Adding tickets to an event

In this article

Adding tickets
Editing or deleting tickets


It's entirely possible to create sign-up events without needing to create tickets. Known as "simple sign-up" events, prospective sign-ups will be presented with a simpler sign-up form still containing the usual fixed questions for contact details and any custom questions you may have added; but without a ticket selection being required on the form.

When to use tickets?

Tickets are most commonly used where sign-up to the event carries a cost that requires payment - either pay online or pay on arrival.

Tickets are also suitable where you wish to provide prospective sign-ups with a choice of multiple sign-up options - either as 'free' or 'pay' ticket options; or where you wish to restrict sign-up to only be within a defined range of dates/times. For example, you may have an event offering Adult tickets and Child tickets, each priced accordingly. Using tickets in this way you'll be better able to distinguish your adult and child sign-ups and offer them different ticket options such as price, availability and capacity.

You can easily add free and pay tickets to events. 'Pay' 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; reducing cash handling and administration by your office team.

You can also designate tickets as Pay on arrival or, optionally add custom payment instructions if you don't want payment on arrival but do want pre-payment by some other means. Those signing up for the event will see that there is a cost associated with the ticket but no card payment processing will take place during the checkout process. And if you're using Event Check-In to record attendance at your event, you're even able to record payments received on arrival and update the sign-up as having paid.

It's also possible to create hidden tickets, perhaps to offer a concession price or free ticket. You can then share a private link for the hidden ticket in your email communications to just an intended audience while still having your regular tickets available for sign-up on the public-facing event page.

Adding tickets

Adding tickets to an event is only possible if the Sign up through Event page is enabled in the event's Sign Up settings, accessed by selecting to Edit the event. Other Sign Up settings are surfaced to allow Sign up through My ChurchSuite, Sign up through Connect/Embed and, for multi-date sequence events, Sign up to the sequence. When making changes to an event that belongs to a sequence you also have the option to Update sequence, which applies the changes to all events in the sequence from today onwards.

To add tickets to an event, locate the Tickets section and 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.

Optionally enter a range of dates/times when the ticket is to be Available. By adding separate tickets with different Available dates, you can easily offer "early bird" price incentives and standard-price tickets. The Available dates/times determine when the ticket is visible on the Event Page. A ticket will cease to be visible 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's date/time - ideal for keeping tickets visible on the event page for collecting late signup/payment for 'walk ins' who didn't register before the event.

In the example below, there's an early bird and standard-priced ticket. 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 date/time passes.

Returning to our original example, 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 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.

Add the ticket Price - this can be left blank or set as zero if the ticket is 'Free'. Note that "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.

In addition to adding 'pay online' tickets you can also use the Pay on arrival option to create other tickets for people to sign-up online without requiring an online payment but where payment is still required. 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 signup confirmation email make clear that payment is still to be made. You can customise the Pay on arrival label to add payment instructions that will show on the event page and the sign-up confirmation. If using event check-in 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).

Processing online ticket payments through Stripe

Card payments for tickets processed through Stripe are subject to a transaction fee deducted at the 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.

Finally, note that only available 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 Available. Hidden tickets are ideal where you wish to restrict the use of the ticket to just Calendar module users (who can manually add sign-ups for the hidden ticket), or where you wish to share a private event page link for the hidden ticket to just a certain audience. For example, you could create a hidden ticket for a concession-priced or free ticket that you only make available to a few people. The private link will provide those people with access to a version of the event page that only includes selected tickets, including hidden tickets if you wish.

In the example below, when viewing the list of Tickets for an event, notice the Action to Create private link...

Selecting that action will open the Create private link pop-up. Select each of the tickets you would like to make available on the private event page and a unique event page URL is generated for that ticket combination. You can Preview the private event page to check it shows only the expected ticket(s). You can then share that private event page URL in your email communications. In the example below, we're creating a private link for an event page that will only show the hidden concession ticket.

Finally in this section, when viewing the list of Tickets, note the additional actions 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 action will only be surfaced if there are no sign-ups for that ticket. You can also change the Order of tickets, which will determine the order they are displayed on the event page.

A note about multi-date sequence events

Adding tickets to a multi-date event sequence with Sign up to the sequence enabled will add those tickets to all dates in the sequence. Similarly, if you subsequently delete a ticket, the ticket will be deleted from all dates in the sequence. In the context of "Sign up to the sequence" events, it's not possible to create different tickets for different dates within the sequence - all dates will carry the same tickets.

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, but you can then optionally add or remove tickets for individual event dates within the sequence if you wish.

When adding a ticket to an event sequence and where Sign up to the sequence is disabled, you will have the option to Add to sequence, which will add the ticket to all future dates (from today onwards) in the sequence.

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 and future events with existing sign-ups!

Editing tickets with existing sign-ups

Changes to a ticket Name will not update existing sign-ups - they'll continue to show as signed up to the original ticket name at the point they signed up. However, you Edit those sign-ups and select your updated ticket name, saving the changes when you are done.

Changes to a ticket Price will immediately affect existing sign-ups - existing sign-ups will show as either overpaid or partially 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 will need to Edit each sign-up for that ticket and select an alternative ticket. Once all sign-ups have been re-assigned, the Delete action will be available.

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