9 Must-Haves That Your Online Ticket Management Tool Must Offer

For everyone in the shoes of an event organizer (be it an NGO worker, college admin, or even an individual), event security is one of your biggest concerns.

To achieve this, the most important factor is keeping trespassing in check. Any uninvited guests not only result in revenue loss but also put the whole security at risk. 

Hence, you’re looking for a smart online ticket management system. This should not only help take care of your event security but also manage entries, ramp-up entry validation, and more. 

Let’s get started:

A. A brief about online ticket management

It refers to the handling and management of ticket generation, distribution, validation, and analytics evaluation. 

And to do ticket management efficiently, you’d need a sound ticketing and management solution. 

Now, you may wonder about what makes a ticketing and management system a good choice. Well, in this article, we’ll discuss just that. Let’s get started. 

B. Features your event ticket management system must have

1. Ability to create functional and appealing passes

This one’s quite basic, right? Your service provider must help you make event passes that have all the necessary event-related information. For example, date, venue, timings, description, T&C, etc.

At the same time, it must also be able to allow you to add branding to the event tickets. It could be by designing them from scratch, by using a template, or even by using your own readymade template.

After all, event tickets are an important touchpoint for your guests. So make the most of them.

2. Management of ticket distribution

Created the tickets? Great!

The next step would be to hand them out. Now, you might want to do it the old way by printing the passes and then handing them out.

Or you might want to go digital by choosing to send the tickets via email, SMS, or WhatsApp. 

So your ticketing partner must be versatile enough to offer you flexible ticket distribution. 

3. Get registrations and automate ticket management

Let’s go a step back from event ticketing. You’d first need guests to attend your event in the first place, right?

And if your event is public, you’d need registrations.

So why not go for a solution that helps you get registrations while taking care of ticket generation too?

Look for a solution that helps you register the guests digitally. And against each registration you get, you must be able to create and share the event pass with the guests automatically.

After all, the whole point of using an efficient tool is to save effort and time. And if a tool doesn’t save you time or money, you shouldn’t be using it.

4. Receive payments with no hidden commissions

While we’re talking about registrations, it could also involve receiving payments in case the event is a paid one. 

Now, many tools help you do it. But most of them charge you a commission per sale or involve hidden charges.

In that case, how about you find a tool that lets you receive the sale amount straight in your bank account without deducting any commissions? Sounds great, right?

Well, Ticket Generator helps you do just that (just saying ;)

5. Secure your event by not allowing any trespassers 

Okay, so tickets are by the way meant to secure your event. With them, you’d expect only authorized guests to enter the event premises, right?

While that is the intent, many a time, that doesn’t happen.

Why? Because there are many ‘advanced’ tools that make it easy for ‘unwanted’ guests to duplicate or forge the original tickets.

But fret not. There’s one solution with which, no matter how hard one tries, tickets won’t get duplicated.

Enter QR Code-powered tickets. These QRs contain a unique ID which helps the event staff check if the ticket is valid, duplicate, or invalid. Isn’t that great?

Only the invited and genuine guests get to enter your event.

The best part? You don’t even need any expensive hardware (or even software) to do anything. With solutions like Ticket Generator, you just need to pay a nominal fee for the tickets you create and everything else comes for free.

6. Queue management with ease

A large event with careful ticket validation shall mean long queues at the venue, right? Well, NO!

With the QRs (that we just talked about), it hardly takes a second or two to validate each guest with the highest level of accuracy.

No room for manual errors either. With a simple scan, you get to see the ticket status (valid, invalid, or duplicate) right on your screen. And you can also get your fellow staff coordinators to help you.

This translates to very little to no waiting time for guests at the venue entrance (which translates to guest delight).

7. Scalable ticket generation at ease

Organizing a large event and need to generate high volume of tickets? No problem!

Just make sure your service provider helps you make (and send) tickets in bulk.

But wait. What if you’d need to add unique (variable) details (such as guest name, seat number, etc.) to each event pass?

In that case, your service provider must still help you create tickets in bulk while adding all the unique information. Yes, that’s actually possible.

8. Ability to analyze attendance data after the event

Say the event went well and is now over. The next step? It should be to analyze the attendance and ticket data. Why?

It’ll help you understand what went well and where you can improve in the future. It’s the key to organize better events in the future.

9. Multi-Channel Support

Lastly, with digital technology, you might have doubts about the tool or might sometimes even face issues.

So ensure that your ticket management system provides you ample support options such as Email, chat, or even phone (if needed).

By now, we’ve discussed a lot about online ticket management and what an ideal service provider must offer. Let us now see how to put such a tool in action.

C. Steps to generate and manage online tickets 

Through this article, we’ll learn how to use Ticket Generator and identify how to create tickets for your event (or any other occasion).

Let's get started.

1. Creating an event

Go to Ticket Generator and do a quick signup (don’t worry; no card details are needed). On doing so, you’ll get the first 10 tickets for free. Then, follow these steps:

I. Click on the Create New Event option and add all the essential information like event name, description, venue, or time.

II. Once you add all the information, click Create.  

2. Design and generate your vision 

Ticket Generator has a pool of options for its users to create and design their tickets.

Let us see each of them one by one: 

1. Avail the option to upload your Design:

If you decide on a custom or ready-made raffle design ticket, you can simply upload it.

Note: You can add essential variables or details to your tickets by clicking the + button.

Consider adding a catchy tagline or details such as event coordinator number, ticket number, terms and conditions, etc. 

2. Edit Design - and customize accordingly 

This option allows you to customize your tickets using Ticket Generator’s standard design.

You can add a logo, edit the background image on the ticket, and even edit its color.

3. Choose from templates 

Say you don't want to design an entire ticket. This might not be part of your plan, but giving it an amazing look cannot be missed! 

If you think the same, then this option is right for you. Click on the Choose from templates options to access this feature. 

Once you are done selecting a pre-desired design, you can click on Preview to glance at it.

4. Choose the medium for sharing tickets

Now that you have selected the ticket design and added the necessary features, click Done. 

You can look for a way to share your tickets from the subsequent options. 

Let's have a look: 

1. Generate Form Link: 

You can create a mobile landing page with this option for your tickets. You can even give it your custom touch by adding images, event descriptions, form fields, etc.

2. Generate and Download:

Using this option, you can create tickets and get their printable options(PDF). After downloading these PDF tickets, you can share them.

3. Generate and send: 

Using this option, you can try three options for sharing tickets:

1. Send via Email: You can send up to 1,000 tickets using this option. This option allows you to upload a file containing emails in XLS, CSV, or XLSX format. You can also manually type the emails in the given field.

2. Send tickets via SMS: You can send up to 1,000 tickets using this method

3. Send via Email and SMS: You can also access this option to send tickets to your guests if you want to use both mediums for sharing tickets.  

E) QR Code Tickets—how to validate and manage your tickets

Now that you have understood ticket creation and its multiple benefits while choosing a ticket management vendor, it is essential to understand the ticket validation system.

You know how QR Code ticketing works. Now, you also understand how to validate tickets created via Ticket Generator. 

NOTE: to save time, you can add your team members as coordinators to Ticket Generator. This will authorize them to validate tickets.

Now, let’s follow the following steps:

1. Click on the Manage Event section after you go to the dashboard

2. Now choose the event for which you want to validate your tickets

Then click the ellipsis button or the three horizontal dots, which you can locate under the More heading

3. Upon completion of the above step, click on App/Edit Coordinator

Carefully specify the email address of each coordinator. Next, each coordinator will receive an email invitation. Using it, the coordinators can install and log in to the Ticket Validator app on their phones. 

4. After installing the app, choose the event you want to validate tickets for 

5. Now, you just need to click on the Scan QR Code and begin with the ticket validation process!

F. Conclusion 

You’ve now learned about all the important features of an online ticket management system. It must have essential features like real-time tracking, automated notifications, and user-friendly interfaces to make your event planning seamless and manageable.

Also, make sure, that while your service partner comes with all the important features, it doesn’t burn a hole in your pocket. 

Still reading? Get started with creating your first event ticket, an opportunity to efficiently handle ticketing process, makes this online tool a reliable and efficient option for event management 

‍