Group Bookings - Add a Lead Booker Name

Scroll down for the Step-by-Step Guide on how to use the Lead Booker Name field for group bookings

KEY TERMS & TIPS:

What's the best way of putting through group bookings?
By putting through orders via the Box Office page as normal, however we advise using the Lead Booker Name field for any bookings that want to be grouped together/seat near each other.

You can also create a separate Channel for group sales if you wish.

What's the difference between Lead Booker and Customer Name?
The Customer details should be who the order is sent to, i.e. the name attached to the email that the order is booked through.

The Lead Booker Name is the name that you want the order to be referenced under. So if you have multiple orders that have been put through with the same customer details but you want to differentiate between the orders, then you can add a different Lead Booker Name to each order.

Why would I want to add a Lead Booker Name?
Only one email address can be used per customer - this is to avoid bad data, i.e. the same customer multiple times. This means that if you have multiple orders put through under the same email address, they will all have the same customer name.

So while you may want to use the same email address on multiple orders, you may want to assign ticket orders to different names - Lead Booker allows you to do this.

You may also want to group different bookings together, e.g. if certain orders want to be sat near each other or have similar access needs. If this is the case, then you can also use the Note field for an order.

How do I add the Lead Booker Name and Notes?
Once you've selected the tickets and added customer details, you can add the Lead Booker Name and Notes on the Order Options page. This will then appear on the Order page once the has been saved or completed.

You can also add them on the Order page once it has been completed.

See our Step-by-Step Guide below for more info.

Can I search and report by Lead Booker Name?
Yes, Lead Booker Names appear in both the Search bar and Performance reports.
See step 9 in our Step-by-Step Guide below for how it appears in reports.

Can I add Lead Booker details to my Email/Ticket Templates?
Yes, we have a Lead Booker Merge Tag you can add. See here for the full list of Merge Tags.

STEP-BY-STEP GUIDE:

1. Add Lead Booker Name at Box Office:

a) Go to the Box Office page on the left hand side and ensure you're on the correct Channel by clicking on the Settings button in the top right hand corner

b) On the pop-up, select which Channel you'd like to sell tickets through - this may be a channel specifically for Group Sales

2. Select Event and Performance:

a) Select your Event from the Event list

b) Select the performance you want to sell tickets for from the calendar 

3. Select Tickets:

a) Reserved Seating? (If not, skip to e) Select your seats from the venue plan. To select multiple seats, hold down the shift button on your keyboard and the Paintbrush will appear

b) Still holding down shift, click and drag across multiple seats with the Paintbrush

c) Want to remove any seats you've added? Hold shift + command (if using a mac) or shift + control (if using windows) and the Eraser icon will appear. Still holding down shift, click and drag across the seats with the Eraser

d) Once you've selected your seats, let go of shift to release the Paintbrush and select the price of the seats from the pop-up

e) General Admission? On the ticket page, click the + button to add your multiple tickets

f) Click Continue to proceed

4. Customer details:

a) Add Customer details, including:

• First Name
• Last Name
• Email Address
• Phone Number - optional
• Address - optional

NOTE - this is who you'd like the order to be sent to. You'll be able to add Lead Booker on the next page

b) Click Continue

5. Order Options - add Lead Booker:

a) Select Delivery Method from the drop down - optional

b) Add a Lead Booker Name - add the name of the person that this order is referenced under. This will then appear on the Order page and reporting for this booking

c) Add a Note to order - e.g. 'Access', 'VIP', 'Group booking', etc. 

6. Complete Order:

a) Check Basket details. If you want to make any changes or add more items, click Back to Order Details or Add Products or Vouchers which will take you to the Products page

b) Not ready to complete payment but want to come back to it? Click Save As Reservation and on the pop-up, choose from the following time options for when you want this reservation to expire (if you're ready to complete payment, skip to step c):

• Never
• Specific Time - select date and time options from the dropdown

c) You will then be taken to the Order page where you can see all the details, including Lead Booker Name or Notes. You can edit these at any time by clicking Edit and/or the pencil icon

d) If you have Reserved Seating, you can also see the Lead Booker Name when you hover over the booked/reserved seats on the venue plan for that performance

7. Add Lead Booker to reports:

a) Go to the Reporting page and build a Performance report

b) On Manage Fields, add the Transaction Lead Booker field and, if applicable, Transaction Note

For more info about reports, go here.

NEXT STEP: Want to make changes to your Order?
Exchange Tickets
Refund Tickets