Requests and quotes

A birthday party, a school group or your whole museum for one company: you don't sell that with a basket. You first want to know when, how many and for whom, and only then give a price. For that, you set a product on request.

In your shop, that product then has no counter but a Send a request button. Your visitor fills in a short form. You get the request in your dashboard and send a quote with a payment link. Only when you send that link do we hold places for them. If they pay, it is a normal order with tickets.

Setting a product on request

1. In the menu on the left, click Sales and then Products.
2. Open the product, or create a new one. A group ticket, a guided tour or an event works best.
3. Open the Sell on request block and turn on On request instead of direct sale.
4. Choose what the form asks:
   • Ask for a time: a part of the day (morning, afternoon, evening), a time, or nothing.
   • Minimum participants and Maximum participants: what your visitor may enter. Leave empty if you don't want a limit.
   • Quote valid: how many days we hold the places after you send the payment link. Seven days by default.
5. Under Your own questions, add what you want to know, for example Age of the birthday child or Name of the school. You type the question in every language of your shop and choose whether it is required.
6. Click Save.

A price is not needed. If the product has an online price, your shop shows from with that amount. Without a price it says Price on request.

What your visitor sees

Your visitor clicks Send a request and enters:

• the preferred date and, if they like, an alternative date;
• the time (if you ask for it);
• the number of participants;
• their name, email address and phone;
• your own questions and a note.

They immediately receive a confirmation by email, in their own language. It repeats what they asked and says that nothing has been booked or paid yet. You receive an email at your organisation's contact address, with a button to the request.

Following up requests

In the menu on the left, click Requests. The red number next to the menu shows how many requests are new. A request always has one of these statuses:

Status	What it means
New	Just arrived. Nobody has looked at it yet.
In progress	Someone has replied or taken it on.
Quote sent	The payment link has gone out. The places are held.
Confirmed and paid	The requester has paid. There is an order with tickets.
Declined	You declined the request.
Expired	The quote was not paid in time. The places are available again.

By default, the list only shows what is still open. Choose another value under Status to find older requests.

Sending a quote with a payment link

1. Open the request.
2. At the top, click Send quote and payment link.
3. Check what is already filled in: the product, the date, the number of participants. If the product has time slots, choose the time slot. You only see time slots with enough free places.
4. Under Price for the whole group you find our suggestion: the rate times the number of participants. Adjust it to what you agreed, VAT included.
5. Choose how many days the quote stays valid.
6. Write a message if you like. It appears above the quote in the email. Write it in the requester's language; the rest of the email is already in their language.
7. Click Send quote.

From now on, we hold the places until the expiry date. A group of twelve in a time slot of twenty leaves eight places for your shop. The requester receives an email with the price, the expiry date and a View and pay button. It opens your usual checkout page, with their details already filled in. They pay with your shop's payment methods, also by bank transfer if you offer it.

The payment link is also shown with the request in your dashboard. You can copy it and forward it yourself.

If you later send a new quote for the same request, it replaces the previous one. The places of the previous quote are released, and anyone who opens the old link reads that it is no longer valid.

With a package price

If the product's rate has a package price, for example €290 for up to 10 children and €25 per extra child, the quote form works it out for you. For twelve children, €340 is suggested. In your shop, your visitor already sees the package on the product and on the request form, so they know what to expect.

After payment

As soon as the requester has paid:

• the request moves to Confirmed and paid;
• they receive their ticket by email, like with any order;
• the order appears under Orders, with one line for the whole group, for example Anniversaire magique — 12 participants.

That single line carries the price, the VAT and the number of places. Your invoice, your export and your cash register journal are correct without you having to do anything. The group gets one group ticket that counts as many places as there are participants.

When the quote expires

If the requester doesn't pay before the expiry date:

• the places are automatically released for your shop;
• the request moves to Expired;
• anyone who still opens the payment link reads that the quote is no longer valid and whom to contact.

If they still want to come, simply send a new quote.

Replying or declining

• Click Reply to ask a question or make a proposal in words, without a payment link. The request appears below in the email. If the requester replies, it goes to your organisation's contact address.
• Click Take on if your colleagues should see that you are dealing with it.
• Click Decline if it doesn't work out. You choose whether the requester gets an email. A quote that was still running expires immediately.

Everything that happened is listed at the bottom of the request under History: who sent what, and when.

Frequently asked questions

Can a visitor still put a product on request in their basket? No. A product on request is only sold through a quote.

Are places held as soon as someone sends a request? No. Only when you send the quote. A request never gets in the way of someone who simply wants to buy a ticket.

In which language does the requester receive their emails? In the language they used for the request. Only your own message is written by you.

Can I adjust the price for each request? Yes. What you enter under Price for the whole group is what goes on the order.