Events in UCare allow you to manage ticketing for events of any size. UCare processes payments and helps you keep in contact with event attendees via SMS or email. Adding an event list and booking forms to your website simplifies publishing new events. UCare lets you use smartphones to scan tickets, check in kids and attendees, and track attendance.
While Events are like Meetings in many ways, there are some fundamental differences. In this Part, we will walk you through the process of making an Event.
To create a new Event, click + New → Event:
From there, the New Event page will open, allowing you to specify the Type of Event and name it:
You can set the start and end times in the When section and whether the Event Repeats below. Using the Where field, specify the Event location; this will display on the Event page and link to Maps.
Setting the Visibility field to "Publish to external listings" will allow you to post the Event on your website. If you wish to send Email confirmation to your attendees, you can just type your confirmation message in the field provided and click the Email toggle to attach the purchased tickets to the email.
Payment services can be added to UCare, allowing you to process Event payments. We’ll cover this later, but you can select a Payment Service from this page.
You will need to upload a promotional image using the cloud icon with the option of including a Terms and Conditions document.
You can send a Form to ticket buyers if you need more information using the field below the document upload section. Similarly, you can also add ticket buyers to Processes.
Lastly, you can set discount codes that people can enter when buying tickets. These can be specified in the General Settings tab.
Click Save to complete the Event creation.
Once your Event has been created, you can access it by clicking Events in the navbar.
This will give you the list of all your created Events by date. Clicking the Event will show you its information regarding the date, time, location and ticket information.
Like Meetings, Events lets you easily record attendance, send SMS or email reminders and share the Event using the functions in the top right. Using the Share button in the top right, you can share the Event on your website, via email or social media.
The Sold progress bar displays the number of tickets sold and the total amount charged. Likewise, the Refunded progress bar shows how many tickets, and the total amount refunded. The last progress bar, Checked in, displays the total number of people checked in by scanning their tickets.
Event Ticket Types
For people to book tickets to an event, the event needs to have one or more ticket types. You can add ticket types by tapping the “New ticket type” button on the Ticket Types tab. The Ticket Types tab also shows the number of tickets allocated for each ticket type.
Ticket Types are displayed alphabetically or numerically; if you wish to view them in a particular order, organize them numerically.
Tickets can be set not to have a cost; these will appear as Complimentary in UCare when purchased.
Ticket Types can also have Fields set up. These Fields will require specified information from the ticket buyer. For example, should one person purchase multiple tickets for different people, Fields will allow you to input a name to each ticket or Ticket Type should they require various types. To add or remove Fields, click Fields after selecting the Ticket Type.
You can add fields using the + Fields sign.
Use event meetings to check people in and keep track of adults’ or even children’s attendance at your event. UCare creates a meeting when creating an event.
You may want to create additional event meetings to track attendance if you have a multi-day event or different classes. Like with your Meetings, Events allow you to Print the event attendees.
If you are an admin, the History tab displays all the people who have viewed this meeting and all the changes made. For non-admins, the history tab shows all your updates.
On the day of your Event, you can check that the people arriving for your event have the right ticket using a smartphone. First, install the UCare app and sign in.
Next, browse the event and tap the “Check in” option in the top right, and the event check-in search page will open. You can search for the person by name, phone, or booking number.
If using the booking number, you can also include the ticket number. For example, 99.3 is the third ticket for booking # 99. The booking number is above the QR code on attendees’ tickets.
On your phone, the quickest option is to tap the QR code icon to the right of the search box, then simply point the camera at the QR code on the ticket.
Tickets can be displayed on the attendee’s smartphone or printed. If you need help getting the camera to scan the tickets on the attendee’s phone, then ask them to increase the brightness of their phone and zoom into the QR code. The QR code is displayed on the left of tickets and looks like this:
The check-in confirmation page displays after you scan or select tickets on the search page.
You can check if the booking is paid and the check-in count for each ticket. If the ticket has been checked in more than once, they may have printed it multiple times.
To print name tags or pick up security tickets, set up a Check-in Station and connect a printer. Then, on your smartphone, select that Check-in Station to print to and select which type of labels you want to print. UCare will remember these settings for the next ticket you scan to help speed up the check-in process.
Once you have checked the attendee’s booking, select the tickets you are checking in and tap Check in.
Now that you know how to set up an Event in UCare, you can easily create these as often as you need. In the next Part, we will be looking at Finances and Analytics in UCare.