Sending courtesies
The Send courtesies tab lets you send free tickets to specific people. Courtesies are $0 transactions with no payment required.
Who can send courtesies
| Role | Access |
|---|---|
| Owner | All events |
| Administrator | All events |
| Producer | Assigned events only |
Note: Sellers cannot send courtesies.
Accessing the Send courtesies tab
Go to Sell → Send courtesies tab.
Sending courtesies for non-numbered events
Step 1: Select event and date
- Choose the event from the dropdown
- Choose the date (auto-selected if only one)
Step 2: Select tickets
- Choose a ticket type
- Choose a rate (if multiple exist)
- Set the quantity
- Add more ticket types if needed
Step 3: Enter recipient information
Email: this is the main field. If you fill it in, the tickets are sent to that address and the button reads Send courtesy. If you leave it empty, the courtesy is still recorded (the button changes to Create courtesy) but no email is sent: the guest receives nothing until you resend the tickets from the order detail (see When the guest does NOT receive the email).
Optional:
- Name
- Last name
- ID
- Phone
- Observations
Note: If the email has an invalid format, the form flags the error and nothing is created until you fix it.
Step 4: Send the courtesy
Click Send courtesy. The recipient receives an email with their tickets.
Free printing mode: on Pro plan accounts, non-numbered events show a Free printing mode chip. Turning it on hides the guest fields and generates the courtesy as a PDF to print on the spot, without sending any email.
Sending courtesies for numbered events
Step 1: Select event and date
Same as non-numbered events.
Step 2: Select seats on the map
Click on available seats to select them.
Step 3: Open the send modal
Click "Send X seats" (top right of map).
Step 4: Configure options
| Option | Description |
|---|---|
| Send email with tickets | Toggle to require email or not |
If ON: Email is required, tickets sent immediately.
If OFF: Email optional, useful when:
- Placing guests in seats but sending tickets later
- Organizing table layouts before notifying guests
- Holding seats for last-minute confirmations
Step 5: Enter recipient information
Enter email (if required), name, and other details.
Step 6: Send the courtesy
Click Send. Seats are marked as courtesy on the map.
Bulk send courtesies
For non-numbered events, you can send courtesies to many people at once using a spreadsheet.
Accessing bulk send
- Select event and date
- Select a ticket type
- A "Bulk send" switch appears at the top
- Toggle it ON
- The Bulk send modal opens
Step 1: Import recipient data
Two options:
| Method | Description |
|---|---|
| Upload file | Upload a CSV or Excel file |
| Google Sheets | Paste a link to a public Google Sheet |
Below you see a preview of required column format.
Step 2: Map columns
After importing, map your file columns to the required fields:
| Column in file | Maps to | Status |
|---|---|---|
| ✅ Required | ||
| Nombre | name | Optional |
| ... | ... | ... |
- Columns with matching names auto-map
- Manually map others using dropdowns
- Red = required field not mapped
- Green = mapped correctly
You see a preview of values (first 3 rows) to verify mapping.
Step 3: Review and send
Shows summary:
- Total tickets to send
- Number of recipients
Click Send. Validation runs on all entries:
- Invalid emails flagged
- Missing required fields shown
- No tickets sent until all entries are valid
Fix any errors and try again.
Sending progress
A progress indicator appears in the bottom right:
- Real-time progress bar
- Success message when complete
- Any errors displayed
When the guest does NOT receive the email
A courtesy can be recorded correctly and the guest still receive no email. Check these cases before assuming a delivery problem:
| Case | What happens |
|---|---|
| Courtesy created without an email | If you left the Email field empty (Create courtesy button), the order exists but there is nobody to send the email to. |
| Printed courtesy | When you generate the courtesy for printing (Free printing mode or with print options), the system delivers the PDF and does not send the email, even if you entered an email. |
| Numbered events with "Send email with tickets" off | When sending seats from the map, if you turned that switch off the seats are assigned as courtesies but nothing is sent. |
| Mistyped email | If the format is invalid, the send is rejected and the courtesy is not created. If the format is valid but the address doesn't exist (a typo in the domain, for example), the order is created and the email bounces without arriving. |
How to resend the tickets
- Open the event and go to the Orders tab (or click the number in the Courtesies column of the tickets table, which opens the orders already filtered).
- Open the courtesy's order.
- Click Resend tickets. The guest receives the same email with their tickets.
Note: Resend tickets only works if the order has a buyer email. A courtesy created without an email or printed in free mode cannot be resent: in that case, send a new courtesy with the correct email. It is also unavailable on refunded or cancelled orders.
Courtesy transaction history
Below the interface, you see a history of courtesies sent for the selected event:
- Recipient information
- Tickets sent
- When sent
- Who sent them
Seeing every courtesy issued
Each courtesy is an order whose payment method is Courtesy, so the full history lives in the orders:
- In the event's Orders tab, open the filters and under Payment method choose Courtesy. You'll see every courtesy for that event, with its buyer, tickets, date and status.
- From the Tickets tab, the number in the Courtesies column of each ticket opens that same list already filtered for that ticket type.
Use cases for courtesies
Press and media
Send tickets to journalists covering your event:
- Use their work email
- Add observation: "Press - [Publication name]"
Sponsors and partners
Fulfill sponsorship agreements:
- Bulk send if many recipients
- Track in observations: "Sponsor package - Company X"
VIP guests
Comp tickets for special guests:
- Artists' friends and family
- Industry professionals
- Loyal customers
Giveaways and promotions
Winners of contests or social media giveaways:
- Collect winner emails
- Bulk send all at once
Courtesies vs Free tickets
| Aspect | Courtesy | Free ticket ($0) |
|---|---|---|
| How obtained | Sent by organizer | Claimed by buyer on site |
| Email required | Yes (organizer enters) | Yes (buyer enters) |
| Shows in reports as | Courtesy/Invitation | Free purchase |
| Reduces stock | ✅ Yes | ✅ Yes |
No. Courtesies must be sent by email. If you need physical tickets for someone at the venue, you have two options: use Sell with a $0 custom price (admin access required), or create a reservation with price $0 and complete it when they arrive—this processes as a free ticket and can be printed.
Only Owners, Administrators, and Producers can send courtesies. Sellers don't have access to this tab.
No. Bulk send is only available for non-numbered events. For numbered events, you need to select specific seats for each recipient.
CSV and Excel files work. You can also use a public Google Sheets link.
The system validates all entries before sending. Invalid emails are flagged and no tickets are sent until you fix all errors.
Yes. Find the transaction in your history or in Reports → Purchases and cancel it. The tickets will be invalidated.
Some organizers assign tables/seats first, then send tickets later. For example, placing wedding guests at tables, adjusting the layout, then sending tickets once finalized.
No. They receive tickets by email and can access them directly without logging in.
No. Courtesies are completely free — there are no platform fees or service charges. The recipient receives tickets at no cost, and you pay nothing to Fanz for sending them.
Yes. Temporarily increase the ticket stock, send the courtesy, then reduce the stock back to the sold amount. The courtesy will go through even though the ticket appeared sold out to public buyers.
Yes. Each ticket has a unique ID that appears in the QR code and can be exported from the Assistants tab. This is useful for raffles, lotteries, or any scenario where you need unique identifiers per ticket.
There is no single feature that creates "free invitations" and automatically assigns them to an RRPP, but you can achieve the same in two ways:
- 100% discount code (best for online distribution): create a 100%-off discount code with a usage limit and give it to the RRPP to distribute. People apply it at checkout and get in for free; the usage limit caps how many are redeemed.
- Courtesies (hand out manually): issue the courtesies here (Sell → Send courtesies) and give the PDFs/QRs to the RRPP to distribute. Note the RRPP cannot send courtesies themselves — only Owner, Admin and Producer can.
If instead you want the RRPP to sell, use their personalized sale link rather than free tickets.