This feature is only available as part of the sheepEvents module and if you have the box office as part of your license.

This is currently available for activation on request under beta conditions.

If you are unsure if you have this feature or would like to discuss adding it to your plan please contact support@sheepcrm.com

What are e-tickets?

E-tickets enable your event attendees to access a scannable (QR code) ticket to be used to validate their entry to an event. As the event organiser or front-of-house staff you can scan the QR codes via a mobile device to validate, mark attendance, and check other information in regards to the tickets and order.

User Instructions

How do I scan a ticket/order as an admin?

Step 1:

In order to start scanning tickets on the door and marking attendance you will first want to make sure you are logged into the sheepCRM on your device by going to https://core.sheepcrm.com, if you are not logged in you will be limited in what you can see or do once the ticket is scanned.

Step 2:

Once logged in, use your mobile device's camera (iPhone or Android if supported) or a QR scanner app to scan the QR code that the person presents to you, either on their phone or printed off if they decide to print it off.

Once scanned you will be taken to our tickets webpage where you can see the details of the scanned QR so you can validate the ticket and attendee and start marking attendance.

Tickets and QR Codes

We provide buyers/attendees with three different QR codes, see below the hierarchy and use case.

Order QR code This is for the full order (all tickets purchased by one buyer) Logged-in admins/FOH Once the order QR is scanned, you can see all tickets and all possible attendees from one place Links off to individual attendee pages in the tickets app if you need to see specific information on an attendee such as membership information.
Ticket QR code Logged-in admins/FOH Once a ticket QR is scanned, can see all possible attendees for that specific ticket and the details of that ticket Contains links to individual attendees in the tickets app Contains a link back to the order to see all tickets on the order
Attendee QR code Logged-in admins/FOH Once scanned, will only see the individual attendee (not all possible attendees) for a ticket Can go up to the ticket page to view all possible attendees if required Contains a link back to the order to see all tickets on the order Contains membership information if the attendee is a member.

How do I mark attendance for a ticket/order?

Once you have scanned a QR code and gone to the ticket page, you can easily mark the attendance by selecting the individual attendees via the check box next to their name or by selecting them all at once by pressing 'Select All' and then updating them to 'Attended' which is the default attendance option via the 'Update selected'.

You can also mark attendees as a 'No Show' by selecting the no-show option from the attendance field.

How do I reset attendance for a ticket/order if I make a mistake?

You can easily revert an attendance record by selecting the attendees and then selecting 'Reset' under the attendance options before pressing 'Update selected'.

How do I mark attendance for unallocated attendees?

If an attendee arrives with multiple attendees on their order or ticket and those people have not been assigned as a named attendee prior to the event or during the ticket purchase. You can back fill them as 'unknown attendees' at the time of scanning so you can mark them in as attended.

First scan the ticket. Scroll down to the attendees and click 'Fill' this will generate an unknown attendee slot which you can then mark attendance against.

How do I validate a ticket/order?

After scanning the QR code you can check the validity of the ticket if the domain URL is going to https://tickets.sheepcrm.com/.

How do I see if the ticket/order has been paid for in full?

After scanning the QR code you can check if an order has been paid in full, for example if the buyer had selected invoice as the payment method, by checking for a green tick with a paid-in-full message in the main details panel. Further down there will also be an order summary where it will include the balance (if there is any).

How do I check if the attendee is a member?

If an attendee is a named attendee and has a sheepCRM record after you click on an attendee from the order or ticket you will be taken to the attendee view.

If the attendee has an active membership record it will be displayed.

How do I get to the order in sheep from the ticket/order?

You can view the order in sheepCRM by clicking the blue link labelled 'Alpine' in the header.

How do I send a link to the order for a buyer if they contact us?

If a buyer contacts you and you need to send them a link to their order e-ticket, you can get that link from going to their contact side panel and on the order, click actions > Open in sheepTickets

How do I export a physical attendee list for backup purposes in case of connection problems?

You can export a spreadsheet with all named attendees before the event by going to the event via sheepCRM, and then clicking on attendees in the second navigation. From there you will see a table of all the named attendees and there is an option to export which will create a spreadsheet that you can download and print off.

Please note: Currently the attendee list from the event management area will not show all possible attendees if they are unallocated. We will improve this in an upcoming version.

Ticket buyers and attendees

How do buyers access their e-tickets/order?

Email

You can include links to both the order and individual ticket in your ticket_confirmation email template. Remember that currently the buyer will be the one that receives all of the emails and they will receive one email for each ticket type that they purchase.

You can add the following to your ticket_confirmation template.

View your ticket {{ticket.uri|ticket_link}}
View your order {{ticket.uri|order_link}}

sheepApp

Order confirmation page After purchasing tickets for an event on the thank you/confirmation screen there will be a button which will take them to their e-ticket for the entire order which contains the order QR code.
Event page After clicking on an upcoming event they have tickets for they will see a CTA in the top right with a link the main order e-ticket containing the order QR which shows all tickets and attendees Individual tickets on the left will have a button to the individual ticket QR containing all attendees for that specific ticket There is also a share ticket link to easily share the individual tickets with specific people, via email, whatsApp etc
Library Via the Library under 'Event Tickets' in sheepApp This will link to the main order e-ticket containing the order QR which shows all tickets and attendees

How do attendees print or download their tickets/orders?

Once the attendee or buyer has clicked on either the order or ticket link from sheepApp and they can see the QR code they can print that page at home just like they would any other webpage.

This will also allow them to save it to a PDF as well if they don't have a printer.

They can just show the webpage on their phone though upon arrival.

Can attendees show either the order QR code or a ticket QR code?

Yes, they can show whichever, the main difference is that if the buyer buys multiple tickets they can give out specific ticket QR links to the correct people.

Do attendees need to be logged into the sheepApp to view and validate their ticket/order?

No attendees do not need to be logged into the App to view their ticket.

sheepEvents: E-tickets