In the Ventrata dashboard, press the + New Order button.
Select 'Booking' from the dropdown menu.
New Order - Booking
Adjust booking parameters as needed.
Booking Parameters
Customer - when customers fill in their details during booking, their contact information is stored in the dashboard; you can assign the booking to a customer listed in your database
Membership - if a membership was purchased by the customer, enter the membership's ticket reference to associate the membership with the order, see Redeem Membership below
Source - change the source of the booking
Reseller - assign a reseller to the booking, who will earn a cut from the transaction based on their commission scheme
Skip Confirmation Email - do not send a booking confirmation to the customer
Select a membership product from the list.
Select Product
Select the number tickets, or memberships.
Select Number of Tickets
Then modify the 'Valid From' date. The 'Expires On' date is automatically calculated based on the validity period set on the membership product.
Membership Validity
📗 TIP
To learn more about setting up memberships, refer to this article.
Fill in all mandatory customer fields (marked by an asterix *) for each ticket.
If the ticket is for an existing member, type their name in the 'Member' field and select from the list. All other fields disappear from this ticket.
Customer (Member) Contact Details
❗️ IMPORTANT ❗️
These are the details customers will use to log into their membership through the web checkout. Make sure the information entered here is accurate.
📗 TIP
You can configure which fields are visible and required in the Ticket Fields tab on the product level.
Finish the order by pressing the Checkout button.
Checkout
Fill in the order details. The last name (or Company name if a last name is not provided) becomes the name of the membership household.
Order - Customer Details
📒 NOTE
Make sure to enter the primary member's details here to correctly match the household with the first membership.
Check the 'Send me the latest offers and exclusive discounts' if the customer wants to receive marketing updates.
Uncheck the 'Email Receipt' box if the customer does not want to receive an order receipt.
Communication Opt-Ins/Outs
Press the Checkout button to proceed to payment.
Checkout
Select how to make the payment.
Charge amount now - customers pay for the order immediately using one of the available payment methods
Split Payment - customers pay for the order immediately by dividing the total amount into multiple portions, using one or more payment methods
Pay later - customers pay for the order at any time between now and the start of the tour, either online with a credit or debit card via the Pay Balance Now button in the email receipt, or in person at the entrance using one of the accepted payment methods onsite.
📒 NOTE
The list of available settlement methods may differ depending on your account; it will be different for internal sellers and reseller agents.
Select the payment method to pay for the booking.
Payment
Fill in the information necessary to process the transaction.
Credit/Debit Card - either enter the card information manually (Manual Entry tab) and press the Process Transaction button, or use a payment terminal (Card Terminal tab) to collect the payment
Cash - enter amount tendered ('Cash tendered' field) and the system will give you the change for the customer. If a cash drawer is connected, press the Open
Cash Drawer button to handle the exchange
Gift Card - use the drop-down field to search for available gift cards that can be used as payment for the booking
Other - use the drop-down field to search for other means of payment for the booking
Then press the Confirm Order button.
Confirm Order
When a new membership is purchased and the order contains a last name or company name, a new household record is created in the Dashboard at the same time.
Household
📗 TIP
Learn more about households and how to manage them.
📒 NOTE
If the membership was bought in Test mode, i.e. the 'Test order' box was checked during the purchase, the membership can only be redeemed in test mode.
Conversely, live bookings cannot be used on a web checkout in Test mode.