Task · Attendees

Move an attendee to another event

Put somebody, or several people at once, on a ticket at one of your other events, keeping their ticket references.

6 steps · About 2 minutes

1. Open the attendee

   Your eventAttendees

   go.tito.io/acme/summer-fetes-summer-fete/admin/attendees

2. From the menu, select Move to another event…

   The menu only has this when your account has another event that hasn't happened yet.

3. Pick the event and select Continue

   Your upcoming events are listed with their dates. Drafts aren't listed. An event whose currency is different from the one this ticket was paid in is listed but can't be picked, and its row says why.

4. Pick the ticket type at that event

   Every type on sale there is listed with its price and what the move is worth: what they'd owe, or what they'd get back. If the new event asks questions this ticket hasn't answered, the type says which ones. They can answer them from their own ticket.

5. Choose what happens to the money

   Don’t charge them and Don’t refund anything are picked to start with, so a move takes no money unless you say so. The other choices are the same as when you move an attendee to another ticket type: email them a link to pay the difference, record money you've already taken, or send the difference back.

6. Select the button that names the event

   With Email them their new ticket on, they get their ticket for the new event straight away. If they added the old event to their calendar, the same email takes it out again, unless they still have another ticket there.

   The ticket keeps the same reference, so a badge you've already printed still matches. The link in the email they already have opens their ticket at the new event, and their ticket for the old event stops working at its door.

Move several at once

Moving a group starts from the attendee list. Select Select, tick the people, and choose Move to another event… from Actions. Actions has this only when you have another upcoming event in the same currency.

Pick the event, then the ticket type each of their current ticket types becomes there. There's one row for each ticket type the people you ticked hold now, and every row starts empty. Match the names fills each row with the ticket type of the same name at the new event, and leaves a row empty when there isn't one.

Nothing is charged or refunded when you move several people at once, whatever the two ticket types cost. To charge or refund the difference, move that person from their own record. If the ticket type you pick carries different VAT from the one they hold now, its row says so. The VAT recorded on their tickets changes, and still no money passes between you and them.

Anybody whose ticket can't move is named under Staying put, with the reason, and everyone else moves. The reasons are the same as for one person, under What can't be moved below, plus a ticket paid in another currency. When they've moved, the attendee list says how many went and links to the new event's attendees.

Where the order stays

The order stays at the event it was paid at, with its money, its receipt and any refunds. The attendee counts at the new event, which shows no payment for them. On their record at the new event, the ticket says which event and ticket type they moved from, and the order links back to the event it belongs to.

Goods on the order stay with it too. If they bought a T-shirt or anything else that isn't a ticket, the move warns you before you move them, and their record at the new event says what stayed behind. Refund it from the order if they won't be collecting it.

How the reports show a move

People count at the event they're at now, and money counts at the event it was paid at. Each report gives the move a line of its own, so its figures still add up:

• The old event's Sales report has a row for each event people moved to. It holds their money, including any difference you charged or refunded for the move, and no tickets.
• The new event's Sales report has a row for each event people moved from. It holds the people, and says their money was paid there.
• The old event's Income report says how much of what was collected is for people now at other events. Nothing is taken off. The new event's says what people who moved there paid, and where.
• Each event's overview says the same under its figures.

Moved between events in Reports lists everyone who moved to or from the event, when they moved, and what they paid. Every one of those rows and lines links to it.

Other systems

A webhook endpoint gets one ticket.moved for each person you move, naming both events. See Webhooks. If the events sync to Brella, the person is taken out of the old event's Brella and added to the new one's.

When the money can't wait

Emailing a link to pay is the one choice that doesn't finish straight away. The attendee stays at their current event until they pay, and moves the moment they do. Their record says where they're moving to while you wait.

This choice doesn't email them a new ticket. The ticket link they already have opens at the new event once they've paid.

What can't be moved

A ticket from an invitation list, a portal or a bundle can't be moved, for the same reasons it can't change ticket type. See Move an attendee to another ticket type.

A ticket with a time they picked or an add-on from this event can't be moved either, because those only exist here. Refund or cancel the ticket, then add them at the other event.

A ticket that's already waiting to move, because you emailed them a link to pay, can't be moved again until they pay.

Capacity

You can move somebody onto a type that's fully booked. The type says the move takes it over its limit, and lets you do it.