You can now add access and promo codes at both the event level and the ticket level of events all in HQ! To go through the code creation process, it is best to create the ticket types that you would like to sell on the event first, and also default ticket types will populate as well. To begin the code creation process, please follow the steps below.
Creating Access Codes
1. Follow the normal event creation flow. If you need guidance on creating, please take a look at this article.
2. The code feature will show on the "optional" page, as codes on an event are not required.
- You will have two options to start with; Attendees need a code for event entry (event level access codes) | Attendee’s code differs by ticket type (specific code for specific ticket types)
- Ticket types should be created before adding codes to your event (if codes are attached at the ticket level).
- You will also have the option to create a ticket from the code creation screen as well.
- Default ticket types can also be used for access codes on events.
- You will have the option to create your codes or submit a file upload manually.
- You can upload codes to a ticket type manually or by file upload just by selecting the ticket type you want the code associated with.
Creating Promo Codes
Manual code creation
- Either enter the limit a code can be used or drag the bar for the desired limit amount.
- Start and end dates for code duration (optional).
- How many codes do you want (total amount).
- Without checking the “randomize codes for me” box, school users must enter all codes on the right-hand side of the screen.
- With the box checked, codes with be generated six characters long with capitalized letters and numbers.
- After codes are generated, you can go back and add more to the existing codes if needed.
- Code created on an event level will be attached across all ticket types that are created.
- Code created will have to be different for each ticket type you want codes applied to.
File upload code creation
- Make sure the ticket type you want the codes uploaded to is created on the event before adding codes, which mean the event will need to be created first, and you will have to go back in and add your codes.
- Can also use default ticket types.
- Also, have the option to create a ticket type from the code creation page.
- You can use the provided excel template and enter the required information, which is the code, & the limit. The end/start time is not required.
- You can use the ticket name to have the codes associated with the correct ticket. Spelling, punctuation, and spacing must be exact to work correctly.
- For codes to work across multiple ticket types, they will have to be applied to the event level, not on the ticket level.
- For the code to be attached to the ticket type, the codes would need to be different for each ticket type. You can request codes to be uploaded to specific ticket types by a support agent.
Managing Your Access Codes
- Once the codes are created, you can click “view access codes,” which will show you all the access codes on the event.
- To manage and see which codes have been used, you must go to the manage attendees section to see if a code has been used.
- You can download a list of all the codes.
- In the downloaded file, you will have a code column, the limit, and every ticket name/id to which the code is attached.
- When you click on the code itself, you can see if the code has been used, delete a code, remove a ticket type a code is applied to,
- Can edit a specific code limit (if a code has been misused) or the start and end time of that code.
- Can search by specific code, either by a letter, number, sequence of both, etc.
- Can filter by ticket type to search for code associated with that ticket type.
- Can edit all codes attached to a specific ticket type.
- Will override any individual code setting.
- Can create more codes from this screen as well.
Key Callouts for Access Code Creations
- 150 is the limit a code can be used; the transaction level limit is 150.
- Codes can be attached to multiple ticket types at an event level. The limit attached will differ in how codes are used across various tickets. For example, with codes attached to the 4-ticket option on the same event with a limit of 2, the user will have to choose only two tickets to apply to, and the code will no longer work after the limit is used.
- Randomized codes use capital letters and numbers for codes, no symbols.
- no explicit words will be randomized.
- When using student IDs or specific codes, suggest using file uploads instead of random codes.
- Codes manually created on an event level will be attached across all ticket types that are created. For codes that are created manually on the ticket type, the code will need to be different for each of the ticket types codes are attached too.
- To request promo codes that give a percentage or specific $ amount, please reach out to a support member by filling out the code Jotform attached.
- Using event level template won't work on ticket-level uploads, and the ticket-level upload won't work on the event level for file uploads.
- Tickets will be controlled by the overall limit of the code that is being used across events or ticket types. (both promo/access codes)