Rates

This article explains how you give one product several prices: a price for adults, one for children, one for students and one for seniors. They all sell from the same places. Allow ten minutes for a product with four rates.

What is a rate?

A rate is a price category of one product. A museum sells one product Admission ticket with these rates:

Rate	Online	At the desk
Adult	17.00	18.00
Child (3–12)	12.00	12.00
Student (−24)	15.00	16.00
Senior (65+)	15.00	16.00

A family coming at 2.30 p.m. books 2 × Adult and 2 × Child in one order. That is four places in the same time slot of 2.30 p.m. There is one calendar, one choice of time, and below it a counter per rate.

That is the big difference from two separate products. Two products each have their own time slots and therefore their own places: twenty places for adults and another twenty for children, while only twenty people fit in the room. With rates the number of places is set once on the time slot (or on the day, or in the shared pool of an event), and every rate counts towards it. If the slot is full, it is full for everyone.

All the rates of a product have the same VAT rate: that of the product. They appear on the ticket, the receipt, the invoice and in your export as "Admission ticket — Child (3–12)".

What you need beforehand

• An account with the Owner or Administrator role. See Staff and roles.
• A product, or the details to create one. See Products and prices.
• For a product with a time: time slots. See Time slots. Rates change nothing there; the places of a slot apply to all rates together.
• The names and the amounts of your rates, in every language your shop shows.

Setting up rates

1. In the menu on the left, click Sales and then Products.
2. Open your product with Edit, or create a new product with New product.
3. Scroll to the Rates block. Every product has at least one. A product you created earlier has exactly one rate without a name, with the prices it already had.
4. Give the first rate a name in every language, for instance Adult, Adulte, Volwassene. If you leave a language empty, the shop falls back to your default language.
5. Fill in the amounts: Online for your ticket shop, At the desk for the till, and — if the product is open to resellers — Via resellers. Type 17 or 17.50; a comma is allowed too. Empty means that this rate is not on sale on that channel.
6. Click Add a rate for the next rate, and repeat steps 4 and 5.
7. Drag the rates by the handle into the order in which your visitor wants to see them. The top rate is also the rate the till takes when you tap the tile itself.
8. Click Save changes.

Each rate has four more fields, all of which you may leave empty:

Field	What it does
Active	Off = this rate is no longer in the shop or on the till. What has already been sold stays valid.
Minimum per order	Whoever chooses this rate buys at least this many, for instance a group rate from 10.
Maximum per order	At most this many of this rate in one order.
Counts as (places)	1 for an ordinary ticket. 2 for a duo ticket: one ticket, two places in the slot.

The Maximum per order of the product (in the Capacity block) applies to all rates together: if it is set to 10, a visitor can buy 6 × Adult and 4 × Child, but not 6 and 5.

Do you have only one price? Then leave the name empty. Your product looks the same in the shop as always: one amount and one counter.

What your visitor sees

• The product's card shows from and the lowest amount.
• For a product with a time, your visitor chooses the day and the time once.
• Below that is each rate with its name, its price and a counter.
• At the bottom, the bar adds up the tickets and the total.
• At checkout, in the confirmation email and on the tickets, every line shows the rate: 2 × Admission ticket — Adult, 2 × Admission ticket — Child (3–12).

That also works in the embedded shop on your own site and on a phone.

At the till

Under the tile of a product with rates there is a button per rate, with its desk price. Tap Child and a child is added to the basket; tap the tile itself and you take the top rate. You choose the time slot under the tile as always; all rates go into that slot.

On the till receipt and in the till journal the rate is in the description of the line. See The counter till.

Package price: one price for a group

If you sell a birthday party or a group package, give the rate a package price. The amount then applies to the whole group up to a number of participants, and every participant beyond that costs a fixed extra amount. For example: €290 for up to 10 children, then €25 per extra child.

1. Open the product and go to Rates.
2. Enter the price of the package for the rate, for example 290.
3. Under Package price up to, enter the number of included participants, for example 10.
4. Under Per extra participant, enter the amount, for example 25. Leave it empty if nothing is added.
5. Click Save.

Your shop then shows €290.00, up to 10 participants, then €25.00 per extra participant, and your visitor chooses the number of participants. Twelve children is 290 + 2 × 25 = €340. That becomes one line on the order, with the product's VAT, which counts twelve places in the time slot. Your visitor gets one group ticket. Your invoice, your export and your cash register journal show that single line.

Under Capacity, set the Maximum per order to the largest number of participants you accept, and the Minimum number to the smallest.

At the desk, you sell one package at the desk price, for the included number of participants. If more people come, sell through your shop or a quote, or create a separate rate for an extra participant.

A package price also works for a product on request: in the quote, we then suggest the package plus the extra participants.

On the ticket and at the door

Every ticket carries its rate: in the PDF, in the wallet pass ("Admission ticket — Child (3–12)") and in the scan app. That way the member of staff at the door sees that the child coming in also has a child ticket.

Via resellers

If you sell through a reseller such as GetYourGuide, every rate with a reseller price becomes a category of its own at the reseller. For each rate, choose the Visitor type for resellers (adult, child, student, senior, ...); the reseller shows its own labels based on that. A reseller that already worked with your product simply keeps working: the first rate keeps its place. See Resellers.

Changing the prices of a rate

If you change an amount in the Rates block at which sales have already been made, Passavo does not overwrite the old price: it stops yesterday, and the new one starts today. Orders carry their own copy of the amount in any case.

A price that only starts later or stops on a fixed day — an early-bird price, next season's price — goes in the Prices block at the bottom of the product. There, under Add a price, you first choose the Rate. See Products and prices.

Rates or separate products?

You want	Use
Different prices for the same room, the same time, the same places	Rates
A different VAT rate per price (food at 12%, admission at 6%)	Separate products
A calendar of its own or a number of places of its own per price	Separate products
A one-off event with ticket types	The event wizard, see Events. Those ticket types also share one pool of places.

Common mistakes

Adult and Child as two products, each with a time slot. Then each has its own places, and you sell twice as many as fit in the room. Create one product with two rates.

A rate without an online price, and you are looking for it in the shop. A rate only appears online with an online price, and only at the till with a desk price.

Deleting a rate that has already been sold. That is not possible: it is then set to inactive. That way your old orders and your till journal add up. Set the rate to inactive yourself if you no longer want to sell it.

Filling in the name in your own language only. A French-speaking visitor then sees Child instead of Enfant. Fill in every language your shop shows.

What if …

What if the slot is full but I want to let in one more child?

Increase the capacity of that time slot under Time slots. The places apply to all rates together; an extra place for one rate does not exist.

What if children under three are free?

Create a rate Child (0–2) with an amount of 0. The child then counts towards the places and gets a ticket, so that you know at the door how many people are inside. If you do not want to count them, leave the rate out.

What if I want to sell a duo ticket?

Create a rate Duo and set Counts as (places) to 2. The visitor gets one ticket, and the slot counts two places.