Event Ticketing: Setup and Entry

This page describes the workflow for admission tickets from setup to entry on the day of the event. It is about event ticketing; support requests in the customer portal are a different ticket system.

German labels

The ticket scan screen at the POS and the entry-related settings are labelled in German on every system. This page therefore gives those labels in the German original, followed by a translation in brackets.

What the module is intended for

For one-day events with online advance sales, a quota of tickets and entry control at the door. Before the first sale, ticketing, the opening hours of the guest page and at least one online payment provider must be set up; the online shop (online ordering) is not needed for this.

Supported are:

• online purchase via the normal cart, with tickets issued only after confirmed payment
• a unique QR code and PDF per ticket
• one quota per ticket article and event day, optionally with overbooking
• group purchase, cancellation, refund, expiry and end-of-day figures
• entry check with protection against double scanning
• optionally free drinks, free credit, cloakroom and disco admission group
• personalised tickets with the name of the person ordering

What the module cannot do

These points belong in the planning of an event:

• A sale at the normal box office/evening till does not create a scannable ticket. Scannable tickets are only created via the online shop.
• There are no seats, seating plans, price categories, date-based prices, multi-day tickets, season tickets or guest lists.
• With a personalised group purchase, the same orderer's name appears on all tickets. The shop does not record individual participant names. The name is not automatically checked against an ID at entry.
• The tickets of a group are cancelled individually.
• A ticket is always paid in full online. There is no deposit or partial payment.
• Technically, an event day lasts until 06:00 on the following day. A ticket is always valid for exactly this business day.
• Entry needs a network connection to the DiKAS server; there is no offline entry. For very large events, try out entry in advance under realistic load.
• Apple Wallet and Google Wallet are not supported. The proof of entry is the PDF or the QR code.

Setting up ticket articles

1. Enable ticketing under Admin → Settings → Operations.
2. Under Admin → Articles create an article and choose the article type Ticket.
3. On the Ticket tab set at least the quota per date.
4. If needed, configure personalisation, group purchase, time slot and included extras.
5. Under Admin → Online-/QR-Einstellungen (online/QR settings) set up the opening hours of the guest page and Stripe or PayPal.
6. Before selling, carry out a complete test purchase with test payment, PDF and a trial scan.

An article of type Ticket cannot be bought in the ticket shop without a saved ticket configuration. Without a capacity value there is no reliable display of the remaining quantity.

Purchase route for guests

1. In the online shop the guest chooses the ticket, the event day and the quantity.
2. They enter name and email address and complete the online payment.
3. After confirmed payment the system creates the receipt and then the tickets.
4. The guest receives a separate QR code and a PDF for each ticket.

Tickets are sold exclusively via this normal cart and payment route.

Entry and control screen

For pure event tickets the route is:

1. Open POS → Menu → Ticket-Scan.
2. Read the QR code with Scan with camera (phone, tablet or webcam) or with a scanner, or enter the code.
3. Choose "Prüfen" (check). The check shows validity, event, date, time slot, ticket status and guest name.
4. If the result is valid and the guest is actually admitted, press "Einlass" (admit). Only this step invalidates the ticket; "Prüfen" alone invalidates nothing.
5. A further entry attempt is rejected as already redeemed. Checking again with "Prüfen" before entry, on the other hand, is allowed.

If the disco module is active, the QR code is checked on the admission page; after that the disco card must be scanned or placed on the reader. Without a card there is no disco entry. Nothing is charged again: the ticket price includes the admission already paid.

If "Geschlecht am Ticket-Einlass abfragen" (ask gender at ticket entry) is enabled on the ticket article, staff record M/F. Without this setting the statistics value is recorded as not specified. Only then is "Einlass" confirmed: the ticket is invalidated, the card is opened and the admission group, free drinks, free credit and cloakroom entitlement are transferred to the card. If the cloakroom is included, exactly the first cloakroom booking is free of charge.

For personalised tickets, entry staff compare the displayed name manually with an ID if needed. The system makes no automatic identity decision.

Sales figures and open tickets

Admin → Tickets offers four tabs:

Tab	Content
Tickets	List and search by number, article or guest; filter by status and period
Capacity	per date and ticket type: sold, maximum and still available
Statistics	sold, checked in, open, cancelled, expired, refunded and revenue
Configuration	Overview of the ticket articles and their settings

Open means: paid and issued, but not yet checked in. Cancelled, refunded and expired tickets do not count as open admissions.

Cancellation, refund and closing

A purchased ticket can be cancelled within the configured period. This frees up the quota place again. A refund is only possible after the cancellation and creates a fiscal reversal receipt. Tickets not redeemed are automatically marked as expired after their event day. The end-of-day closing shows online sales, entries and refunds.

Check before the first event

• Ticketing and ticket articles are active; configuration and quota are saved.
• Guest page and payment provider run in the correct operating mode.
• A real test purchase creates receipt, QR and PDF; no ticket is created before payment confirmation.
• The entry screen accepts the ticket once and blocks the double scan.
• Admin → Tickets → Capacity/Statistics shows the expected sales and open figures.
• Cancellation, release of the quota and refund were checked with a test order.
• Staff know the manual name check and what to do in case of network or scanner problems.

Technical details and endpoints are described under Ticketing (technical). Secure embedding into a customer website is described in Embedding ticket sales in your own website.