If you have an event that is only open to a select group for booking, you will be able to set a password on your event homepage. Only those that have been provided with the password will be able to proceed with booking.
This can also be a great way to manage early/priority access to an event, before opening it up to the general public.
This article covers:
Adding Passwords to your event
There is no limit to the number of passwords you can set on your event. This will allow you to add a single password for a particular group or provide individual passwords per customer for access to your event.
You will have two options for adding these passwords to your event:
Add in passwords manually
This allows you to add in passwords one at a time.
To add in a password manually:
- From your Dashboard, under the Manage Events Overview, click on the name of your event
- From the left menu, under Allocation, select Password Protect
- Click Add Password
- With Add a Single password selected, fill in the following, fill in the following fields:
- Password: Enter in the password you want them to use to proceed with booking. This can be any combination of characters and is case sensitive
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Password limits: Choose whether you wish to limit the number of tickets the password can access or whether no limit is required
If 'Limit tickets' is selected: You will be asked enter how many tickets can be purchased against this password. Once the allocation has been exhausted, no further tickets can be purchased against that password.
If 'Unlimited ticket' is selected: The customer using the password can select an unlimited number of tickets for their booking, until the event capacity is exhausted -
When can the password be used: Determine whether you want the password to be active for the full duration of your sales period or only within a specific date range
If 'As long as the booking window' is open is selected: the password will remain on your event for the duration of your Booking Start and End date and time
If 'Specify a date and time range' is selected: You will need to enter in a 'From and To date and time' for the password to be active on the event. Out side this date range set, the password will not be active, and should there be no other active password on the event, the event will be open to the general public
- Click Save
Upload a list via csv file
If you have a number of passwords that you wish to add to your event using the Upload a list (csv) option allows you to upload all in one go.
This makes it easy for using this feature to manage things like pre-sale for subscribers, members access only events, or student events were your need restrict access the number of tickets allocated to each student.
To upload a list of passwords using a csv. file:
Step 1: Prepare your csv file
- The data needs to be prepared into a csv. file. Open a new csv. spreadsheet document
- Enter Password as a heading in cell A1
If you are also wanting to Limit the number of tickets the passwords can access, enter Total Available in cell B1 - In column A, starting at row 2 (i.e. cell A2) enter in a password
- In column B, starting at row 2 (i.e. cell B2) enter the number of tickets that can be purchased against that password. If not ticket limit is required (i.e. the customer can purchase as many tickets as the event's capacity will allow for) leave this column empty
- Continue working down the rows of the spreadsheet until all passwords and their limits are entered
- Save the file down to your device
Step 2: Upload your password csv file
- From your Dashboard, under the Manage Events Overview, click on the name of your event
- From the left menu, under Allocation, select Password Protect
- Click Add Password
- Click Upload a List (CSV)
- Select the file from your device and click Open
- Indicated when can the password be used
If 'As long as the booking window' is open is selected: the password will remain on your event for the duration of your Booking Start and End date and time
If 'Specify a date and time range' is selected: You will need to enter in a 'From and To date and time' for the password to be active on the event. Out side this date range set, the password will not be active, and should there be no other active password on the event, the event will be open to the general public - Click Save
Having difficulties uploading your csv file? For some help troubleshooting see: Troubleshooting CSV file upload errors
Editing or removing passwords
Once your password/s are added you will have the option to:
Edit Passwords added
Should you need to edit the actual password that is to be entered, the number of tickets limited to the password, or date an time the password can be used:
- From your Dashboard, under the Manage Events Overview, click on the name of your event
- From the left menu, under Allocation, select Password Protect
- Locate the password you are wanting to edit
Tip: if you have a large list of passwords entered use the search field to search by password - Click on the Action Icon
to the right of the password, and select Edit from the menu
- Make the desired edits to the password, and click Save
If you have a large list of passwords entered and you need to edit a large number of these, consider using the Download button to have them downloaded to a csv. file. From here you can edit the file, click Delete All in the portal and re-upload the new file with the edited data.
Deactivate passwords
Should you no longer wish to have a password in play, you have the option to deactivate that password. Deactivating the password allows you to still keep a record of what passwords were initially set.
If a user attempts to use a password that have been deactivated, they will get the message of "invalid code" when attempting to book with it.
If all passwords are deactivated on the event, it will automatically open up bookings to the general public.
To deactivate a password:
- From your Dashboard, under the Manage Events Overview, click on the name of your event
- From the left menu, under Allocation, select Password Protect
- Locate the password you are wanting to deactivate
Tip: if you have a large list of passwords entered use the search field to search by password - Click on the Action Icon
- Click on the Active toggle to deactivate
- Click Save
The password list will then update indicating that the password is no longer active:
Delete passwords
Passwords that have already had booking activity recorded against them, can not be deleted. If you are wanting to remove a password that has booking activity, consider deactivating the password.
To delete a password:
- From your Dashboard, under the Manage Events Overview, click on the name of your event
- From the left menu, under Allocation, select Password Protect
- Locate the password you are wanting to delete
Tip: if you have a large list of passwords entered use the search field to search by password - Click on the Action Icon