Task · Attendees

Move someone to another option

Put somebody in a different option of the same session without canceling their ticket.

4 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 Change option

3. Pick the option to move them to

   Every other option of that session appears, with its date, its start and finish, and how many places are left. Under On now is the option they're in today.

4. Select Change option

   The ticket keeps the same reference, so a badge you've already printed, a check-in list and the email they're holding all still work. The place they held in the old option goes back on sale straight away, or to the people on its waitlist if anybody is waiting for it.

   They keep everything else on the ticket.

   Their answers, their check-ins and anything else they booked stay where they are. Only the option changes.

Someone booked into more than one session

A ticket can be booked into several sessions at once, a morning workshop and an afternoon one. Each appears with its own list of options, and one press moves one of them. To move both, do it twice.

Telling them

Email them their ticket again is on to start with. It sends them the same ticket with the new option on it. While people can add the event to their calendar, it also comes with a calendar file that takes the old option out of their calendar. If another ticket of theirs still has them in the old option, it stays. See After registering.

When somebody else booked the ticket, the booker gets a short note too. It says where the ticket has moved, comes with the same kind of calendar file, and has a button to add the order to their calendar again. It goes only when the old option is still in their calendar, so a booker who still has somebody else in the old option hears nothing. Switching off Updated order confirmation in Automated emails stops the note. See After registering.

To see the email before you move them, select See this email under the switch. When the move would send the booker a note, a second link under it shows the note, with the booker's address. Each says which option it shows, and follows the one you pick.

After the move, the panel lists everybody who was emailed, the booker included.

Switch Email them their ticket again off to move somebody without writing to them, which is what you want when you're fixing your own mistake or moving a room full of people at once.

Options that are full, closed or clashing

You can move somebody into an option that's fully booked. The panel says the move takes it over its limit, and lets you do it.

The same goes for an option that's off sale, and for one that runs at the same hour as another session on that ticket. Each says so where you pick it. None of them stops you.

What can't be moved

A voided ticket is a closed record. To give that person a place, add them again on the option you want. See Add one attendee by hand.

A ticket that isn't booked into an option has nowhere to go, so Change option doesn't appear on it.

Let attendees move to another option themselves

An attendee can make the same move from their own ticket page, without you. Their Your schedule section carries a Change link beside each session they're booked into. It opens a list of that session's other options, with the one they hold already picked. Save schedule moves them, and they get their ticket by email again with the new option on it, and the same calendar file. The booker gets the same short note as when you move them.

A session they haven't picked an option for yet, because they declined it or every option was full when they bought, is listed there too, with Choose an option. They can pick an option that has room and costs the ticket's own price, or join the waitlist for a full one.

They're offered less than you are. A full option shows as Fully booked and can't be picked. If the workshop has a waitlist, they can join it there. See Workshops. An option that's off sale, one that costs a different amount from the one they hold, or one that runs at the same time as something else on their ticket isn't listed at all. To put somebody in any of those, use Change option yourself.

The link appears only while attendees can change their details, and goes when you stop that. See After registering. A ticket whose session has one option, or one where nothing else is listed, carries no link.

Where it's recorded

The move appears three times: on the order's own history, and on both options, the one they left and the one they joined. Each says who did it and when. A move an attendee made from their own ticket shows as the booker’s.