Box Office Web (USB Card Reader) – Vanco Events

Box Office allows you to quickly and easily sell tickets at the door of your events via your Vanco Events account. It is integrated with a Vanco Events USB card reader to accept debit and credit cards, as well as cash payments.

It is fully integrated with the Vanco Events system, meaning that you won't oversell a particular section or ticket type, and you'll find all reporting in one place.

This article covers:

Device requirements

Equipment Required

To use the Box Office web version, you will need the following:

To accept card payments, a Vanco Events USB Card Reader terminal is required. You will need 1 per computer you wish to use. This device must be ordered from us in order to be compatible with our payments gateway.
Access to power
A strong WIFI connection - weak or unstable connections can result in difficulties processing card payments
A WIFI capable device (computer/laptop with a USB plug in)

Compatible devices

The card readers require a device with a USB plug in (Mac, Chromebook, Windows PC).

Users that will need access to Box Office. Please contact our support team for assistance with access.

The following User Roles will have access to the Box Office:

Account Owner
Power User
Basic Access User
Box Office Manager
Box Office User

For more information on team members and their permissions see: Setting up and managing Team Members

For more information on setting up users that only have access to the Box Office, see: Setting up Box Office Users

Box Office fees and charges

The Vanco Events Box Office attracts the same low rate as online sales.

Cash sales: will incur the ticket fee, but no processing fee. The ticket fee for cash sales will automatically be deducted from your raised revenue
Card payments: will be subjected to both the ticket fee and the processing fee

Setting up the Card Reader

To begin accepting card payments:

Plug the card reader into the device setup with Box Office.
A green light will indicate the device is ready to swipe.

Note: it is recommended that you process a live payment prior to ticket sales opening to the public, to identify any setup issues prior to the live event. Afterwards, you can refund/void these payments.

How to process a sale on Box Office Web

There is no need to adjust your booking dates to allow for Box Office sales. You do not need your online sales to be open for booking to process sales in the Box Office.

For your event to be visible in the Box Office web Point of Sale screen, you do need to have your tickets Availability set to a box office option, see: Activate events for selling in Box Office

To process a sale:

Log in to Vanco Events as a Box Office User, OR
From your Dashboard on the left side menu, select Box Office then Point of Sale.
Your event activated for Box Office will be listed. Click on the Session Time.
Select the required tickets for the sale, by pressing the green plus button to add tickets or red minus button to remove tickets.
Select one of the three options: Complete Booking; Back to Payment Method; or View Order.
- If Cash was selected: Enter the cash amount you received in the Cash Received field and click Complete Booking.
  
  A green checkmark will display to confirm the transaction was successful. You will also be told how much change to provide.
- If Card is selected: Follow the prompts to complete the payment, by swiping the credit/debit card. If the transaction was successful, a green checkmark will display.

Printing tickets and receipts

To print tickets and receipts in the Box Office you will have the option to print to a thermal printer (for quick prints) or to a regular A4 printer.

Section covers:

Requirements for printing

Compatible Devices and Browsers

Printing is only compatible when Box Office sales are processed using Chrome as a web browser.

A full list of device requirements can be found above under Device requirements. All devices listed will allow you to utilise the print options.

Printer Settings for thermal printers

Should you be using your own thermal printers:

Ensure the point of sale device has the correct printer driver installed for your printer
Ensure the printer is set to be the default printer for the point of sale device
In the Chrome Printer settings, under More Settings, unselect header and footer option
You may have to adjust the Printing Preferences set for your printer from your point of sale device to ensure that it prints correctly. Below are the suggested settings:
- Paper Source = Top Bottom
- Feed and cut = Page[Feed, Cut]

If you are having difficulties printing the tickets in the correct format after making these changes you may need to consult your printer manual for further instructions.

Enable Printing for Box Office sales

To turn on printing in Box Office:

From the Dashboard, on the left side menu select Box Office then Settings.
Click Printing
Select the printer type that matches the printer you are using.
Select Tickets and/or Receipts.
Click Save and Close

How to print tickets for Box Office sales

With your printer settings applied you will now be able to utilise the Print option when processing a successful transaction via Box Office.

To print tickets sold via the Box Office:

Select the required tickets for the purchase.
Select the payment method and follow the prompts.
Once the payment has been completed, click Print in the shopping cart.
Your browser's print preview will display, click Print

Be sure to have your printer enabled as the default printer for the device. This will avoid your box office staff from having to make this selection in the print preview.

If you are using thermal printer, each ticket issued will include:

Event name
Venue name and address
Session Time
Ticket type
Section
Seat number (if allocated seating)
A QR code of validation on the scanning app

*This ticket style cannot be customized.

If you are using a regular A4 printer, then the ticket will print exactly the same as your online sales. For further details, see: Ticket style design and customization.

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