Beacon

Collecting event registrations and selling tickets with Beacon

Updated 3 months ago

Beacon makes it easy to collect event registrations and sell tickets online. There's no code to write, plus we take care of a lot of the things you probably don't want to worry about, like:

  • Security - secure PCI compliant payment processing
  • Data entry - so the data ends up in the right place
  • Email acknowlegements - so event attendees get notified
  • Mobile - Google Pay & Apple Pay

Contents:


link Quick start: Set up a simple event registration form

link Connect with payment providers

We connect with industry leading payment processors like Stripe, PayPal, or GoCardless so you can securely process credit card payments and direct debits online.

To make it possible for Beacon to accept payments for tickets, go to Settings > Payments in your sidebar (you'll need to be an admin), and connect with Stripe.

help_outline Tip: You do not need to connect payment providers if your event is free to attend.


link Create your form

  1. Go to Forms in the sidebar

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  1. Click the Create form button, give your form a name (this will be shown on the form), and choose Event registration from the form type dropdown.

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  1. Choose the event for registration. Start typing in the field and it will show a list of matching events to link to.

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  1. Click Create.

  2. Set the ticket allocation for your event. This is the total number of individual people who can attend. If you're trying to fill a 50 seat theatre, set this to 50.

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  1. Create some ticket options for your form. Click ADD TICKET OPTION in the bottom left of the Ticket options section. Add some information about this new ticket option like the example here.

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  1. Save your form by clicking 💾 SAVE CHANGES at the bottom of the page.
  2. Click ↗ VIEW FORM in the top right corner of the page. You'll see that a new form is created, and good to go!

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  1. That's it! Try running a test registration through the form. After the form is submitted, you'll see that the following happens automatically:
  • A new Event attendee record has been created
  • A new Ticket record has been created
  • The person paying for the ticket (the payer) has been created as a Person record (or updated if they already existed)
  • The person named as the ticket holder has been created as a Person record (or updated if they already existed)
  • A Payment record has been created for the ticket, and another for a donation if you made one
  • The payer is acknowledged immediately via email
  • You've been notified via email that the registration and donation happened

check_circle_outline Forms can do lots more than just collect registrations! Click here to learn more


link Tickets in detail

The following sections take a closer look at how to set up your event registration form.

link Ticket options

A ticket option describes a specific type of ticket that can be bought. You might have a ticket option for individual adults, one for children, and one for families. Ticket options allow you to specify the important details about each ticket, like how much they cost and how many people can attend with a single ticket.

Your ticket options are displayed at the top of your membership form and they are configured in the Ticket options section of your form configuration.

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link Ticket type

Each ticket option corresponds to a single ticket type. You can only have one option for each ticket type. Typical types could be 'Adult', 'Child', and 'Family' tickets.

link Title, subtitle, and description

These fields allow you to describe your ticket option. They appear on your ticket form alongside the price of the ticket.

link Amount

This is the cost for one of these tickets. Set this to be 0 if you would like your ticket to appear as 'free'.

link Number of ticket holders

This corresponds to the number of people who can attend with this ticket. Usually this is just 1, but you can choose a larger number if this ticket can be for multiple people. For example, if you're selling a table for 8 at a gala you would set this to 8. This corresponds to the number of event attendee records that will be created in Beacon.


link Time slots

Time slots allow you to set several time slots for one event. For example, you may have a morning and an afternoon session for the same webinar, or you may want to stagger the people coming to your new exhibition opening due to Covid restrictions.

Time slots are optional and you don't have to divide your event into time slots. You can create as many time slots you want in the Ticket time slots section of your form configuration.

You can set an allocation for each time slot. This limits the number of people who can attend based on this time slot.

The time slot is stored on the ticket record that is created when someone buys a ticket.

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link Collecting information about your attendees

The Ticket holder details section in your form configuration allows you to collect information about your attendees. The section provides a list that corresponds to your ticket options and allows you to choose the fields that you would like to collect for each of these options.

You can add any fields that appear on either Person or Event attendee records. These fields will appear on your form and can be filled in.

For example, you can include a dropdown for collecting dietary preferences for each of your attendees, or add an option for them to provide their t-shirt size for a challenge event.

For multi-person ticket options, the form will show a space for details to be entered for every attendee. Understandably, the person buying the ticket might not have all of these details to hand - so you can make these details optional.

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link Ticket allocations

There are two places where you can set the number of tickets which are available:

  1. At the form level. This is the grand total of people who can attend.

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  1. At the time slot level. This is the total number of people who can attend with a ticket with that time slot.

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help_outline Tip: This availability can be a little confusing because one ticket can allow multiple people to attend. Remember, your allocation is the total number of people who are allowed to attend, not the number of tickets that will be sold.

Your event registration form will automatically take care of making sure that people cannot buy more tickets than are available (both in total and at the time slot level).

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link Making an additional donation

When someone registers for your event you can take this opportunity to ask them for an additional donation. This works in exactly the same way as a donation form.

You can choose whether to allow people to give additional donations in the Additional donations section.

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You can configure the donation amounts in the Donation amount section just as you would with a donation form.

Donations are created as entirely separate payments and charges in Beacon which makes it easier to track where payments are coming from, and to claim Gift Aid on them where you might not be able to for your ticket sale.


link Acknowledging event registrants

When someone registers via a Beacon form, Beacon immediately sends an acknowledgement email to them.

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You can customise the subject and content of this email, as well as the team member who the email is from in the acknowledgement area of the form settings. A special field called {{{tickets_summary}}} provides a convenient summary of all of the tickets that have been purchased that can be included in this email.

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link Getting notified

It can be useful to know when someone has made a new registration through one of your forms.

In the 'Notifications' section, you can customise who receives email notifications from Beacon each time a registration is made, as well as the subject and content of the email.

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link Fixed data

When event registration forms are submitted, we automatically create the relevant records in your Beacon database. There's no manual entry.

The fixed data section allows you to set extra fields which will always have the same values. They are not added by your event attendees, they are added automatically by Beacon.

When new records are created via a Beacon form, Beacon sets the fixed data on each record created (as well as the data that comes from the form).

You can customise the fixed data that Beacon sets to fit your needs.

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For more details on customising forms, see our main forms guide.

link Frequently asked questions

link Can I set up regular events?

No. This isn't something that is currently supported.

link Can I collect different details for a multiple-person ticket?

No. You can collect different details for different ticket options but the details collected are the same for all attendees. Consider making your ticket holder details optional so they can be skipped.

link How do I refund a ticket?

There is no automated way to refund tickets. You will need to refund, or partially refund, the payment manually in stripe.

Yes! You can link to your terms and conditions in the 'description' field of any section of your form.

link Can I ask ticket purchasers to cover the cost of ticket fees?

Not yet. But we'll be adding this soon!

link How much are ticket fees?

Ticket fees are the same as other Beacon payment fees and it depends on your plan. You can see the fees for different plans on our pricing page.

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