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Setting up free entry for member groups

I want to allow a member group (e.g. a Sports Committee) free entry to an event…

  1. Navigate to the Products section under EPOS -> Zones -> Desired Venue -> Products.

  2. Create a product (subscription) and name it accordingly (e.g. Committee Free Entry) for the desired length of time.

  3. Ensure that the ‘Active’ and ‘Fixed Price’ boxes are ticked.

  4. Set the price of the subscription in the field ‘Full Price’ as £0.00 so it does not charge students for entry.

  5. Under ‘Shop Rules’, set the ‘Max. Per Trans’ and ‘Max. Per Person’ to 1. Note that the Max. Per Person is set over the lifetime of the product, even after a purchase has expired, so if you would like that same product to be available to the same person next year, this would need to be a higher value.

  6. Move ‘Student Only’ from the left side ‘Available Rules’ to the right side ‘Chosen Rules’.

  7. Navigate to the Free Entry section under System Configuration -> Settings -> Subscriptions -> Free Entry.

  8. Enter the product ID of your subscription product here to register it as a free entry product. This now allows members who purchase that subscription access to other ‘free entry’ events throughout the duration you have set.

Note you can add multiple Product ID’s to this section by separating them with a comma and a space (e.g. 1234, 5678, 901011).

  1. Under the event you wish committee members, for example, to access free entry, create a product with a recognisable name (e.g. Committee Member Free Entry).

  2. Set the price as £0.00.

  3. Ensure that ‘Committee’ is checked.

I want to use this free entry on the door…

  1. You can now add the students you wish to have free entry under Events -> Quack Free Entry.

  2. Click ‘Create’ and search for a member in the system to add.

  3. Once added to this list, the members will be able to attend events with the free product added in the previous step for free.

  4. When the till is in Door Entry mode, via the button on the home screen, this ticket product will now appear for the specific members when their student card is scanned, and can be used for free entry as the price is £0.00. For members not in this group, it will not appear and will show the other available ticket options.

  5. Once the event is over, remember to go to Options -> Exit door to change the till back to normal menu mode, otherwise you won't be able to process transactions or see your menus setup via SUMS.

Note If a member has both Platinum Free Entry and other Free Entry permissions (e.g. through being on a Sports Committee), only one per member will show to prevent multiple free entries being allocated to one member for the same event. The Platinum Free Entry product will take preference over any other Free Entry permissions.