The manual reservation is there to record guests, accreditations, box office sales or telephone bookings straight into the system, so that they appear in the reports like all the other orders and, when the payment method allows it, have a QR code. It is created from the website; the Nightify Business app does not allow you to create orders.
At a glance
- Where: Event dashboard → Reservations report tab → Add reservation button at the top right. The Add reservation for event #… page opens.
- Permissions: Manage event reservations. The button is visible to everyone, but without the permission the page answers with Your account does not have access to this resource.
- What you get: an order recorded with the Business platform, visible in the Reservations report and in Reservation management, and the final message Reservation created successfully. on the Reservation detail.
Before you start
- The event must have at least one purchasable access title. On the page you also see the access titles that are not visible to the public: for guests and accreditations it is worth creating a hidden zero-price access title in the ticketing.
- Have the first name, last name, e-mail and phone number of the holder ready: you will enter them in the checkout.
- Decide the method: for guests and box office sales the typical choice is Payment at the entrance (if active for the event), which confirms the order immediately but generates no QR code.
Step by step
- Start. In the Reservations report press Add reservation. What you see: the Add reservation for event #… page with the image, name, date and place of the event and the Access titles section. A cart dedicated to the manual reservation is opened; if you had one open for another event, it is closed and replaced.
- Choose the access titles. Each access title is a card with the name, the price (for paid access titles) and the − and + buttons to set the quantity. Access titles that cannot be sold are disabled and show the badge of their sales status. What you see: on the right the summary with Pre-sale rights, Service fees and TOTAL, updated at every tap; the quantities are saved in the cart straight away, and any cart message appears below the heading.
- Create. Press Create reservation (or Back to return to the report). Result: you are taken to the checkout page of the event with the cart you have just put together.
- Complete the checkout. It is the same path as the customer’s: enter the holder data, the attendee data in the Who's attending? step if the access titles require it, and choose the payment method among those active for the event. In the console flow the phone number verification is not requested even if the event imposes it on customers.
- Check. Confirmation: at the end you are redirected to the Reservation detail of the new order with the message Reservation created successfully.. If the method allows tickets you find the QR codes in Generated Tickets and you can send the PDF with View Ticket PDF; with Payment at the entrance the section stays empty.
Fields and options
| Element | What it means | Rules |
|---|---|---|
| Access title card with − / + | Quantity of the access title in the cart. | Availability, minimum and maximum quantity per reservation, capacity and sales period apply as in an online sale; sold-out access titles or ones outside the period are disabled. |
| Pre-sale rights, Service fees, TOTAL | Financial summary of the cart. | The rights and fees rows only appear if they are greater than zero; the summary is hidden while the total is zero. |
| Create reservation | Moves to the checkout with the cart. | It requires at least one access title selected. |
| Payment method in the checkout | How the order is settled. | On the website the methods are called Credit card, prepaid card, or debit card, Apple Pay, Google Pay, PayPal and Payment at the entrance; only the ones active for the event appear. |
What happens next
- The order has the Business platform: you can recognise it in the Platform column of Reservation management and in the Technical details of the detail.
- With Payment at the entrance the status is Confirmed, the Payment status is Unpaid and there are no QR codes: at the door the person has to be registered with the Participants search of the app or with the Reservations report.
- With an online method the 15-minute payment window from the creation of the order applies: if it expires, the order moves to Payment not completed and has to be repeated.
- A customer who registers with the same e-mail finds the reservation in their own account; in any case they can receive the PDF from you.
Messages and errors
| Message | Why it appears | What to do |
|---|---|---|
| No access types available for this event. | The event has no purchasable access titles. | Create or reactivate an access title in the ticketing (a hidden one too), then go back to Add reservation. |
| Unable to create a new reservation. | The dedicated cart was not created. | Reload the page and try again; if it persists contact support. |
| Your account does not have access to this resource. | The Manage event reservations permission is missing. | Ask an Administrator to create the order or to update your role. |
| Reservation created successfully. | Order recorded. | You are already in the detail: download the PDF or note that payment will happen at the door. |
Special cases
- Free guest: use a zero-price access title; the order will show as Free in the payment summary and, if the access title provides a QR code, it will have the ticket.
- Box office sale by card: complete the checkout with an online method together with the customer; the order will be paid and will have a QR code.
- You picked the wrong access title: from the detail you cannot change the ticket type; cancel the reservation (or the single access title if there are others) and create a new one.
- You are a Promoter: the order is not attributed to a channel automatically just because you create it; in the reports the manual reservation is recognisable by the Business platform.
Rules and limits
- Availability, minimum and maximum quantities, capacity and fees are applied exactly as in an online sale.
- The manual reservation cart is closed and replaced if you open Add reservation on another event; the 15-minute limit concerns the payment of the order created, not the composition of the cart.
- The manual reservation does not go through the event review and does not change the ticketing.
Related articles
- The reservations report of an event
- Open a reservation’s detail page
- Download a reservation’s tickets and service fee receipt
- Search for an attendee in the Business app