Table of contents
Sales user interface
The interface pages are very similar to the event pages and checkout process pages used for online sales but more efficient and optimized specifically for the needs of on-site sales.
The interface can be accessed from a browser and is fully responsive so that it can be used on desktops, tablets, and phones. It requires an internet connection to use.
The platform is login-protected, only authorized users can log in.
You can access the sales platform here: https://cooltix.com/sales
In the admin interface, the range of products that sales users can sell can be set through the sales teams. Thus, when adding a new ticket type or product, it is sufficient to set which sales team users can sell that ticket or product, and then, when changing a user, it is sufficient to add that user to the required team or remove him/her from the team.
"All users" team
If the organizer is working with only one team and does not require that the sales users are split into additional teams, he can use the default team "All users", to which all sales users will be added by default at the same time as the user is added. This team cannot be deleted, and its name cannot be changed. A user can only be deleted from this group by removing the user completely.
An unlimited number of teams can be created. When creating a team, you must give it a name that is not visible to buyers or sales users.
Adding a user to a team
Any user previously added to the "All users" team can be added to any team. A group can have an unlimited number of users.
Remove a user from a team
Users can be removed from teams at any time, either in the settings for that sales user or in the team member overview. It is important to note that if a sales user is in the middle of a sales process while being removed from a team with the right to sell products in the cart if he/she is not a member of another team that also has the right to sell these products, he/she will not be able to complete the purchase.
Overview of team members
In the Sales Teams menu, after selecting a team, you can easily review the members of that team; from here, you can easily remove members or add additional users.
Delete a team
A sales team can be deleted at any time, with the exception of the "All users" team, which cannot be deleted. The deletion of a team cannot be undone, but a new team can be created after a deletion with the same name, but this new team must be re-added to the products for sale, and users must be re-added. By deleting a team, the users are not deleted, but they lose their sales rights to the products that the team was previously allowed to sell unless they are a member of another team with sales rights.
Sales users are those persons who are granted login rights to the Sales interface. Sales users cannot log into the Admin interface.
Add a user
You can add a user by entering their email address.
If the email address already has a Cooltix account, the user will receive a sales email informing them that they have been added as a sales user to a new account.
If the email address does not yet have a Cooltix account, the user will receive an email invitation to register, i.e., to enter their name and password.
In the admin interface, when managing sales users, users, where name does not yet appear, have not yet accepted their invitation.
You can change the settings for a particular sales user at any time when adding them and afterward. These settings will only be applied to that user.
The following settings can be specified (see later for details):
Sales groups of which the user is a member
How to give a receipt
Allowed payment methods
Application of handling fee
Optional customer data
Delete a user
Users can be deleted at any time and will be removed from the sales teams, including the "All users" team. After deleting a user, their Cooltix account will still be available, but they will no longer have sales access to the programs associated with that organizer.
After deleting the user, he/she will continue to be listed in the statements for the tickets and products sold.
Products for sale
In the admin interface, in the advanced settings for products and ticket types, you can specify which vendor groups can sell a given product. Only those products will be displayed in the sales interface for sales users that are members of at least one of the sales groups added to the product.
Tickets and products settings
All product settings can be used in the Sales interface in a similar way to online sales: ticket settings.
Programs for sale
A sales user can sell any program for which they are authorized, including one-time events, permanent programs, and multiple occasion programs. In addition, you can also sell non-public or "private" events if you have been set up to sell them.
Interoperability between business and organizer accounts
A sales user can sell to programs that belong to multiple businesses and organizer account programs in parallel if they are set to do so. In this case, the list of programs that can be sold in the Sales interface will contain all the events for all the companies and accounts in one place.
A sales user can only sell products belonging to one program at a time during a checkout process. Thus, when selling a complex program, creating a separate bundled program that contains all products at once is recommended. If it is unavoidable that products from several separate programs are sold to the same customer simultaneously, this can be done by separate purchase processes.
For on-site sales, a distinction is made between online and offline payment methods. In the settings for each sales user, you can specify which of the offline payment methods are available for that sales user and whether online payment methods are available for that sales user.
Offline payment methods
Offline payment methods are only available for on-site sales. If you choose these payment methods, the payment method selected during the checkout process will be recorded, but the payment will not be processed by our system. At the end of the checkout process, pressing the checkout button will immediately set the status of the purchase to pay. For offline payment methods, the system usage fee for offline payment methods will be charged.
Available offline payment methods:
credit card terminal
SZÉP card terminal
Gift voucher (coming soon)
Online payment methods
Online payment methods can also be used for on-site sales if they have been enabled for the particular sales user. If enabled, the user will have access to the online payment methods that are enabled for online sales in the given program. For online payment methods, the system usage fee for online payment methods will be charged.
Online payment methods can be used in two ways:
In-person payment: the sales user gives the customer his own device to enter his payment details.
Payment via link (coming soon): the sales user sends a unique link to the buyer, exclusive to the event and sales user, where the buyer can make a purchase similar to the online public purchase. The link is only visible to the seller if online payment is enabled for him. However, the purchase differs from a normal online purchase in two respects:
The range of products that can be bought will not be the ones publicly available online, but the products that the user of the vendor can sell will be the ones that the customer can choose.
For the purchase, it will be recorded that the purchase was made via the link of the specific sales user.
Available online payment methods
The payment methods available for a given event may vary by country and payment service provider.
the buyer will receive transfer information by email, and after the payment has been received, the purchase must be manually set to completed (paid) in the order management menu. Only then will the buyer receive the tickets and invoice.
In the sales user settings, you can specify which receipt-giving methods the user can choose from.
Methods of issuing receipts
no receipt generated
It can also be used for cash registers without integration. The obligation to issue a receipt for purchase is fulfilled outside the system.
It is sent to the customer by email and can be downloaded after purchase. The email address and the name of the customer are mandatory. Not available for Hungarian programs.
Will be sent to the customer by email and can be downloaded after purchase. Email address, customer name, and billing details are required.
A suitable cash register is required. In the case of a successful purchase, a QR or barcode is generated in the format expected by the cash register, which is read by the reader connected to the cash register, and the receipt is issued from the cash register.
Sales without customer data
For sales users, it is optional to enter the name and email address of the customer. If enabled, the email address and name are not required for the "no receipt generated" and "cash register" receipt generation modes. In this case, the entire data submission step is skipped, and the seller can return to and change the voucher submission method by clicking on the "modify" button on the payment overview page.
The statements for the tickets and products sold by each sales user are available in the admin interface under the "financial insights" menu item or export.
The insights distinguish between two aspects:
Point of sale, i.e., whether the purchase was made via a public online interface or via a sales user. According to this criterion, if the purchase was made through the sale user, the point of sale will be the "sale user", identifying the seller by email address.
Payment destination, i.e., where the revenue was received. This is the seller in case of cash, the organizer's bank account in case of card terminal and bank transfer, or Cooltix balance or the organizer's bank account in case of other online payment methods, depending on whether the organizer uses Cooltix payment service.
This statement shows sales by product and by place of sale, both in terms of amount and number of units. The statement does not include the payment methods chosen or the destination of the payment.
The downloadable spreadsheet contains all the data, including payment method, receipt number, details if made, the destination of payment, and name and email address of the user who made the sale.
Suggestions for selling physical products
Physical products can be sold in the same way as tickets, but there are a few things that should be adjusted:
It is useful to upload a picture of the product to make it easier to identify.
It is worth disabling the generation of QR code vouchers for these products.
The total number of items that can be sold for products can be specified in a similar way to tickets, so when restocking products, this value should be increased by the number of items received to work as expected.
Additional information can also be requested for products, such as a telephone number or size selector. However, the number of units available for sale always refers to products and cannot be entered per size within a product. If you need to manage separate saleable pieces per size, you must set it as a separate product per size.
Suggestions for professional and gift tickets to be sent out
You can also send professional and gift tickets via the Sales interface, in which case the tickets will be sent to the email address you have entered. When sending these tickets, you should set the following options:
It is worth sending free tickets, as they are not charged with a service fee and are not recognized as revenue
It is worth creating separate ticket types to be easily separated from the tickets sold.