Processing ticket transfers & returns

Overview

If tickets cannot be used, then it might be necessary to transfer some or all of an allocation. The platform offers two functions:

• Transfer - the ability to transfer some or all the tickets on a request to another user
• Return - return some or all of the tickets on a request to the administrators for reallocation

Where to find these functions

If you are an admin or approver you will see Transfer and Return buttons on the right hand side of each request:

Note that these buttons will only appear if there are unassigned guests. If there are guests assigned to all tickets, you will need to cancel the assigned guests before you can transfer or return tickets. 

Transferring Tickets

If user (host) cannot use some or all of the assigned places, approvers and administrators have the ability to transfer some or all of their allocation. Users are not able to make transfers to avoid abuse of the system.

Administrators are able to transfer tickets to any user while approvers are restricted to transfers within their division(s).

The process to transfer tickets is as follows:

1. In My Requests, find the request and click Transfer
2. Choose the user to assign to (they must be registered on the system already, so if they are not registered get them to register first)
3. Choose the quantity of tickets to transfer
4. If costs are enabled, you will need to decide who is paying for the transferred tickets. (If the recipient is paying you can override the original cost if need be)
5. Click Continue transfer to proceed
6. Click Request now on the final screen to confirm the transfer

The transfer window appears as follows:

The recipient will an email with instructions on next steps. If the transfer is last minute, we recommend the administrators are notified so they can ensure tickets are fulfilled. 

If you need to remove tickets from a user and the intended recipient is not yet registered on the system, you may wish to return the tickets to administrators, in the first instance, and later assign to the intended host when they have registered. 

Returning tickets to administrators 

If a user (host) cannot use their assigned tickets and no other user can make use of them, some or all of the places can be returned to administrators. You can only return tickets that do not have guests assigned.

1. In My Requests, find the individual request 
2. Click Return
3. Choose the quantity of tickets to return
4. Click Return tickets to proceed

The return window appears as follows:

The administrators will be notified by email instantly of the return, so there is no need to send a separate communication.