We know how important ticket sales are for every event. Different types of tickets, changing pricing periods, discount distribution, different registration flows for different groups of people. As an organizer, we understand your needs and the variety of scenarios perfectly.
The Meeting Application platform is a tool that lets you freely set up and run ticket sales. From this article, you’ll learn how to make full use of its features and configure everything so that sales and check-in on the day of the event look exactly the way you need them to.
Do you sell add-ons to tickets? Awesome! Find out how to set up an add-on and a workshop from THIS ARTICLE.
If the ticket has already been sold, the system won’t let you change the description, price, or availability period. You can only make changes to the ticket until the moment the first ticket is sold. We protect the interests of both Organizers (among other things, by ensuring legally compliant collection of personal data) and Event Participants (making sure that the scope of the ticket won’t be changed by the Organizer).
If the assumptions have changed and you want to continue sales under different rules, create a new ticket and hide the previous one using the toggle in the admin panel. Remember that a participant who bought a ticket with a specific scope has every right to use all the benefits they were entitled to on the day of purchase.
In the Admin Panel, in the CREATE → ACCESS tab, turn on the ticketed event options.
If your lawyer is still hard at work, sweating over drafting the Ticket Sales Terms & Conditions or the Privacy Policy – no worries! You can always come back to this step after you’ve already created ticket types, prices or availability periods. Legal isn’t going anywhere... 
let’s move on!
Be the Master of your Event and sell whatever you want, whenever you want, to whoever you want, for whatever price you want – basically just the way you want! 
Our platform is your ticketing system that you can configure completely on your own.
In the CREATE → ACCESS → TICKETS tab, there’s a panel waiting for you where you can freely configure sales on your own, according to your event setup.
We know that organizing some Events, apart from standard tickets or passes, requires an additional step of verifying applications from people who want to participate. For these Events, the ticketing in reservation mode with a request to participate will work great. You can learn how to set up this kind of sales option and how to manage participation requests in the article Ticket reservation.
Ah! And did we already mention that the money always goes straight to your account? So we’re mentioning it now: we never touch your money. And to make sure the funds flow into your pocket without any issues, remember to:
Set up payment methods and connect the key to the selected gateway. You can read more in this article.
Configuring the automatically issued invoice and proforma invoice. Here’s more about invoicing topics.
Additionally, in Settings you’ll find detailed sales configuration settings. How many tickets at once Participants will be able to buy is up to you, if you’re worried about reselling or shady competitors. You also decide whether to enable/disable invoice generation, the form for collecting information for issuing an invoice, and sending invoices in the case of distributing free tickets – it all depends on whether you want to use a separate tool for issuing invoices for sales and whether you even need to issue invoices when there are no financial transactions :) You’ll find these settings in the top right corner, next to Payment Methods.
Create the first ticket type by clicking 
.
After creating a new ticket, first fill in the name and description, e.g.: Early bird or Standard.
Next, fill in the ticket description that will be displayed on the event page. Make sure it’s clear so that it not only encourages people to buy, but also explains what’s included.
You can create a continuous description or a bullet-point description – see what they can look like on your Landing Page:
In the next step, choose its type.
Bearer ticket is a ticket that entitles the person who has it, holds it in their hand, to enter the event – no matter if it’s a printed pdf (we don’t recommend this) or an electronic ticket in the mobile app or in your email (the Planet is grateful to you! 
); it works like a cinema ticket: you’ve got it? Then you’re in!
In the Meeting Application, the email address of the person buying the ticket always lands in your contact database. Thanks to this, you can inform the buyer by email about the next edition of the event, send them a PUSH notification (if they downloaded the mobile App) in case of sudden changes, but most importantly – unlike other ticketing systems – you are the owner of the collected email addresses! 
The ticket is scanned using the check-in module in the App (available to event administrators), and the person admitted to the event appears in the quantitative statistics available to the Organizer.
Do you need to collect additional information in the registration form, such as T-shirt size or dietary preferences? This is only possible when selling named tickets.
A named ticket is one that has a specific first and last name on it, and that entitles only that specific person to enter.
Selling named tickets allows you to:
creating registration forms.
linking different forms for different types of tickets (e.g. a different one for an exhibitor, a different one for a participant, a different one for a speaker). You can find out more about the possibilities that forms give you in this article.
verifying the Participant's role at the event, tagging functions, granting access.
check-in with the option to print name labels for badges
controlled transfer of tickets between participants
sending personalized email messages
identity control, thus ensuring greater security on the day of the event at the reception stage
Choosing a named ticket requires participants to provide their personal data at the ticket purchase stage – depending on the nature and scale of your event, take into account how choosing a bearer or named ticket will affect the check-in process and the nature of the reception.
This is a document without which it won’t be possible to sell tickets. Our system requires the Administrator to define the terms and conditions for ticket or add‑on sales. Such terms and conditions protect not only buyers but also the Organizers themselves.
Meeting Application lets you add various sets of terms and conditions to the system, dedicated to specific sales, e.g.: Terms and Conditions of Ticket Sales; Terms and Conditions of Add‑on Sales; Terms and Conditions of Digital Service Sales. All you need to do is configure the consent texts to be shown at the purchase stage and then select the right document from the drop‑down list.
You can learn more about the Terms and Conditions of Sale and other consents in the article on Consents for Event Participants.
When selling tickets on the Meeting Application platform, you can create any number of registration forms dedicated to a given group of people or ticket type so that you collect all the necessary information from participants already at this stage. Stay up to date with dietary preferences or T‑shirt sizes long before the event. This way, you’ll be able to properly plan production or the layout of % diets in the menu for the evening banquet.
From the drop‑down list, choose the form you created earlier that you want to assign to the ticket you’re configuring. You can find out how to configure registration forms and about all the options they offer, HERE.
Each participant of your event can have a user group assigned. Based on groups, you can set the visibility of event content, e.g. a separate info channel for participants with the group tag “Speakers” or “Exhibitors”, or reveal components with premium features of your event only to “VIP” participants.
Here you can choose which group will be assigned to every participant after buying a given ticket. So when configuring e.g. “Standard Ticket” you can set that every participant who buys this ticket gets assigned to the “PARTICIPANT” group, and people who buy the “VIP Ticket” get a different one, e.g. “VIP”. Segmenting participants lets you create dedicated communication channels or views of specific components dedicated to a selected group of people.
You no longer have to worry about configuring new tickets for each pool! Setting a sales availability period gives you full freedom and control over what price, what discounts, and what add-ons apply to sales in a given period of time.
By default, the availability period includes a start date and an end date, but our system lets you leave these fields empty if you don’t plan to differentiate prices or available add-ons for tickets available in different time periods – the ticket can then, for example, have only the start of the sales date, only the date when it’s no longer possible to buy tickets, or have neither a start nor an end – then they’re available all the time from the moment of publication until the end of the event or until you manually disable them from sale.
After filling in the start and end dates of the sales period (or leaving one or both of these fields empty) click the blue plus next to the fields, to move on to further configuration.
We know there are situations when, as an Organizer, you’d like only a very specific group of people to get a certain type of ticket, without making this information available to all event participants – for example, you’re organizing an evening banquet and you’d like only a few people to have the chance to get an invitation. And that’s exactly what the ticket distribution method setting allows you to do!
When you choose the “No restrictions” option, the ticket will be visible on the Landing Page to all users who have access to the Landing Page. The ticket will be available for public sale.
If you choose the “By group” option, a given ticket will only be available for purchase to users who have an account in Meeting Application and already have a specific user group assigned to them. This option works well if you import event users yourself, knowing their email addresses, and already at this stage manually assign user groups to some participants. For example, for an invited participant who was assigned to the “Banquet” group during import to be able to get a ticket to the banquet, it’s enough that they log in or create an account in Meeting Application and the ticket will be visible for them on the Landing Page. Easy, right?
The “Link only” option lets you distribute tickets only via a link – it gives the Organizer full freedom in terms of how and to whom you want to give the option to buy a ticket for the event. You can also adjust the link text yourself – it just can’t contain capital letters or special characters, and at any time you can go back to the automatically generated link by clicking the gear icon.
This field lets you set the maximum number of tickets available for sale. Ticket sales limited by quantity work on a “first come, first served” basis and help you avoid overbooking – we know how big a responsibility Organizers have when it comes to respecting limits on how many people can be in the venue or event area at the same time, so by adjusting the number of available tickets to the space limits of your event area, you’re also taking care of your participants’ safety.
Time for the most important part – prices! Our system immediately calculates the net or gross price based on the VAT percentage you enter. All you need to fill in is the VAT and either the net or gross price.
If you’re planning to sell tickets in several currencies, first make sure you’ve configured the right payment methods that let you sell in multiple currencies. Once everything is set up correctly, you’ll be able to add another currency using the “Set price for another currency” button.
In this field, you can choose the discount codes that participants will be able to use when buying a given ticket. If you haven’t configured them before, you can do it at this stage by clicking the blue plus icon. Each ticket can have an unlimited number of assigned discounts or discount groups.
A bulk discount is simply a discount on the whole cart when buying several tickets, e.g. when you buy 3 tickets you get a 10% discount on each of them. Just like with discount codes, you can also create bulk discounts directly in the ticket configuration by clicking the blue plus icon.
The admin has three ways to assign a ticket to a participant in the admin panel.
1. Importing multiple users from a CSV file
Go to the MANAGE > USERS tab.
Click the Import users button.
Select the .CSV file with the list of participants with information and ticket ID in the ticket_ids column. You can find ticket identifiers in the ACCESS > TICKETS tab.
Confirm the import and each user will get an email with the ticket assigned for the event.
You can learn more about preparing a file for import from THIS ARTICLE.
2. Adding a single user together with a ticket
Go to the MANAGE > USERS tab.
Click the icon to add a new user (person with a “+”).
Fill in the participant’s basic details (first name, last name, email).
In the Ticket field, choose the right ticket type from the dropdown list.
Click Import – the user will be added to the event with the assigned ticket.
3. Assigning a ticket to a user who is already on the event’s user list
Go to the MANAGE > TICKETS tab.
Click the Issue ticket button.
From the dropdown list, select the user who is already in the MANAGE > USERS tab.
Choose the ticket type and the ticket language.
Click Import to assign the ticket to the selected person.
After a successful registration or purchase, the participant receives a ticket as a PDF file attached to a system email. It’s generated automatically based on the data you entered in the admin panel.
What exactly is on the PDF ticket?
Event name (e.g. AI Summit): Pulled automatically from the name entered in the Create → Basic info tab.
Event date: Start and end date, also taken from the Create → Basic info tab.
Personal data: First name, last name and email address of the ticket holder (for personal tickets).
Location: Event location provided in Create → Basic info.
Ticket type (Additional information): The specific name of the ticket that the participant bought or received (e.g. VIP Pass), exactly as it was configured in the Create → Access → Tickets tab.
Ticket price: The value of the ticket for which it was purchased.
Payment ID: The transaction number taken directly from the payment gateway (e.g. PayU, Stripe, Autopay) or from the paid proforma invoice.
Buyer details: Email address of the person who completed the cart transaction (if the ticket was bought for someone else). If the ticket was assigned by an admin (e.g. via CSV import), the email of the organizer/admin assigning the ticket appears here.
QR code: The most important operational element! The same QR code will be available to the participant in the mobile app. After showing it at the reception, the staff can verify their identity (check-in) in a few seconds and optionally print a personal badge.
Want to know more about handling reception? Check out THIS ARTICLE.
Want to check if a given person had their ticket scanned and was at the event? Go to the MANAGE > TICKETS tab, find the attendee on the list, and then check the CHECKED-IN column.
Want to download entry stats and check the exact time an attendee was let into the event area, or filter entry stats? Click Export all, open the downloaded document, and check the info you’re interested in.
Ticket refunds are processed in line with the rules set out in the Ticket Sales Terms and Conditions for a given event. If your sales terms allow ticket refunds, the attendee should follow the described refund procedure.
After accepting the ticket refund request, the Organizer contacts our team via the chat available in the bottom right corner of the page.
In the message, they need to provide the information available in the MANAGE → TICKETS tab, i.e.:
ticket holder’s first and last name,
email address,
transaction ID.
Based on this, we revoke the indicated ticket in the system. What does that mean?
the ticket disappears from the “My tickets” section on the landing page and in the user's mobile app
the attendee may still have a PDF with the ticket in their mailbox, but it’s no longer valid,
during check-in on the event day, the app will display a message that the ticket doesn’t exist, so the reception staff won’t let in anyone using a returned ticket.
At the same time, refund the attendee’s money:
if the payment was made by bank transfer based on a pro forma invoice, the refund is made via a return transfer;
if the payment went through PayU / Autopay / Stripe, you issue the refund directly from the payment gateway.
If the attendee received a VAT invoice, you also need to issue a correcting invoice. You can find details about invoices issued by the system IN THIS ARTICLE.
Have a great event with Meeting Application!
