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Using Customer Groups to offer priority booking
Using Customer Groups to offer priority booking

Learn how to offer priority bookings for your customers using Customer Groups

Anni avatar
Written by Anni
Updated over a week ago

Please note: Customer Groups are only available on the Standard plan or above.

This article covers:

💡 Important: Customers with passes cannot book exclusive tickets using their pass.


Creating a Customer Group

You may want to offer priority bookings to a specific group for different reasons, such as:

  • Ensuring attendance for returning regulars

  • Prioritising those who have committed and developed their skills

  • Allowing new attendees to join while rewarding loyal participants

Using a Customer group to restrict ticket availability to the general public is a great way to offer priority bookings. Only those in the group can purchase the exclusive ticket assigned to them and attend the event.

To create a Customer group:

  1. Select Packages & Discounts, then Customer groups from the left-hand menu on your account.

  2. Select Create a new group:

    Customer groups page with an arrow pointing at the 'Create a new group' button

  3. Name the group under Group name and add a description of the group under Group description:

    Create a new group screen showing the group name and description fields, and the 'Create' button

  4. Once added, select Create to create the group.

  5. Select Actions under Customers:

    Customer group screen with an arrow pointing at the 'Actions' drop-down menu

  6. Then Add customers:

    Actions drop down menu showing 'Add customers'

  7. Add the email addresses in the Customer emails field, then select Add customers:

    Add customers screen showing the customer emails field and 'Add customers' button

  8. Once you've added your customers, they will appear within the group under Customers:

    Customer group with a member highlighted

  9. Once you've created your customer group and added all relevant members, you can then create the 'offer'.


Creating exclusive tickets

An exclusive ticket is part of your Customer group 'offer'. Once you've assigned a customer to the group, you can customise their offer.

To do this:

  1. Select Add offer within the customer group:

    Customer group screen with an arrow pointing at the 'Add offer' button

  2. Select Create in the bottom right-hand corner of the pop-up:

    Add offer to group screen showing 'Exclusive tickets' selected and a 'Create' button

  3. Add restrictions to the ticket (such as who can use the offer and the number of uses).

  4. Select where the offer applies, for example, the schedule page of the entry and which tickets the group can purchase the exclusive tickets from.

  5. Select Update:

    Offer screen showing 'Offer enabled' checkbox, restrictions section and update button


Adding exclusive tickets to your entry

To add exclusive tickets to your entry:

  1. Open your Scheduling page.

  2. Select the entry from your schedule list, then Edit entry to open the entry settings:

    Scheduling setup with an arrow pointing to the 'Edit Entry' button.

  3. Or you can create a new entry by selecting Create entry:

    Scheduling page with arrow pointing at the ‘Create an entry’ button.

  4. Select the Tickets & Costs tab.

  5. Select Create ticket from the bottom of the ticket setup:

    Tickets & costs tab within entry settings with an arrow pointing at the 'Create ticket' button

  6. Add the ticket Name, the Description, the Pricing and the Number of tickets available.

  7. Select the Exclusive ticket box and select the relevant group it applies to:

    Ticket setup with an arrow pointing at the 'Exclusive ticket' checkbox

  8. Select Save ticket, then Save or Save & Exit to save the entry.

Adding restrictions to the ticket

It's a good idea to 'close' the exclusive ticket to avoid confusion when opening bookings to the general public. This ensures that the system prioritises the exclusive ticket over the general one when booked simultaneously.

To do this:

  1. Select the Restrict when this ticket will be available setting and add the number of days under When will the ticket close? and Relative to start.

    For example, "2":

    Ticket setup with an arrow pointing at the days field under 'When will this ticket close'


Ticket capacities

You can adjust ticket capacities to balance priority and regular bookings.

For example, if your event has 10 spaces, you could initially offer 5 exclusive tickets and release the remaining 5 standard tickets later.

You can schedule standard tickets to open on a set date, but the system won't automatically release them when exclusive tickets sell out.


Creating restricted additional tickets

You can restrict other tickets on the entry to ensure the priority group can access the first available ticket.

To do this:

  1. Open your Scheduling page.

  2. Select the entry from your schedule list, then Edit entry to open the entry settings:

    Scheduling setup with an arrow pointing to the 'Edit Entry' button.

  3. Select the Tickets & Costs tab of your entry, then the pencil and paper 📝 icon next to the ticket to open the settings.

  4. Add any further ticket details, tick the Restrict when this ticket will be available checkbox and add a day range within the When will the ticket become available? field:

    Ticket settings with an arrow pointing at the 'When will the ticket become available' field

  5. For example, "2". It's a good idea to set the number as the same number you used in the exclusive ticket ticket closure restrictions:

    Ticket setup with the ticket details and restrictions sections highlighted

  6. Select Update ticket to save the ticket settings, then Save or Save & Exit to save the entry.


💬 Any questions or feedback? There are two ways to get in touch:

Thank you! 🕺

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