Workflow scope — buyer to ticket distribution

End-to-end process broken into seven operational lanes. Lane 01 sits upstream of EventChain and is handled by the existing CRM. Lanes 02–07 are in scope for this build.

In scope
Out of scope
Scope boundary Scope boundary
Lane 01 Lead / Pipeline Out of scope
1.1

Capture inbound enquiry

Web form, phone or email lands in CRM with source attribution.

CRM
1.2

Qualify & score

Sales rep reviews fit, budget and date availability.

1.3

Issue proposal

Quote, terms and event brief sent for sign-off.

1.4

Lead converted

Signed proposal triggers handoff to buyer management via API.

API
Lane 02 Buyer management In scope
2.1

Create buyer record

Associated to agent

Account, contacts and billing entity captured in EventChain and linked to the originating sales agent.

EventChain
2.2

Confirm event details

Date, headcount, package and special requirements locked.

2.3

Collect deposit terms

Payment schedule and PO numbers recorded against the buyer.

2.4

Buyer ready for allocation

Confirmed buyer handed off to fulfilment.

Lane 03 Stock allocation In scope
3.1

Receive buyer payload

EventChain ingests the confirmed buyer via API, file upload or manual input.

API · Upload · Input
3.2

Reserve seats & passes

Inventory held against ticket type, table, suite, box, room or seat.

3.3

Apply allocation rules

Comp tickets, holds and overflow logic resolved automatically.

3.4

Confirm allocation

Stock locked and event manifest published to finance.

Lane 04 Finance integration In scope
4.1

Generate invoice

Allocation manifest converted to a tax invoice with line items.

Xero · O365
4.2

Post to ledger

Invoice synced to Xero or Office 365 Business Central against the buyer's billing entity.

4.3

Reconcile payment

Receipts matched to invoice; partial payments tracked.

4.4

Release for ticketing

Paid status flips the allocation to ready-to-issue.

Lane 05 Ticket — PDF & wallet creation In scope
5.1

Generate ticket data

Unique IDs, seat assignments and barcodes created per pass.

5.2

Render PDF artwork

Branded PDF tickets composed from the buyer's event template.

PDF
5.3

Build wallet pass

Apple Wallet and Google Wallet objects generated and signed.

Wallet
5.4

Stage for distribution

Tickets queued against guest list with delivery channels.

Lane 06 Ticket distribution In scope
6.1

Send to buyer

Bundle delivered to the buyer's primary contact, or collected from the buyer portal.

Email · Portal
6.2

Direct-to-guest delivery

Optional: tickets emailed individually to each guest, or collected from the buyer portal.

Email · Portal
6.3

Resend & reissue

Self-service reissue and revoke handled from the buyer portal.

6.4

Track delivery

Open, download and wallet-add events captured per ticket.

Lane 07 Buyer data updated & reported In scope
7.1

Sync activity to buyer profile

Allocation, payment and delivery status pushed back to the buyer profile in EventChain.

Buyer profile
7.2

Update guest records

Attendance, scans and no-shows recorded against each guest, where supported by the gate manager.

Gate manager dependent?
7.3

Generate event report

Yield, channel mix and finance summary produced for the buyer.

Report
7.4

Close the loop

Insights handed back to lead and buyer management for the next cycle.

Out of scope — handled upstream in CRM

Lead management remains in the existing sales system. EventChain picks up once a lead is converted and is not responsible for inbound capture, qualification or proposal.

Lane 01 · 4 steps

In scope — orchestrated by EventChain

From buyer creation through to reporting, EventChain owns the operational layer: buyer records, inventory, finance integration, ticket assets, distribution and write-back.

Lanes 02–07 · 24 steps