Process

1. The guest submits a booking request, resulting in a booking with the status "Requested" being created. The guest receives a notification informing them that the request is being processed.
2. For internal events, the responsible ticket coordinator can review and approve the booking. This changes the status of the booking to "Pending." The guest receives the notification "Booking request confirmed by ticket coordinator." This step is omitted for events without ticket coordinators. The ticket coordinator can also create the booking request on behalf of a guest.‍
3. The admin is responsible for the final approval.‍
   1. The admin confirms the registration, changing the booking status to "Confirmed." The guest receives the notification "Booking request confirmed"; or
   2. The admin rejects the registration, changing the booking status to "Declined." The guest receives the notification "Booking request declined."

Note: Ticket coordinators
Each account can be assigned a ticket coordinator who can book events with bookings on request or approve bookings on behalf of users. However, approval by ticket coordinators only changes the booking status to "Pending." Final approval must be given by an event operator, event admin, workspace admin, or platform admin. Ticket coordinators can only be assigned to contacts associated with an account. For events not restricted to accounts (external events), approval is done only by the admin. See ticket coordinators for bookings on request.

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Admin role for bookings on request

Create an event with bookings on request

1. Log in to admin and create an event
2. Open event settings and activate bookings on request
3. Configure the event

Tickets for third-party events: Special settings

Tickets for external events are ticket quotas that may be distributed within the organization. Specific settings need to be considered to configure these tickets correctly.

• If the offer should be bookable multiple times, the options must be created as “Multi-bookable options”. Guests can then specify the desired number of tickets.
• In order for guests to be able to purchase several different tickets, the “Bookable multiple options” selection must be selected.
• Where possible, the market price should be given to capture the actual value of the ticket. In addition, it is useful to provide the cost breakdown for guest tickets (composition of the market price in catering, packages, rent, tickets, etc.).

Monitoring and managing booking requests

After a guest or ticket coordinator has booked, an admin must confirm the registration. Only then is the registration considered confirmed, and the guest receives a booking confirmation.

Viewing which bookings need review as an admin

1. Log in to the admin area and select the corresponding workspace
2. Open bookings, set filter to "Requested"

Viewing feedback from ticket coordinators as an admin (Internal events with accounts only)

If a booking request has been approved by a ticket coordinator, this is visible in the booking ("Approved by"). The admin is also listed after approving the booking.

Accepting or declining a guest's booking request

1. Open the event in the admin area.
2. Open bookings and select the desired booking.
3. Confirm or decline the booking.

Downloading delivery note(s)

1. Open the event in the admin area.
2. Open bookings and download the delivery note of a booking via the action menu (three dots).
3. To download multiple delivery notes at once, select the desired bookings via the checkbox and download multiple delivery notes at once via the blue banner.

Note: Activate delivery notes?
Delivery notes can be activated on the workspace for all events of the workspace.