You are a small or medium scale event organizer. And part of your job is to manage the entry of guests to your event.
Yet the conventional paper-ticket system in hand has many challenges.
Firstly, many unauthorized people can enter your event as the tickets are easy to duplicate.
Secondly, it takes time to manually check the ticket of each attendee. If it’s a large event, this can result in long queues, spoiling the guest experience.
Thirdly, it is not possible for people to re-enter the event once their ticket is checked. Many event organizers provide hand bands for this purpose. But, that will be an additional cost.
Fourthly, it becomes difficult to track the footfall of the event. This is because with paper tickets, counting is tedious. Also, the efficiency of the guards at the entry becomes hard to discern.
Lastly, in most cases, you need to commission a ticket management service provider. They help you design, print, and distribute tickets. This can prove expensive, especially for small scale events.
But the good news is that you can actually resolve all these challenges.
With online software-as-a-service (SaaS) tools and smartphone technology, it is now extremely easy to create tickets on your own.
In this article, we will show how to design, create, distribute, and authorize tickets. In addition, we’ll also show how to easily track attendance in real-time.
A. Secure Event Tickets using QR Code Technology
Using this technology, it is possible to generate secure single-use event tickets. Here is how the process works:
1. Using an online ticket generator, the event organizer creates event tickets that are QR Code based tickets. Each ticket has a QR Code encoded with a unique ID or a serial code
2. The organizer has the option to either download the tickets in printable formats (PDF) or directly email the tickets to guests.
3. The event organizer then needs to download a mobile application (Google Play or App Store). Using the application the organizer or invited coordinators can scan tickets to check validity—valid, invalid, or duplicate.
4. Using the online ticket generator dashboard, the organizer can get reports on event attendance.
So using QR Code-based tickets via online tools, it is not only easy to manage entry but also it is affordable. Plus, this way you can create event tickets to ensure security.
B. How to Generate Event Tickets with QR Codes
Now comes the actual question— how to make QR Code-enabled secure tickets.
Using the tool Ticket Generator for demo purposes, here are some easy steps that you need to follow to create event tickets:
1. Create Event
To create your event, go to Ticket Generator and first, create an account. All new users get first 10 ticket credits (1 credit = 1 ticket) free of cost. These credits will allow you to easily test if the tool meets your requirements.
Next, from the Create Tickets dashboard, click on the first option—Create/Select event.
For first time users, click Create New Event.
To create your event, you need to fill in the following details:
- Event Name (maximum 50 characters)
- Date & Timings
- Ticket Activation Date & Time: Event coordinators will be able to validate tickets only after this specified time
- Venue (maximum 75 characters)
Note that these events details will be printed on the tickets as well. So enter content accordingly.
Once event content is final, click on Create.
The event will be created and selected. You can then proceed to the Design and Generate Event Tickets section.
2. Design and Generate Event Tickets
This section allows you to customize the design of your ticket as well as add more information. So, you can create event tickets with a design that suits you best.
a. Ticket Background
Under this feature, you can design and edit the background in two ways.
- Background image: You can add a background image by either uploading it from the system or by pasting the image URL, in PNG, JPEG, or JPG format. The image size should not exceed 5 MB
- Background Color: You can also add a solid background color by either specifying a HEX Code or a CMYK color.
b. Brand Logo
You also have the option to upload a brand logo. You can either upload the image from your system or paste the image URL in PNG, JPEG, or JPG format. The image size should not exceed 5 MB.
c. Additional Event Details
In addition to the event details added previously, you can also add:
Event description, tagline, or any other useful information: Note that this information will go directly under the event title. The information should not exceed 100 characters
Note: This could be terms, disclaimers, etc. This information will go on the bottom of the ticket. Specify a maximum of 100 characters for best results
d. Variable Information
Ticket Generator also gives the option to add variable information that will be unique to each ticket.
There are no restrictions here and you can add any data as long as the number of data points do not exceed 5.
Commonly used data points are—guest name, ticket price, seat number, seating row, seating section, and hall number.
You can upload a CSV or MS-Excel with the data that will go on each ticket. Here is a useful guide on how to create the variable information document.
Once you have finalized the design of the ticket, click on Preview. You will see the layout of your ticket with the QR Code and a serial code number beneath it.
If you wish to make any changes, click on Edit. If not, proceed to the next step.
3. Download/Email Tickets
You will see two options on top of your ticket preview:
a. Generate & Download
Here, specify the number of tickets you want. Note that this option will be auto-filled if you have specified variable information. Then click on Generate.
A window will pop up asking your confirmation of the ticket design and responsibility. Within the same window, you will be able to see the number of tickets and ticket credits available.
Using this option, your tickets will be generated in PDF format (1 PDF per ticket) and will be available for download in the Manage Events section.
Here is an image of a sample ticket:
b. Generate & Email
Instead of downloading the tickets and printing, you also have the option to directly email the tickets to the recipients—provided you have the email addresses.
Using this option, you can type/paste upto 1,000 email addresses.
You can also customize the email subject, body, and reply-to option. You can test by sending a sample email.
C. How to Validate Event Tickets
In order to validate tickets generated from this system, you need to download the Ticket Validator app. You can either download it from Google Play or can ask for the app link that will be sent to your email.
Once you download the app, you need to follow these simple steps:
1. Login to Ticket Validator mobile using the ID and password of your Ticket Generator account
2. Select the event you want to test the tickets for. Choose Sample Event if you want to test how the responses will appear. Sample tickets are available in the Test Tickets section of the Ticket Generator web application
3. Point the scanner towards the QR Code on each ticket and check the response—valid, invalid, or duplicate
Note that in case the QR Code on the ticket gets worn out due to water, dust, or any other reason, you will still be able to validate the ticket. This can be done by entering the unique serial code printed beneath the QR Code.
D. How to Manage and Track Event Attendance
You can easily manage event attendance and track real time analytics of your event. You just need to follow some easy steps:
1. Add Event Coordinators
In case your event is being organized on a large scale, you can add event coordinators to help validate tickets at different entry points at your event.
For this, go to Ticket Generator Dashboard and click on Manage Events. You will see the details of event you have created so far. At the end of the table, you will see three dots. On clicking, you will see the option for Add/Edit Coordinator.
Here you can specify the email address of the coordinators. All coordinators will then receive an email invite and password. Using these credentials, the coordinators can login to the Ticket Validator mobile app.
2. Track Attendance
You can view analytics of your event from the Manage Event section.
From the list of events, choose the right event and view details. On the extreme right, you will see the option of View Analytics.
In this section, you can get the following data:
- Percentage of people who attended the event
- Number of tickets validated per coordinator
- Attendance on the different time periods (by hours, days) of the event
- Number of used, new, expired, and invalid tickets
- Number of duplicate and re-entry allowed tickets
You can also download the data in CSV format.
Why Analytics are important
The data that you export will help give you useful insights such as:
- Know the efficiency of coordinators at work: When you have the data of the number of tickets validated per coordinator, you can track the efficiency level of each coordinator
- Know the best timings for your event: Through Analytics, you can know the peak hour of your event. And then optimize your activities likewise. For example, you can keep the most engaging activity or the most favourable schedule of your event at this time.
So, by now you know that Ticket Generator is your stop—to manage entry easily, efficiently, and effectively.
With more than 90% of the population with smartphones now, use the technology for scanning QR Codes in order to provide smooth and secure entry to your event.
Create event tickets with QR Code now before any major event decisions are made.