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Expand Up @@ -3,162 +3,165 @@ title: "Create Reservation from Backoffice"
linkTitle: "Create from Backoffice"
weight: 1
description: >
How to create Reservations from Backoffice
_Create Reservation_ is one of the most advanced and powerful tools in Alf.io. It gives full flexibility to the organizer as it's not subjected to the constraints imposed for the Public ticket shop.
---

## Why and when?

Alf.io limits the number of tickets (default 5, configurable) that can be purchased in a single Reservation from the public.
When a Reservation is initialized its tickets are locked until the Reservation expires.

This is for minimizing tickets contention, especially on small events, because when a Reservation is initialized its tickets are locked until the Reservation expires.
In order to minimize tickets contention Alf.io limits the number of tickets (default 5, configurable) that can be purchased in a single Reservation from the Public ticket shop.

But what happens if you need to register a group of more than 5 people? Let's simulate this with an example
As event organizer you can easily overcome this limitation by creating reservations through the Backoffice for as many tickets as you need.

### Sample use case
To create a Reservation from the Backoffice:

let's say that you're organizing "My Awesome Event", and you have:
1. Access the **Create Reservation** tool
1. Fill in **Contact info**
1. **Insert the attendees** and **assign them to a Ticket Category**
1. **Save** the Reservation and **View** it

- 185 seats available for attendees, 100 CHF each
- 10 seats for Speakers
- 5 for the organizing team
then you can either:

for a total of 200 people.
1. Leave the reservation **Pending** and share the link with the contact person, so that they can complete (and pay) it, or
1. **Confirm** it and then **Send tickets** to the attendees

So you can create an event with the following categories:

Category | Visibility | Price | Max Seats
------------- | ------------- | ------------- | -------------
General Admission | Public | 100 | Dynamic
Speakers | Hidden | 0 | 10
Team | Hidden | 0 | 5

Then:
## Access the Create Reservation tool

1. Ms. Jane Doe, member of _Example Org._, reaches out because she wants to attend your event along with 9 colleagues, but by company policy they must buy all the tickets with a single transaction (you know, Purchase Orders)
1. You want to register the organizing team, so that you all have a pass for the event
Go to the event detail page and click on _Actions_ -> _create Reservation_

![create reservation](/img/event-management/custom-reservation/001.png)

## Example 1: create a pending Reservation
## Fill in Contact info

_Create Reservation_ is one of the most advanced and powerful tools in Alf.io. It gives full flexibility to the organizer as it's not subjected to the constraints imposed for the public.
Enter the data of the person you're in contact with. This is usually the person who will take care of the payment.

Here's how to initialize the Reservation for Ms. Jane Doe and her colleagues.
## Insert attendees

### Access the "Create Reservation" page
If you know the names and emails of the attendees linked to the current reservation you can either **insert** their data manually or **upload** them through a CSV file.

from the event detail page, click on _Actions_ -> _create Reservation_
In case you do not know their data yet, you can **Reserve empty seats** by simply entering the number of attendees.

![create Reservation menu](/img/event-management/custom-Reservation/001.png)
## Assign attendees to a Ticket Category

### Insert contact data
Attendees must be assigned to a ticket category.

The contact person for this Reservation is Jane Doe, as she will take care of the payment. So let's insert her name in the relevant section
You can either select it from the list of categories you created while configuring the event, or assign them to a new category that you create on the fly.

![insert contact data](/img/event-management/custom-Reservation/002.png)
In the same reservation you can distribute attendees in more than one category, just click on the _add Attendees for another Category_ button.

### Fill Reservation details
![assign attendees to a ticket category](/img/event-management/custom-reservation/003.png)

Since you're very happy that _Example Org._ will send 10 people to your event, you decide to give them one ticket for free, that is, 10% discount.
## Save and continue

#### Reserve 9 "General Admission" Tickets

In the "Reservation Details" section, fill up the form as shown in the picture:
Once you are done assigning attendees to categories click on the _Save and continue_ button and, if everything is ok, you'll land on the **Reservation details** page.

![reserve 9 general admission tickets](/img/event-management/custom-Reservation/003.png)
![Reservation details](/img/event-management/custom-reservation/005.png)

**Insert Attendees**
In case the reservation has to be paid:

It is possible to pre-fill First name, last name and email address of the attendees, either by entering them directly or by uploading a CSV file. In this example you don't know how their names in advance, so you can reserve **9 empty seats**.
1. leave it in status **PENDING**
1. send the **URL to share** to the contact person for the payment: following the link the contact person will be able to complete the payment
1. update the **Expiration date** of the reservation, if needed: by default it is set for the end of the following day (tomorrow at 23:59)

**Assign attendees to a Ticket Category**
{{% pageinfo %}}
**Expiration date**

It is possible to reserve tickets from an existing category, or to create in-place a new one. In this case you can select the existing _General Admission_ category.
By default, custom Reservations are set to expire at the end of the following day. If you want to modify that, just select another deadline and click on _Update_

Now it's time to add the free ticket. Click on the _add Attendees for another Category_ button
{{%/pageinfo%}}

#### Add 1 free Ticket
In case the reservation is paid already (meaning that either the tickets are free of charge or you received the money due) you can confirm it by clicking on the _Mark as Completed_ button.

![add 1 free ticket to the Reservation](/img/event-management/custom-Reservation/004.png)
{{% pageinfo %}}
**GDPR & Privacy Policy**

**Insert Attendees**
If you create a new Reservation from the Backoffice, and then click on _Mark as Completed_, please make sure that the attendees are aware and agree to your privacy policy, as Alf.io won't ask them to accept it.

Same as before: you don't know the name in advance, so you reserve **1 empty seat**
{{%/pageinfo%}}

**Assign attendees to a Ticket Category**
## Send Tickets

Since you don't have (yet) a "Group discount" category, this time you need to select _Create new_ and enter the name and price of the category.
When you confirm a reservation by clicking on _Mark as Completed_, Alf.io won't send the tickets automatically.

Please note that:
You have to send them manually by clicking on _Send tickets via email_

- the "Group discount" category will be created as "hidden"
- you can reuse the "Group discount" the next time you create a Reservation, if needed
![send tickets button](/img/event-management/custom-reservation/011.png)

### Save the Reservation
once clicked on the _Send tickets via email_ button, you can choose which tickets you want to (re)send. In this case, select all

now you can click on _Save and continue_.
![select tickets to send](/img/event-management/custom-reservation/012.png)

If everything's OK, you should land on the Reservation Detail page, where you can copy the link to share with Ms. Doe.

![copy Reservation link](/img/event-management/custom-Reservation/005.png)
## Sample use case

{{% pageinfo %}}
**Expiration date**
To explain the tool even further, let's simulate the following use case.

By default, custom Reservations are set to expire at the end of the following day. If you want to modify that, just select another deadline and click on _Update_
Let's say that you're organizing "My Awesome Event", where you have 200 seats distributed as follows:

{{%/pageinfo%}}
- 185 seats available for attendees, 100 EUR each
- 10 seats for Speakers
- 5 for the organizing team

#### The Reservation link
You create an event with the following categories:

Once you share the Reservation Link with Ms. Doe, she will be able to complete the Reservation and pay
Category | Visibility | Price | Max Seats
------------- | ------------- | ------------- | -------------
General Admission | Public | 100 | Dynamic
Speakers | Hidden | 0 | 10
Team | Hidden | 0 | 5

![add 1 free ticket to the Reservation](/img/event-management/custom-Reservation/006.png)
Then:

## Example 2: create and confirm a Reservation
1. **Example 1**: Ms. Jane Doe, member of _Example Org._, reaches out because she wants to attend your event along with 9 colleagues, and by company policy they must buy all the tickets with a single transaction (you know, Purchase Orders). Moreover, since you're very happy that _Example Org._ will send 10 people to your event, you decide to give them one ticket for free, that is, 10% discount.
1. **Example 2**: You want to register the organizing team so that you all have a pass for the event.

### Insert contact data
### Example 1

This time you can set yourself as contact person
The contact person for this Reservation is Jane Doe, as she will take care of the payment. So you'll insert her name in the relevant section.

![insert contact data](/img/event-management/custom-Reservation/007.png)
Since you don't know how the name of the attendees in advance you simply reserve **9 empty seats** for the existing _General Admission_ category.

### Fill Reservation details
In the "Reservation Details" section, fill up the form as shown in the picture:

On the Reservation details section, you can fill all the Team's data and select the existing _Team_ category
![reserve 9 general admission tickets](/img/event-management/custom-reservation/003.png)

![insert team](/img/event-management/custom-Reservation/008.png)
Now it's time to add the free ticket to the reservation:

### Save Reservation
1. click on the _add Attendees for another Category_ button
1. same as before: you don't know the name in advance, so you reserve **1 empty seat**
1. Since you don't have (yet) a "Group discount" category, this time you need to select _Create new_ and enter the name and price of the category

now you can click on _Save and continue_.
![add 1 free ticket to the Reservation](/img/event-management/custom-reservation/004.png)

If everything's OK, you should land on the Reservation Detail page
{{% pageinfo %}}
**Please note that:**

![copy Reservation link](/img/event-management/custom-Reservation/009.png)
- the "Group discount" category will be created as "hidden"
- you can reuse the "Group discount" the next time you create a Reservation, if needed.

### Confirm Reservation
{{%/pageinfo%}}

This time you can confirm the Reservation directly. To do so, click on _Mark as Completed_. The page will reload and the status will be _COMPLETE_
Now you can click on _Save and continue_ and you should land on the Reservation Detail page.

![Reservation complete](/img/event-management/custom-Reservation/010.png)
Adjust the expiration date of the reservation accordingly and share the Reservation Link with Ms. Doe, so that she will be able to complete the Reservation and pay.

{{% pageinfo %}}
**GDPR & Privacy Policy**
This is what Ms. Doe will see by clicking on the link:

If you create and confirm a Reservation from the Backoffice, you must send the Terms and Conditions and Privacy Policy to the attendees outside of Alf.io, as they won't be asked to accept them.
![Confirm](/img/event-management/custom-reservation/006.png)

Please make sure that they're aware of your privacy policy.

{{%/pageinfo%}}
### Example 2

### Send Tickets
This time you can set yourself as contact person.

when a Reservation is confirmed from the Backoffice, Alf.io won't send the tickets automatically.
On the Reservation details section, you can fill all the Team's data and select the existing _Team_ category.

You have to send them manually by clicking on _Send tickets via email_
![insert team](/img/event-management/custom-reservation/008.png)

![send tickets button](/img/event-management/custom-Reservation/011.png)
Now you can click on _Save and continue_ and if everything's OK, you'll land on the Reservation Detail page.

once clicked on the _Send tickets via email_ button, you can choose which tickets you want to (re)send. In this case, select all
This time you can confirm the Reservation directly. To do so, click on _Mark as Completed_.

![select tickets to send](/img/event-management/custom-Reservation/012.png)
The page will reload and the status will be updated to _COMPLETE_.

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