access (leave it blank for Standard tickets)

c) On your Price Profile, assign the seats you want to restrict to Access customers by adding the Access Band to those seats

This will mean that, combined with your Visibility Rules, means that only Box Office and Access customers on your Website can access these seats.

NEXT STEP:
Want to set further limitations/rules for your tickets? Add Basket Validation Rules