Ticket sales and admission with QR codes

Ticketing lets you sell admission tickets for an event directly through Univents: buyers pay online, automatically receive a PDF ticket with a QR code by email, and your team scans the codes at the door — from a computer, a phone, or a link that needs no login at all.

Setting up ticket sales

1. Open the event and switch to the Tickets tab.
2. If no sale is set up yet, click Set up ticket sales.
3. In the Ticket sales dialog, four sections define what buyers see and can buy:
   • Event overview: cover image and description text for the public sales page.
   • Tickets: use Create ticket to define a ticket type with Price (gross), VAT rate, an optional Capacity (empty = unlimited), and a description. Add multiple ticket types individually (e.g. "Early bird", "Door price").
   • Extras: optional add-on products buyers can add to their ticket (e.g. drinks).
   • Sales: an optional Total capacity across all ticket types, plus the toggle between live and draft. Once the page is live, this section also shows the public link and Copy embed.
4. For further settings (payment methods, questions, customer portal) open the full booking-page editor via Advanced settings.

If no payment provider is connected yet, the dialog shows "Payments not set up — tickets can't be sold." with a link to the payment integrations.

Once set up, the header shows the status (live/draft), the public link, Open page, Copy embed, Edit, and the Admission mode button for the door.

What the buyer sees

The public sales page is a dedicated event page: the cover image on top, the event name, date and venue below it, and a fixed ticket panel next to them with the starting price ("From …"), every ticket category with quantity selection, and the buy button. The event description appears as an expandable Overview, add-on products as Extras below it; the address (with a Google Maps link) and the organizer sit at the bottom. On mobile, the buy button lives in a fixed bar at the bottom edge. After paying through the connected payment provider, the confirmation page shows the order summary (ticket count, total, reference) and the note "Your tickets will arrive by email in a few minutes."

How the tickets arrive

After successful payment, Univents automatically creates one ticket per purchased seat, each with its own QR code. Shortly after, the system sends an email with two attachments: the ticket PDF (one page per ticket with a QR code) and a receipt PDF listing all line items.

Both the ticket PDF and the email state the event's date and venue. The venue comes from the event's linked location or — if none is set — from the address on the event itself; if both are empty, the line is omitted. So enter the address on the event before you open sales. A time is deliberately not printed on the ticket: in Univents an event's start and end time covers the whole period including setup and teardown, so it is not the time guests should arrive. For now, communicate the admission time in the ticket page's description text.

The ticket PDF and email are rendered in the workspace language (Settings → Content language), not the buyer's browser language. If the email doesn't arrive or gets lost, you can trigger it again using the Resend button in the ticket list; a status icon there shows whether an email is queued, sent, or failed.

Admission: scanning tickets at the door

There are two equivalent ways to reach the same scanner for admission:

• In the workspace: Tickets tab → Admission mode button (also reachable from the mobile admin view).
• Without login, via link: In the Scanner token section on the Tickets tab, use Create token to generate an access link (valid 7 days, reusable, revocable at any time) — share it, for example, with door staff who shouldn't need a workspace login of their own. An invalid or expired link just shows "Link invalid", with no further hints.

The scanner shows a live counter "{{checkedIn}} / {{sold}} checked in", a flashlight toggle, and a Enter code manually option in case scanning itself doesn't work. After each scan, a large result briefly appears:

• green "Valid — checked in", with name/ticket type if available
• amber "Already checked in at HH:MM" on a second scan of the same ticket
• red "Invalid code" for an unknown or wrong code

Returning and refunding a ticket

In the ticket list on the Tickets tab, every valid ticket has a Return action. The dialog shows how many tickets are affected, which amount would be refunded and to whom.

The seat frees up immediately. As soon as you confirm, the ticket becomes invalid, can no longer be scanned — and stops counting against your capacity. The public sales page offers the seat again right away.

The refund is optional and runs inside Univents. Refund the amount is pre-selected in the dialog; clear it and the ticket is only returned, with no money moved. The amount follows the returned tickets: return single tickets of an order and their share is refunded; return every open ticket of an order and the full remaining amount goes back.

Returning and refunding are decoupled. The seat is always released immediately, even while the payout is still running. The ticket's status column tells you where the refund stands:

• Refund under way — accepted but not paid out yet (your payment provider may take a few days). Don't promise the guest a completed refund at this point.
• Refunded — the money has left.
• Refund failed — the ticket stays returned, the seat stays free, and the row offers Retry refund. Retrying never pays out twice.

Tickets without an online payment (free or cash tickets) simply have no money section — you can still return them.

Who may do what? Anyone who may edit events can return a ticket. Issuing the refund additionally requires the billing permission. Without it you can still return the ticket — the refund part is hidden.

Did you refund directly in your payment provider? Then the tickets deliberately stay valid — nobody should lose their entry pass without being asked. Instead a notice appears above the ticket list ("A refund was issued in Stripe …") with a Return now button that returns exactly those tickets without moving money a second time.

Issuing complimentary tickets

Press, sponsors, your own staff, competition winners: guests who don't pay still get a proper ticket with a QR code.

In the event's Tickets tab, click Comps. In the dialog you pick the ticket type and enter the guests — either one at a time (name, email, quantity) or as a list when there are several:

Maria Example;maria@example.com;2
Tom Sample;tom@example.com

Semicolon, comma and tab all work as separators. Without a quantity, one ticket is issued. An Excel header row is skipped automatically. Before issuing, the dialog shows how many guests it recognised and which line it could not read — the invalid lines don't hold up the rest.

After clicking Issue, every guest gets the same email a buyer would, with the same QR-code ticket attached. Instead of an amount, the email says "Invitation".

Complimentary tickets count against the capacity. If your room is set to 200 seats and you issue 20 comps, 180 remain for sale. If you want to sell 200 and give away 20, set the capacity to 220 (in the ticket sale editor or on the ticket type).

If no seat is left, no ticket is issued for that guest and the dialog says "Sold out" — guests already issued from the same list are unaffected.

In the ticket list every complimentary ticket is marked Comp, so you don't mistake it for a sale when reconciling revenue. Cancelling works like any other ticket and frees the seat again. There is no refund for a complimentary ticket — nothing was paid.

Capacity and utilization

Each ticket type can have its own capacity; you can additionally set a total capacity across all types. Above the ticket list, the Sold / Checked in / Capacity row always shows the current status.

Frequently asked questions

Do I need to log in to use the scanner at the door? No. Scanner token generates a link that works without login — useful for door staff who don't have a workspace account of their own.

Can I restore a returned ticket? No, returning is final. If the customer needs a new ticket, create a new order or a new ticket instead — the seat is free again anyway.

Is the seat really back on sale straight away? Yes. The capacity check no longer counts returned tickets, both for a single ticket type's allowance and for a total capacity across all types. A sold-out event becomes bookable again after a return.

What happens to the fees? The full ticket price goes back to the guest. Univents' booking fee for that sale is not refunded — not even proportionally on a partial return. The dialog shows you the exact amount before you confirm.

What happens if someone tries to check in an already-scanned ticket a second time? The scanner shows "Already checked in at HH:MM" instead of confirming it again — double admission with the same code is not possible.