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Managing Tickets On A Sched Walk

When uploading tickets to sched walks, we now have a section shown below that connects directly to the Repository. Depending on our supply, we can either purchase new tix for a sched walk, or utilize any unused tix living in the Repository.

  • How to add tickets to the sched walk
  • How to fill out the ticket upload form
  • How to modify tix on a sched walk
  • How to remove tickets from the sched walk
  • How to provide tickets to clients for OTG
  • How to 'delete' tickets from the sched walk

'Add Ticket'

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  • This is the first step we should always take when securing tix. Before we even go to the venue website, we should check the fridge for available tix!
  • We have now transitioned from two buttons to one on the sched walk page. 'Add Ticket' will now bring us directly to the fridge to check on available tickets. If there are none, we can then purchase tickets and upload them to the sched walk via the 'Add New ticket' Button as shown below.
  • The venue filter will already have selected any mandatory venues for the sched walk
    • Note: if there are multiple venues, you can ‘x’ to remove any and narrow down your search
    • You can also manually add a venue that's not attached to the product if needed
  • The tour service date will auto populate in the date filters.
  • Available tix are any tix that are either unattached to sched walks (such as our inventory) or attached to 0 pax (cancelled) sched walks. The automatic filter will now show all available tix to us.
    • selecting 'include utilized?' would cause tix attached to active sched walks to appear, which we do not want to use!
  • Please be sure to pay attention to the ticket type and ticket time when transferring to a sched walk!

Screenshot 2025-03-14 at 1.29.47 PM.png

filling out the Upload Form

  • If there are no viable tix in the fridge, we must secure new ones! These can be uploaded to the sched walk by selecting the 'Add New Ticket' button, which will bring you to the upload form.
  • Fill out the form and hit ‘save ticket’
    • Choose file: upload your ticket here
      • Best practice is to search your computer files using the booking code if possible in order to avoid attaching the wrong pdf
      • Rename the file to venue_bookingcode, but keep in mind that all of the important info is captured in the form, so we don't need to be super strict with this format.
    • Reservation number: the booking code only
      • This is sometimes referred to as the reservation code, booking code, or transaction number depending on the venue. A good rule of thumb is that the booking code should be the same for all tickets on the pdf.
    • Url: skip this, not needed!
    • Venue: this auto-populates whichever mandatory venue is linked to the product
      • Note: if there are multiple venues, you will need to manually select the correct one.
    • Date: auto-populates to service date of the tour
      • Note: if this ticket has an extended validity that starts before the tour date, use that instead
    • Expiry Date: auto-populates to service date of the tour
      • Note: if this ticket has an extended validity that goes beyond the tour date, use that instead
    • Time: this is for the start of the ticket validity, not tour time!
      • For any tickets with a full day validity, please set to 7AM
      • Otherwise, this time should match the ENTRY time of the ticket
    • Expiry Time: auto-populates to 30 min after ticket time.
      • Note: you must manually adjust this if the ticket is valid for a shorter/longer period of time
      • For any tickets with a full day validity, please set to 7PM
    • Total Amount Paid: the total cost of your purchase, including VAT/service fees if applicable.
      • Note: you can find this in different spots depending on the venue. The total cost can be found on the check out page, if there is a receipt emailed, or on the ticket itself
      • This data is very important for our Finance team and profit reporting!
    • Currency: this auto-populates, but it’s always good to double check for accuracy!
    • Total # of tickets : total number of tix that you are attaching
      • This will auto populate the total of pax + guide
      • It's important that this matches the number of tickets you are attaching, regardless of the pax on the tour.
        • ex: Versailles requires a minimum purchase of 3 tix. Even for 1 pax tours, please still indicate 3 tickets.
      • Note: If you are not attaching a ticket for the guide, please adjust the total!!
    • Name & Type: all persons with a ticket.
      • The client and guide names will populate on the right hand side along with ages
      • It is not necessary to fill out the name fields unless it's specifically noted in the How To instructions.
      • Be sure to label the ‘type’ according to the ticket purchased!
        • This is the most important part, as it will allow us to recycle the tickets if the tour is canceled.
        • If you are securing a standard adult ticket for a guide, please label it as adult
          • Rule of thumb: is this a ticket than can be used for a regular client? If so, label it as adult.
        • 'Guide' type is used for if we need to get free/reduced tickets for a guide or a special 'guide ticket'
          • Rule of thumb: is this a special ticket than can ONLY be used by a guide? If so, label it as guide.
        • Most venues will show the ticket type on the ticket pdf, but some may only include this info in the receipt.
      • Note: if a guide ticket is included in your upload, best practice is to list them first
    • Note Box: this section is internal only, and is only visible within this page view. Please use this field for any additional information not captured in the above fields
      • Modifications
      • Inventory usage
      • Leave your initials if you leave a note!
    • Please hit 'save' only ONCE! Otherwise duplicates will populate.
      • If duplicates populate, see this section.
  • Don't forget to leave a guide note!

HOW TO ADD ADDITIONAL TIX OR MODIFY TIX ON A SCHED WALK

Adding Additional Tix

  • If the additional ticket has been purchased on it's own, please add it as a separate ticket to the sched walk following the above Add Ticket SOP
    • ex: 1 more client is added onto a CWR tour.
      • As we can't modify the existing ticket purchase to add on another pax, we will simply purchase 1 new ticket and upload that separately to the sched walk
  • If the additional ticket has been added onto the original ticket purchase via modification, please edit the existing ticket form. (Essentially, we will edit the existing upload with the new information!)
    • It’s very important that we update any changed information such as the booking code, pdf, number of tix, and money spent.
    • Ex: we have called Versailles to modify our booking from 3 pax to 4 pax, and they have sent over a new pdf and new code with the total new tix
      • the existing upload needs to modified with the new pdf, code number, pax, and total cost
  • Note: this step requires leaving a note in the ticket form with details of the modification.

Modifying The Existing Upload

  • If you need to modify anything on the upload such as replacing the pdf if the wrong one was attached, or changing the venue name
  • If you need to modify the date/time of an existing ticket, such as we do for tix purchased through the Clorian platform.
    • Ex: we have modified the name on a Louvre guide ticket.
      • the existing upload needs to be modified with the new pdf and guide name noted.
    • Ex: the receipt was uploaded to the ticket form instead of the ticket pdf
      • the existing pdf needs to be replaced with the correct pdf by hitting 'choose file'
  • Note: this step requires leaving a note in the ticket form with details of the modification.

HOW TO REMOVE A TICKET FROM A SCHED WALK

  • Use this method for when we've purchased tix already but the tour is being rescheduled, or if you've mistakenly purchased tix for an incorrect date/time.
      • Rule of thumb: do you want to be able to find/use these tix again? If yes, use this method!
      • 'Removing' a ticket will send it to the Repository, meaning it still exists for our use.
  • Click the ‘edit’ button to be taken to the form field page
    • Remove the sched walk number and hit save
  • The tickets will then be automatically sent over to the repository!

HOW TO EXCEPTIONALLY PROVIDE TIX FROM A SCHED WALK TO CLIENTS

  • Use this method ONLY if you are providing tix to clients during an OTG
  • We want to ensure that even though we are giving these tix to clients, that our EOY reporting is still accurate!
  • Click the ‘edit’ button to be taken to the form field page
      • Replace booking code with OTG USE
      • Keep the sched walk number
      • Keep the pdf file as is
      • Keep venue as is
      • Keep number of tix as is
      • Keep pricing as is
      • Keep date as is

HOW TO 'DELETE' A TICKET FROM THE SCHED WALK OR FRIDGE

  • Use this method ONLY if the uploads are accidentally duplicated
    • Rule of thumb: do we want to have a record of this purchase, or be able to use these tix again?
      • If no, use this method!
    • 'Deleting' with the below steps will remove the ticket/record from the admin system entirely
  • Click the ‘edit’ button to be taken to the form field page
      • Remove the sched walk number
      • Remove the pdf file
      • Replace booking code with 00000
      • Set venue to 'your neighborhood'
      • Set number of tix to 0
      • Set price to '0'

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