Group Sales Setup Checklist

From Tickets, Group sales setup, complete the following configuration tasks.

Note: All organizations must complete tasks such as adding locations and configuring prices. Other tasks, like setting up resources or flat rate pricing, are optional and depend on your business processes.

Add price types

Price types are the rates that apply when patrons purchase tickets, such as Adult and Child. For group sales, you may need price types such as Group student and Group chaperone.

From Administration, add price types so you can select them when you create price lists. For more information, see Configure Price Types.

Configure the 'group sales' sales method

A sales method defines how customers purchase tickets. Configure each sales method to meet your organization’s needs.

The group sales sales method controls which fees, payment types, and price types are used in group sales. For more information, see Configure Sales Methods.

Configure price lists

To make assigning prices easier, configure price lists. Price lists provide a starting point when you set ticket prices for programs and program events. When you add a price list, select price types to include. If a price type does not exist, add it. For more information, see Price Lists.

Add locations

Each location includes address, contact information, and capacity. After you add a location, it's available for all event types. For more information, see Locations.

Add resources

Resources are items that may be required for a program event or group order, such as electronic equipment, chairs, or information packets. You can assign resources to group orders for a specified interval of time or for the duration of an event.

Add resources before you assign them to events or group orders. For more information, see Resources.

Add group types

Group types categorize groups that visit your organization. After you set up group types, you can assign them to itineraries and report on them. You can also associate resources with group types to streamline scheduling.

You add group types to a code table in Administration. For more information, see Manage Code Table Entries.

Configure group type resource requirements

Attach resource requirements to group types so resources are automatically added to itineraries that use those types. For more information, see Set Capacity Constraints and Resource Requirements.

Add programs and schedule events

  • Daily admission programs — Daily admission programs are untimed and allow general admission for the day. Set prices, fees, taxes, and discounts for each program.

  • Scheduled programs — Scheduled programs sell tickets for timed events. For example, if your organization offers a “Sea Turtles” exhibit three times a day on Mondays and Wednesdays, create a scheduled program and schedule events for each occurrence.

  • Scheduled program events — After you add a scheduled program, schedule program events. Events are specific occurrences, such as the 7:30 pm showing of an IMAX movie. Each event determines when and where the program takes place.

Configure discounts

Discounts reduce ticket or item prices. Configure standard discounts or discounts that require another purchase. Decide if discounts apply automatically, manually, or with a promotion code. To make a discount available for group sales, include the group sales sales method in its availability settings. For more information, see .

Build group itinerary tracks

Although optional, itinerary tracks help you schedule group visits efficiently. Tracks are useful if many groups request the same type of visit. For more information, see Build Group Itinerary Tracks.

Configure reservation defaults

Reservation defaults help maintain consistent policies for deposits, contracts, final counts, and balance due dates. For more information, see Configure Reservation Defaults.

Configure flat rate pricing

Flat rate pricing charges a single amount for a group visit instead of per-ticket pricing. For more information, see Configure Flat Rate Pricing.

Set capacity constraints

Capacity constraints set the maximum number of people per day for all group sales. They do not limit advance or walk-up sales. For more information, see Set Capacity Constraints and Resource Requirements.

Configure contract templates

If your organization uses contracts for group sales, complete configuration tasks before creating personalized contracts. For more information, see Configure Contract Templates.

Configure the order balance email template

To send emails notifying groups of balances due, configure the order balance email template. Enter a Subject, From address, and From name, then personalize the template by adding an introduction and closing.

Tip: For advanced customization — such as adding a logo or custom styling — edit the template’s HTML source code < >.

Configure the payment link email template

To accept online payments for group sales reservations and facility rentals, configure the payment link email template. Enter a Subject, From address, and From name, then personalize the template by adding an introduction and closing.

Tip: For advanced customization — such as adding a logo or custom styling — edit the template’s HTML source code < >.

Note: If your organization offers facility rentals, there are additional tasks you should complete, such as configuring a facility rental contract and defining prices. For more information, see Prepare for Facility Rentals.