Adding tickets to an event

You can easily add free and pay tickets to events. Event tickets integrate seamlessly with the Stripe integration for processing card payments, making it easy for people to sign up and pay online quickly and securely.

You can also create Pay on arrival tickets (or add your own custom payment instructions), so that those signing up for an event will see that there is a cost associated with the ticket, but no payment processing takes place during checkout. If you're using the event check-in system, you're even able to record payments on arrival and update the sign-up as having paid.

In this article

Adding tickets
Editing or deleting tickets

Adding tickets

Multi-date sequence events

If you enable Sign up to the sequence on any event date in a multi-date sequence, adding a ticket to one event date in the sequence will add the ticket to all event dates in the sequence i.e. the ticket type is created for the sequence. Similarly, if you subsequently delete a ticket, the ticket will be deleted from all dates in the sequence.

If you subsequently disable Sign up to the sequence on any event date in the sequence, previously added tickets will remain in place on all event dates in the sequence. You can then optionally add or remove tickets for individual event dates within the sequence if you wish.

In order to see the option to add tickets, Sign up through Event page must be enabled in the event's Sign Up settings (located on the event's Edit page). You can also optionally enable other Sign Up settings.

To add tickets to an event, navigate to the event's "View" page in the Calendar module and scroll down the page to the Tickets section. Click Add ticket.

On the Add ticket pop-up, give the ticket a suitable Name - e.g. "Adult" or "Family" - and add an optional ticket Description, perhaps details of what the ticket includes, and the ticket Price, which can be left blank or set as zero if the ticket is to show as 'Free'. "Pay online" tickets can only be processed if the Stripe integration has first been completed - see the related support article for further information. The Price is always in your local ChurchSuite account currency.

Optionally enter a range of dates/times when the ticket is to be Available (start/end date and time) - for example, by adding separate tickets, each with different Available date/time ranges, you can offer "early bird" incentives and standard-price tickets. The Available dates/times determine when the ticket is visible on the Event Page that people will sign up on. A ticket will cease to be available when the Available end date/time has passed (if specified), or when the event date/time has passed (if the Available end date/time is unspecified); however, you can also set the Available end date/time to be after the event date/time - ideal for collecting late signups or payments for 'walk ins' who didn't signup/pay before the event.

In the example below, there's an early bird and standard-priced ticket option - once the early bird ticket availability 'end date' has passed it will cease to be visible on the event page, and the standard-priced ticket will become visible (as long as both tickets are set as Visible and the availability is consecutive). Notice how the end date/time for the standard-priced ticket is optional - tickets without an end date/time persist on the event page until the event passes. The colour of the Available dates/times indicates whether the ticket is still available - red = no longer available, green = currently available.

Optionally set a ticket Quantity - perhaps where you wish to limit sign-ups for a certain ticket type. The ticket maximum Quantity works in conjunction with the event's Capacity setting, perhaps where you have a venue constraints and need to restrict the overall number of all tickets. For example, you might have 3 tickets with a maximum quantity of 100 each, but have a maximum total event capacity of 100; meaning that no more than 100 of any combination of tickets could be sold.

When adding tickets, use the Pay on arrival option where you want to permit people to sign-up online without requiring an online payment but where payment is still required later. Where the ticket has a Price, a person is signed up to the event as 'unpaid' but the on-screen 'sign up success message' and the email signup confirmation tells them that payment is still to be made on arrival. You can also customise the Pay on arrival label to add your own custom payment instruction that will show on the event page and sign up confirmation email. If you're using the event check-in system at the event, you'll be able to receive 'on arrival' payments, perhaps in cash, and mark the sign-up as paid at the point of check-in (Note: you won't be able to process card payments on arrival - card payment can only be processed at the point of signing up online for a non 'pay-on-arrival' ticket through the event page.

Later, as people begin to sign-up for your event, or as you manually add sign-ups, a progress indicator for each ticket and the overall event sign-up progress is surfaced in the Tickets section on the event's "View" page, giving you a simple visual indicator of the number of sign-ups and the total revenue derived from ticket sales so far.

Once the ticket Quantity or the event's Max. tickets quantity has been reached, no further sign-ups for that ticket/event are possible, although it is always possible for a Calendar module User to manually Add sign-ups beyond a ticket capacity.

Processing online ticket payments through Stripe

Card payments for tickets processed through Stripe are subject to a transaction fee deducted at source, with the net of fees amount deposited in your bank account. See the related support article below for further information about "Integrating Stripe for online payments" and Stripe's current transaction fees.

Only tickets whose Visibility is set as Visible will display on the event page. However, you can also set a ticket's Visibility to Hidden, which will hide the ticket from the public-facing event page, even if it is still available.

Calendar module Users can manually add sign-ups for Hidden tickets - perhaps to sign up serving team at a discounted price...

...but you can also use Hidden tickets for times where you want to offer concession-priced tickets that are only available for certain people - ie those with whom you share the private link to a special event page with those tickets included.

Selecting Create private link (shown above) on any ticket in the list will open the Create private link pop-up (shown below). Tick each of the tickets you would like to make available on the private Event Page - a unique URL is generated for that ticket combination. You can Preview the private Event Page to check it shows the correct tickets you want included. To distribute the private Event Page link simply copy and paste the URL provided into your communications before closing the private link pop-up.

In the example below, we're creating a private link for an event page that will only show the hidden team ticket and the standard-priced ticket. This will enable the recipient of the private link to view a private event page where they can sign themselves up for the team ticket and optionally sign others up for a 'pay' ticket - using the "Add additional ticket" option on the Event Page - perhaps their spouse/partner.

Finally, in this section, when viewing the table of Tickets on an event's "View" page, note the additional options to Duplicate or Edit an existing ticket. Select View changes to see a helpful log of changes made to a ticket since it was first added. The Delete option will only be available if there are no sign-ups for that ticket.

Editing or deleting tickets

Care should be exercised before editing or deleting a ticket where sign-ups have already been processed. Where Sign up to the sequence is enabled, changes made to tickets for one event date are applied to all dates in the sequence, which may have unexpected consequences on past events and future event with existing sign-ups.

Editing tickets with existing sign-ups

Changes to a ticket Name and Description will not affect existing sign-ups - existing sign-ups will continue to show the original ticket name and description. However, you can Edit each sign-up and save it without making any changes, and this will force the updated ticket name and description to be applied to that sign-up.

Changes to a ticket Price will immediately affect existing sign-ups - existing sign-ups will show as either overpaid or partial paid, depending on whether the revised ticket price is lower or higher than the amount they paid at sign-up. Existing sign-ups who have not yet paid (e.g. pay on arrival) will continue to show as unpaid.

Changes to any other ticket details will have no impact on existing sign-ups.

Deleting tickets with existing sign-ups

The option to Delete a ticket is only available for tickets without any sign-ups. If you wish to delete a ticket, you must first edit each existing sign-up and select an alternative ticket.

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