First Come, First Served (FCFS) Ticketing Process

Introduction / Overview

This guide explains how to enable and use the First Come, First Served (FCFS) ticketing process for client events. The purpose of this feature is to streamline access for eligible users by automatically approving requests, without delays caused by manual approval workflows.

With FCFS enabled, ticket allocation is handled in real time: if tickets are available, the user is instantly approved and assigned a ticket. If no tickets remain, the user is shown that tickets are fully allocated.

This process is designed for event categories where simplicity, speed, and fairness are essential.

Activation & Set-Up

Step 1: Enable FCFS Approvals at Category Level

• Navigate to the desired category settings.

• Locate the Auto-approve requests option.

• Check the box to enable FCFS (this overrides company-level approval settings).

⚠️ Note:

• FCFS must be enabled per category. Subcategories do not inherit this setting and must be configured separately.

• This setting is off by default.

Step 2: Confirm Category Type

• The Auto-approve requests option only appears for ticket or asset categories.

• For content-only categories, this option is hidden.

Step 3: Review Approval Flow Impact

• Enabling FCFS skips all approval stages and moves requests directly to final-stage approved, subject to ticket availability.

• If first-stage approval is already enabled, FCFS will still bypass it.

Steps / How-To

1. User Request Flow

   • A user logs in and views available ticket(s).

   • The user submits a ticket request.

   • The system checks real-time availability.

2. System Checks & Outcomes

   • If tickets are available → The user is automatically approved, assigned a ticket, and receives an Approval email (not a confirmation email).

   • If tickets are sold out → The user is shown “Sorry, there are no tickets available.”

   • Emails sent differ depending on whether the request is for tickets or another asset type.

3. Concurrency Handling

   • If two users submit requests at the same time and only one ticket is available, the system approves one and shows the sold-out message to the other.

   • Additional safeguards are in place to prevent overselling and block waitlist usage in FCFS mode.

4. Post-Approval Actions

   • Once a ticket is successfully assigned, the user can immediately invite guests (if guest capture is enabled for the event or objective).

   • If offers are enabled, users must still accept the offer before finalising their attendance.

5. Cancelled Tickets

   • Cancelled tickets return to the original allocation, unless settings dictate otherwise:

     • If “Returned tickets go to Administrator allocation” is checked → they move to Admin’s pool.

     • If unchecked → they return to the original division allocation.

     • For tickets on All Users, cancellations always return to the All Users pool.

6. Waitlist Conflicts

   • If both Waitlist and FCFS are enabled for a category, FCFS overrides Waitlist.
      

FAQs

Q: What email does a user receive after approval?
A: Only the Approval email is sent, not the Confirmation email. Templates differ depending on whether the asset is a ticket or another type.

Q: Can users order more tickets than the remaining allocation?
A: No. The system blocks requests that exceed the remaining available tickets.

Q: What happens if tickets are cancelled?
A: Cancelled tickets return to their original allocation unless settings direct them to an Administrator allocation.

Q: Can FCFS work with waitlists?
A: No. FCFS overrides waitlists at category level.

Related Articles / Resources

• Adding events

• Creating & managing ticket allocations

• Sending invitations to guests

Conclusion

You’ve now learned how to set up and manage the First Come, First Served ticketing process. This feature ensures users can quickly access tickets without manual intervention, while maintaining fairness, accuracy, and flexibility for administrators.

For further help, contact your customer success manager or [e-mail].