A function ticket records one person’s place at a meal, tour, or other add-on function. The person might buy it during registration, or you might add it manually. This article explains how to add a ticket without an order, edit a ticket, and choose whether to cancel or delete one.
Before You Begin
Prerequisites
- You need Console access to Meetings & Shows, and you need the relevant event open.
- To add a ticket manually, you need permission to create function tickets. If you do not have that permission, the Add Ticket button is unavailable.
- Editing, cancelling, reactivating, and deleting an existing ticket do not require any specific permission beyond general Console access.
Add a Ticket to a Registrant by Hand
Use this when someone needs a place at a function but did not register for it online. Common examples include adding a walk-up attendee on-site or correcting what a person should have received.
- Open the registrant’s registration record.
- Select the Tickets tab.
- Select Add Ticket.
- Choose the Function, then the Fee. If the function has meal options, choose a Meal Option too.
- Set the Status (defaults to Active) and add any Notes.
- Select Save Changes.
Result
Rhythm saves the ticket and reloads the registration’s Tickets tab so you can see it.
A ticket you add this way skips the normal order process, so Rhythm does not charge a fee. The registrant gets the ticket right away at no cost. If the added ticket should be paid, either create an invoice yourself from the admin side, or turn on Allow registrations to be modified after submission on the registration process. Then you can reopen the order with Modify Order and generate a new invoice for the ticket. See Registration Processes for that setting.
Warning
Adding a ticket by hand does not check whether the function is sold out, does not check any purchase limit on the function, and does not ask registration questions tied to that function. You can add a ticket to a function that is already full, and Rhythm will not stop you.
Tip
You cannot add a ticket from the function’s own page. The Add Ticket button only appears on the registrant’s Tickets tab. From the function’s page, you can review, edit, and remove existing tickets, but you cannot create new ones.
Edit a Ticket
You can edit a ticket from the registrant’s record or the function’s own page when you need to correct the holder, fee, meal choice, status, or notes.
- Open the registrant’s registration record, or the function’s page, and go to the Tickets tab.
- Select the ticket’s name (from a function’s page) or its pencil icon (from a registration’s page).
- Update the Owner Contact, Fee, Meal Options, Status, or Notes as needed.
- Select Save Changes.
Result
Rhythm updates the ticket. If you changed the owner contact, the ticket now shows that person’s name, but the registration and order the ticket belongs to stay the same. Only the name on the ticket changes.
Because the order and registration stay the same, group-registration reports, exports, and reconciliation views can still tie a reassigned ticket to the group’s purchaser or bill-to contact. They may not tie it to the attendee whose name now appears on the ticket. When you need to confirm who actually holds a ticket in a group context, check the underlying order.
Tip
When a spouse or guest buys a function ticket, the ticket is attached to the main registrant’s registration, not to the guest’s own registration. Rhythm does not currently offer guest-only function fees. If you need the ticket associated with the guest instead, changing the owner contact only changes the displayed name; it does not move the ticket onto the guest’s registration.
After a registration is transferred or substituted to a different contact, some accounts have seen the function ticket’s displayed name stay on the previous registrant. If a ticket still shows the previous name after a transfer, edit the ticket’s owner contact yourself. If that still leaves the ticket wrong, delete the extra or incorrect ticket and re-add it for the right person.
Tip
There is no separate guest-registration step for bringing someone to a function. If a registrant wants to buy an extra ticket for a guest, raise the function’s maximum tickets per purchase so they can select more than one. Then come back here and change the extra ticket’s owner name to the guest’s name.
Cancel, Reactivate, or Delete a Ticket
Cancelling and deleting a ticket do different things, so choose the action that matches what you need.
- Cancelling a ticket changes its status to Cancelled. The ticket record stays in Rhythm, moves to the function’s Cancellations tab, and no longer holds a place at the function. You can reactivate it later, which sets it back to Active and makes it hold a place again, even if the function is sold out by then. Reactivation is not checked against capacity either.
- Deleting a ticket removes the record completely, including its meal choice and any answers on it. You cannot undo a delete. The order that originally paid for the ticket is not affected, so it still shows the ticket’s line as paid even though the ticket record is gone.
Tip
A cancelled or deleted ticket no longer holds a place at the function, but it can still appear in a function ticket query unless that query filters on Status. Add the Status field and filter for Active if you want a query to show only current ticket holders.
If a function has already reached capacity, cancelling or deleting a ticket does not always reopen a spot right away. The function can stay marked sold out until you open the function and save it again, so do not assume a cancelled ticket has immediately freed capacity for a new sale or waitlist offer.
- Open the ticket you want to change (see above).
- To cancel or reactivate: change its Status and save.
- To delete: on the function’s or registration’s Tickets tab, select the ticket’s remove or trash icon and confirm.
Warning
If an attendee has another active ticket to the same function, cancelling an earlier ticket does not remove that active one. To stop someone from showing as currently registered for a function, find the active ticket entry itself and remove or cancel it. This combination, where the same person has one cancelled ticket and one active ticket, often comes from an order modification that added a new function ticket without removing the earlier one. Check for that when you reconcile an attendee’s tickets.
Some registrations with more than one function ticket have shown a different issue. Cancelling one function ticket on an event registration order left that ticket active and instead marked a different function ticket on the same order as cancelled, even though the order-level cancellation and refund were correct. If a ticket’s status does not match the one you meant to cancel, check the other function tickets on the same order before you assume the cancellation failed.
See Who Holds Tickets to a Function
- Open the function’s page.
- Select the Tickets tab for active tickets, or Cancellations for cancelled ones.
Result
Each tab lists the tickets with their creation date, holder name, and meal option when the function has meal options enabled.
The function’s own Tickets tab, and a Function Tickets query run from Functions, are the most complete sources for a function’s ticket count. When you need the true number of tickets sold for a function, use those instead of a count from a registration-based query.
Tip
Select Open in Query to open the list in the query tool, or run a Function Tickets query directly from Functions. Either way, you can add columns such as email address, mobile number, and fee, filter by fee, or export the list for a complete roster of a function’s attendees and their ticket details. See Design and Run a Query for more on working with the results once you’re there.
A function ticket query reflects the full history of purchases and cancellations for that function, so it can return cancelled tickets along with active ones. An event’s registration-based queries work differently. A query such as Registrations - Onsite - Active and Pending only shows function tickets purchased with the original registration order, so a function ticket added later for the same registrant will not appear there. If you need everyone who holds a ticket to a function, including tickets added after someone’s initial registration, run the Function Tickets query instead of relying on a registration query alone. In some cases, you may need to run both a function ticket query and a registration query, then combine the results to account for everyone.
Tip
On a registration query, the # Tickets (Functions) output field can undercount a registration if function tickets were added after the original registration order, because it may continue to reflect only the original purchase rather than the updated total.
When you add financial output fields to a Function Tickets query, keep where those values come from in mind. Amount Paid comes through a link to a function fee line item on the related order, rather than from the ticket itself. Because of that, it can be blank for a ticket that came through a registration package with no separate function fee line. Amount Paid, along with Order Amount Paid, Balance Due, and Order Balance Due, can also go blank after the related registration order is modified, even though the function ticket is still on the registration. A blank value there is not proof that the ticket is no longer valid. Other responses captured on a ticket, such as a T-shirt size tied to a function, are available as query output fields too. Add a field like T-Shirt Size (included in registration) to bring that answer into your results.
A Function Tickets query’s default Name field always reflects the current event registrant. After a registration transfer, it can give you a more accurate attendee list than the ticket display on the function itself. There is no query field that shows a registration’s previous or substituted registrant directly. As a limited workaround, add the Bill To Contact (Order) output field to a Function Tickets query. This is unreliable for group registrations, where the bill-to contact can differ from the registrant who was later substituted.
Warning
If a Function Tickets query returns more entries than you expect for what should be a single registration, export the results, remove the duplicate rows outside Rhythm, and use that cleaned list for reporting and cleanup decisions. Treat the export as a reliable source for overall totals, but not necessarily as a definitive map of each ticket to a specific attendee. That mapping can be unclear for group orders or when duplicate ticket records exist.
Opening a Function Tickets query result to drill into its registration can also fail if the related order has since been modified. You may see an error that the registration could not be loaded. If that happens, open the registration directly from the registrant’s record instead of from the query result.
If your organization retrieves function tickets through Rhythm’s API, note that the functionTickets endpoint returns only active function registrations, not cancelled ones. Changes you make to a registration’s functions are written back to the registration record itself. For reading ticket data, use the functionTickets endpoint rather than the registration’s embedded functions list. That list reflects only the registration’s own order, so it can leave out tickets added in a separate transaction, comped, or transferred from another registration.
If It Fails
- "Unable to save ticket." Confirm the required fields — Name, Function, Fee, and Status — are filled in, then try again.
- "Unable to delete ticket." Try again from the ticket’s row. If it keeps failing, the ticket may already be gone.
- A ticket's status doesn't reflect a cancellation correctly. If a cancellation elsewhere did not update a ticket the way you expected, open the function, find the ticket, and change its status directly. You can also delete the ticket from the function’s Tickets tab if you would rather remove it than reactivate and recancel it. Either option clears a stale ticket from query results when the expected cancellation update did not reach it. The cancellation record on the function’s Cancellations tab can help you identify which ticket was meant to be cancelled when the displayed status looks wrong.
- A cancelled registration's guest function ticket still shows up somewhere it shouldn't. Cancelling an event registration order that included function tickets and a guest registration has, in some cases, left a function ticket query showing the cancelled registration and guest for a little while. Give Rhythm a short time to finish updating cancelled records. If a cancelled guest’s function ticket still shows after that, correct the ticket’s status by hand from the function’s Tickets tab.
- Modify Order won't let you add a replacement function ticket. Some registrations still show a previously cancelled function ticket pre-populated in Modify Order. Trying to zero it out and submit the change can block you from adding a new function ticket or applying a related change fee. If this happens, contact Support instead of repeatedly resubmitting the same modification.
- Modifying a registration adds a function ticket you didn't ask for. A few registrations have shown this when adding a restricted function ticket to an existing registration. Modifying the registration tries to add an extra ticket beyond what was requested. Cancelling the order and recreating the registration, instead of modifying the existing one, has let the same change go through cleanly in these cases.
- A transfer or substitution left function ticket names wrong. If the registration transferred to the new contact but a function ticket still shows the previous name, edit the ticket’s owner contact and delete any duplicate ticket that resulted. If the names stay wrong after that, cancelling the original registration and creating a new one is a temporary way to get clean function ticket records instead of relying on transfer or substitute.
- Function counts look wrong because of duplicate tickets. A single function ticket purchase can occasionally create more than one ticket record for the same person. This inflates reporting, reconciliation, sold totals, and available capacity for the function. It does not necessarily mean the attendee’s main event registration is duplicated; it can be only the function ticket record. If you find more than one active ticket for the same person at the same function, remove the extras so your capacity and planning numbers add up. To work out which records are the real purchases, compare the function tickets against the original order using the function ID and order details. Duplicate records can share the same creation date and time, so the timestamp alone will not always tell them apart. A saved query that isolates records tied to the same order, fee, and registration timeframe can help you find every affected record at once, and it is useful to attach to a request if you ask Support to clean the records up. Even after a round of cleanup, some duplicate tickets can remain active in queries and on the attendee’s record, and a few of those may not open normally. If deleting one exported set of duplicates does not fully resolve a function’s count, check again for any still showing as active.