Skip to content Skip to main navigation Skip to footer
Events Help

Help Articles for the BAFTA Events Management System

How to Send Ticket Links to Guests

A new automated process has been introduced to improve the distribution of ticket links to guests. This eliminates the need for manual mail merges, making the process more efficient and user-friendly.

Key Changes:

  • Automated emails send ticket links directly to guests and/or the lead booker.
  • Emails include personalised instructions and key event details (Guest Guidelines, Security Info, Contact Numbers).
  • Guests are automatically notified when their tickets are available.

This guide provides step-by-step instructions for admin users to ensure that ticket links are sent correctly and efficiently.

Step-by-Step Instructions for Admin Users

1. Accessing the Ticket Distribution System

  1. Log in to the admin portal.
  2. Navigate to Event Management > Ticket Distribution.
  3. Select the relevant event from the list.

2. Reviewing Guest Information

  1. In the Guest List section, ensure all guest details (names, emails) are correct.
  2. If any guest details need updating:
    • Click Edit next to the guest’s name.
    • Update the Email Address or Name as required.
    • Click Save Changes.

3. Sending Ticket Links

  1. Click Send Ticket Links to initiate the automated email process.
  2. A confirmation pop-up will appear—review the details and confirm.
  3. The system will automatically send personalised ticket emails to all guests and/or the lead booker.

No further manual action is required.
Guests will receive ticket links along with event details.

4. Verifying Ticket Distribution

  1. Go to Ticket Distribution Status to check the email delivery status.
  2. Status indicators:
    • Sent – Email successfully delivered.
    • Pending – Email queued for delivery.
    • Failed – Email not delivered (e.g., incorrect email address).

If an email fails to send:

  • Click Resend next to the guest’s name.
  • If the issue persists, verify the email address and update it if necessary.

5. Notifying Guests of Ticket Availability

The system automatically sends notifications when tickets are available. However, you can manually trigger reminders if needed:

  1. Go to Notifications > Resend Ticket Notification.
  2. Select the guest(s) who need a reminder.
  3. Click Send Reminder.

This ensures all guests receive timely ticket access.

6. Handling Special Cases

If a guest reports missing their ticket email:

  • Advise them to check spam/junk folders.
  • Use the Resend Ticket Email function in the admin portal.

If a guest’s email is incorrect:

  • Update it in the Guest List section and resend the ticket.

If a lead booker wants to receive all ticket links:

  • Ensure their email is included in the Lead Booker Notification settings.

Key Benefits of the Automated System

Reduces admin workload – No more manual mail merges.
Minimises human error – Eliminates risk of missing ticket emails.
Enhances guest experience – Personalised emails with key event details.
Supports all booking types – Works for members, partnerships, and academy guests.

The new automated process streamlines ticket distribution, ensuring a hassle-free experience for both admins and guests. By following these steps, admin users can ensure ticket links are sent efficiently, accurately, and with minimal effort.