We had a huge Halloween party last night. I was scanning the patron's barcodes when I noticed some of them were saying "Event Not Authorized." I wrote down the ticket numbers, let the patrons in, and figured I would investigate later. Well now it's later and when I looked up the ticket history, the tickets were from our Halloween party last year (2022), and said that they were marked as Attended by the NScan. However, just above that in the history is states "Transferred" on 9/6/23, in Batch Number 523 from user SA with User Location USEA1RAPSQL0025.
It had to have been a computerized transfer since the user is nobody on staff. My question is how did that happen after it had already been counted as attended? And also, that most likely means these people never bought tickets for this year and therefor we never got their money so they got to party for free. UGH!
How do I make it so that never happens again?!
Based on what you described, the owner of the order was changed. Either a staff person loaded the order and changed the owner or the account was merged. As in there was a duplicate account that was merged into the current account you looked at. Does that make sense?
Otherwise, it sounds like the guest found tickets from last year’s event. We have a similar issue with our yearly event. The event not authorized error probably indicated that you were outside of the doors close date time on the performance (a clue that it was for a past performance).
if my assumptions are correct, look for the order within that account with this year’s version of the tickets and mark them attended (either NScan or Season Mgr - Record Attendance). You could add an order note to the order with the details as a backup.
It definitely wasn't anyone on staff (the SA user isn't one of us, ours go first initial last name 3 numbers), and we do all of our merges manually (we run the merge report weekly and then our Membership Associate decides who gets merged and how), so I don't think it was a merged account.
I looked under this patron's constituent record and the only tickets were the ones from last year.