Selling Tickets

General

Sell tickets directly from your event pages with secure payment processing, automatic confirmation emails, and a QR code on every ticket. What each plan includes is in the plan table below.

Ticketing is set up and run in three places:

• The Tickets tab of an event. Open an event for editing and choose Tickets. It holds how people sign up, the ticket types, and the Payment, Checkout, Sales rules, Promo codes and Add-ons rows.
• Admin Panel → Sales. Every order and registration, with refunds, the door scanner, the check-in dashboard, and tabs for the waitlist, feedback, passes, installments and gift cards. See Managing Sales.
• Admin Panel → Settings → Payment Methods. Where you connect Stripe, PayPal and the other payment methods, once for your account. See Payment.

The Tickets tab

The tab opens on three tiles. Press the one that fits the event, and what it needs appears under it:

Open full size

Open full size

Not needed, under the tiles, switches ticketing off. It carries a tick while none of the three is on, and with nothing chosen the event has no ticketing at all. Pressing a tile that is already on does nothing: Not needed is the only way to switch off.

• If anyone has already bought or registered, leaving Sell tickets or Free registration first asks People have already signed up for this event. Change how sign-up works?
• The link, price and coupon typed under Tickets elsewhere stay with the event when you press another tile, and pressing the tile again shows them. Saving on Not needed clears them.
• Once the event has sold anything, the tab's title row shows the count (for example Sold: 42/120) and a Sales link that opens the Sales page filtered to this event's name.

What each plan includes

The line runs between giving a ticket away and charging for one. A ticket type with a price needs Pro or Enterprise; everything that charges nothing is on every plan, with no monthly count. No plan takes a platform fee: on eventschedule.com the charge is made on your own connected Stripe account with no application fee, so you pay only your processor's fees. A selfhosted install charges through its own keys and resolves to Enterprise, so nothing in the right-hand column is held back there. On a Free schedule the priced rows of an event do not go on sale, whichever payment method they use, while free registration and zero-price types keep selling; an event with nothing left to sell shows Add to Calendar instead of a buy button. The Tickets tab says so as soon as a price is typed, in a banner titled Selling paid tickets is a Pro feature, and subscribing opens the priced rows at once, with no change to the event. Appointment bookings have an allowance of their own.

Start with a free trial

On eventschedule.com, the Selling paid tickets is a Pro feature banner has a Save and start free trial button. It saves the event, takes you to checkout for the schedule, and brings you back to the event once you have subscribed, with its priced tickets on sale. Pro starts with a 7-day free trial: your card is saved, nothing is charged until the trial ends, and cancelling before then costs nothing.

• Each account gets one free trial, whichever schedule it is used on. A second schedule has its own plan, and checkout says beside its button that it is charged that day. The button then reads Save and upgrade
• A plan covers one schedule. To sell tickets at another venue or on another date, add the event to the schedule you already pay for rather than making a new one
• Checkout and the schedule's Plan tab both say the date of the first charge and the amount, and you get an email the day before it
• Only the schedule owner can subscribe. A team member sees the banner with a note to ask the owner

Ticket presets

A preset is a ticket setup with a name, kept on the schedule: Free event, Regular at 5, Special at 20. They are set up under Edit schedule → Tickets → Ticket presets, and one of them is the default every new event starts on.

Once the schedule has at least one preset, the Tickets tab shows them as a row of chips above the three tiles, with Manage presets beside them for whoever may change them. An owner with a team and no presets yet sees None yet there instead, with a link to set them up. Pressing a chip fills the tab: how people sign up, the ticket types and prices, payment, checkout and sales rules, promo codes and add-ons. The chip stays lit while the tab still matches it, and goes out when you change how people sign up, a ticket type, a price or a quantity, the currency, the payment method or its instructions, or the limit. If the preset itself changed after the event was saved, the chip stays lit and a note above the tiles offers the preset as it is now; the event keeps its own tickets until you press it. Once somebody has a ticket, or the event has a seating plan, the chips rest: a preset can no longer replace ticket types people hold.

To keep a setup as a preset, turn on Save these tickets as a preset at the bottom of the tab and give it a name. The same name replaces that preset, a new name adds one, and Use for new events makes it the default. The save bar says which it will do. The switch is offered to the schedule's owner, and to its other editors while the team does not pick from presets.

When the team picks from presets

With the owner's Team members pick from these presets on, a team member's Tickets tab holds the presets and nothing else: they choose one and see what the event will have, and cannot type a price. A new event starts on the default, and is on the owner's account, so its online payments go to the owner. An event set up by hand shows as Custom and keeps its tickets unless another preset is chosen. A preset the member cannot use (for example one whose payment method is not connected) is greyed out with an amber note saying why, and a line under the tiles says what to do when no preset has the right price: ask the owner to add one, and keep the event a Draft in the meantime. When the owner changes a preset after an event was saved with it, the event keeps its tickets and its tile says the preset changed since, with Use Regular as it is now (in that preset's name) to take it. Once somebody holds a ticket or a reservation (an unpaid or a refunded order counts), the event's tickets stay as they are until the owner changes them. The same rule holds for events added through the API and the imports; an event that comes in through calendar sync arrives with tickets off.

Free registration

The first tile. Guests sign up with a name and an email, with no payment and nothing to connect. It suits meetups, community events and open gatherings where you want to know who is coming.

1. Edit your event and open the Tickets tab
2. Press Free registration
3. Optionally set a Registration Limit, the most sign-ups each date takes. Leave it blank for unlimited
4. Optionally open the Registration form row under it to ask for a phone number, write Registration notes or add custom fields. See Checkout
5. Save the event

Visitors then see a Register button on your event page. After registering they receive a confirmation email with a QR code for check-in, and the registration appears in your Sales list, where its total reads Registered. Whatever you write in Registration notes (directions, parking, a dress code) goes into that email and onto their ticket.

Registrants can cancel themselves from the ticket page linked in their email, which frees the spot again.

The Registration Limit is per date. On a recurring event each occurrence keeps its own count, so a limit of 30 means 30 people per date, not 30 across the series.

Registration never asks which plan you are on: the sign-ups, the limit, the waitlist on a full date and the RSVP embed widget are free on every plan, and so is Individual tickets in the Registration form row. One thing in that row needs Pro: custom fields.

If you have webhooks configured, registrations fire sale.created and cancellations fire sale.cancelled.

Sell tickets

The middle tile, for paid events and for free ones that need more than one ticket type. The ticket types appear under the tiles, and five rows under them hold everything else. Creating ticket types and giving tickets away work on the Free plan; charging for one needs Pro.

Setting up ticket sales

1. Connect a payment method first, under Admin Panel → Settings → Payment Methods. Without one, buyers can only pay cash at the door. See Payment.
2. Edit your event and open the Tickets tab
3. Press Sell tickets
4. Fill in the first ticket type (its fields are described below), then use + Add Type for each further one
5. Open the Payment row and choose a payment method and currency
6. Save the event

A Buy Tickets button then appears on your event page, or Get Tickets when every type is free. Both labels can be reworded under Customize → Custom Labels Pro - Requires the Pro plan on the schedule's edit page.

The five rows

Under the ticket types, each row says what it holds on one line, or None while it holds nothing. Press a row to open it in place; one is open at a time.

The Promo Codes and Add-ons rows still open on the Free plan: they show what the feature does and an upgrade panel in place of the editor. On a Venue schedule with allocated seating, a Seating plan selector sits above the ticket types.

Ticket Types

A ticket type is a name, a price and a quantity. Add as many as the event needs:

A ticket type sells by the number, not by the seat: the buyer takes three, not seats 12, 13 and 14. To sell the seats themselves, see Allocated Seating. There is no pay-what-you-wish pricing either: every ticket type has one fixed price, and a blank price means free.

Ticket settings

A ticket type carries more than its Price, Quantity and Type: a line of links under those fields adds one more setting each. In the form's order:

Everything in this table works on the Free plan except the pass switch, which is locked below Pro. A ticket type is removed with Remove, which appears once the event has more than one.

Individual quantities or one combined pool

When an event has two or more ticket types and they all carry the same quantity, a choice appears under the list:

• Individual Quantities - each ticket type is counted separately, so the capacity is the sum. This is the default.
• Combined Total - all types draw on a single pool of that size. Use it when 100 means 100 people through the door however they split between General and VIP.

The choice is hidden when the quantities differ, when any quantity is blank, when there is only one seat-selling type, or when the event uses a seating plan. Passes are ignored in that judgement, since a pass does not define seat capacity.

Volume discount

Choose + Add Discount on a ticket type to reward buying in bulk. Set the Minimum quantity that unlocks it (two or more), then the Type (Percentage or Fixed amount) and the Discount value. A group of four booking together gets the discount; a single buyer does not. A group rate is set this way on the ticket type, not as a separate "Group of 4" type.

The discount comes off the line for that ticket type, not the whole order, and never off add-ons: four discounted tickets plus a parking add-on means the four tickets are discounted and the parking is not. A promo code stacks on top. The volume discount is taken off first and the code is then worked out on what is left, so the two never double-count the same money.

Max per order

Choose + Add Limit to cap how many of one ticket type a single buyer can take in one order. This is what keeps a two-for-one early bird from being bought out by the first person through the door, and it is separate from the ticket type's total Quantity: the quantity is how many exist, the limit is how many one order may hold. Add-ons take the same limit. A pass has no limit to set: it is always one per order.

Passes & subscriptions Pro - Requires the Pro plan

Turn on This is a pass or subscription (multi-use) to make a ticket type one purchase a guest reuses across many events. Four types are offered: a visit pass with a fixed number of visits, an unlimited membership, a festival pass good once per event, and - on a recurring event only - a season pass.

Advance booking is off by default, which makes a pass scan-at-the-door only. Turn on Let holders book seats in advance first, and the per-date seat cap and the cancellation-deadline settings appear with it. Passes also keep one shared inventory bucket rather than a count per date, and an event with a pass type cannot use Individual tickets. See Subscriptions & Passes for the full guide.

Free Tickets

A free event that needs more than one ticket type (General and VIP, say), a quantity per type or a cap per order uses Sell tickets with the price left blank:

1. Press Sell tickets on the Tickets tab
2. Create a ticket type
3. Leave the Price blank, or enter 0
4. Set a Quantity if you have capacity constraints
5. Save the event

Visitors take a free ticket through the same checkout, with nothing to pay, and the button on the event page reads Get Tickets. They receive a confirmation email with a QR code, and you have a list of who is coming. Add Ticket notes (in the Checkout row) to include directions or other instructions in that email. A holder of a free ticket can cancel it themselves from their ticket page, which releases the spot; paid orders are cancelled by you from the Sales page.

A ticket type priced at zero sells on every plan, Free included. On a Free schedule whose event mixes a free tier with paid ones, the free tier stays on sale and only the paid rows sit out until you subscribe.

The three tiles are one choice, so an event cannot have Free registration and ticket types at once. For a plain headcount, Free registration is the shorter route, and its per-date limit and waitlist are free on every plan. For free and paid options side by side, use Sell tickets with a zero-price type beside the paid ones.

Tickets elsewhere

The third tile. Use it when tickets are sold somewhere else (Eventbrite, Ticketmaster, a box office of your own). Event Schedule handles no money here: the event page links out. It is available on every plan.

Buying Several Events at Once

A visitor browsing your schedule can collect tickets to more than one event and pay for the lot in a single checkout. On any event with tickets they choose their quantities and select Add to cart instead of Checkout, then carry on browsing. A cart button appears in the corner with a running count; opening it lists everything gathered so far with a running total, and one Checkout pays for all of it. A gift card can be applied to the whole order.

Afterwards the buyer lands on a page listing every event they bought, each linking to its own ticket. There is no combined ticket: every event is scanned with its own code, because each door only knows about its own event. The confirmation emails arrive one per event for the same reason, and where wallet passes are enabled each live event on that page gets its own Add to Google Wallet button.

What can share a cart

• Events that agree on three things: the same owner, the same ticket currency and the same payment method. A single payment cannot be split across payment accounts, currencies or payment rails, and the cart says so when an event cannot join.
• Stripe, PayPal, Razorpay and cash. Invoice Ninja, Payfast and a payment link are not supported, since each sends the buyer to a page built for one event.
• Not events using individual tickets. They keep their own checkout: the cart collects one name and email for the whole purchase and has nowhere to put a guest list.
• Two dates of one recurring event count as two entries, so a visitor can take Friday and Saturday in one order.

Nothing about the cart is trusted at checkout. Prices shown in the panel are for orientation: every ticket is re-read and re-priced from your event when the buyer checks out. If any part of the order can no longer be filled, the whole order is refused rather than charged in part, and the cart names the event so the buyer can remove it and continue.

Payment

Before you can take money online you need to connect a payment method. Payment methods belong to your account, not to a single event: you connect them once under Admin Panel → Settings → Payment Methods, where each has a row that says whether it is connected, and you pick one per event in the event's Payment row. Seven methods are offered, listed here in the order the event form shows them:

How to connect each method, its test mode and a site-wide account on a selfhosted install are covered in Account Settings. This page covers what each method does on an event: when it is offered, when a checkout is refused, and how refunds work.

The Payment row of an event

With Sell tickets on, the Payment row is the first of the five under the ticket types. It holds:

The row warns you when a priced ticket has nowhere to send its money, and the same warning appears under the three tiles with a Payment link that opens the row:

• Connect Stripe to get paid when no payment method is connected. Opening the row shows a panel with a Connect Stripe button, which opens Settings in a new tab; reload the event page once you are connected.
• No payment method for EUR (with your event's currency) when you have a method connected but none that can settle that currency. Change the event's currency or connect one that can.

An event still saves and publishes in either state, and buyers can pay cash at the door, so connect a method before you announce a paid event. A method in test mode is marked as such in the list, and the row also warns while the chosen method is PayPal in test mode or Razorpay with test keys: a test ticket otherwise looks exactly like a real one.

Connecting Stripe

1. Go to Admin Panel → Settings → Payment Methods and open the Stripe row
2. Click Connect Stripe
3. Complete the Stripe onboarding process
4. Once connected, Stripe appears as a payment method in the event's Payment row

Stripe verifies a new account asynchronously, so there is a short window after onboarding where the account is linked but not yet ready to charge. The Stripe row in Settings reads Setup not finished and the event's Payment row shows a "verifying" notice during that time. If you finish onboarding in another tab, reload the event page to pick up the change.

A selfhosted install has no Connect button: Stripe is set up once for the whole install by its administrator, and the Stripe row says whether it is configured. See the Payments guide.

Invoice Ninja Modes

We recommend using Stripe with Invoice Ninja for the best experience. Invoice Ninja provides additional features like invoicing, payment reminders, and financial reporting.

Once Invoice Ninja is connected, its row under Settings → Payment Methods offers a Checkout mode with two choices, Invoice and Payment link. Connecting it is covered in Account Settings.

Start with Invoice mode for maximum flexibility. Switch to Payment link mode if you want invoices grouped together in Invoice Ninja.

Payfast

Payfast is a South African gateway, useful where Stripe is not available. It settles in rand (ZAR) only, so it appears in the Payment row of an event priced in ZAR and nowhere else. You connect it once with your merchant ID, merchant key and passphrase, and can test it in Payfast's sandbox first: see Payfast in Account Settings.

When a Payfast checkout is refused

Two orders never reach Payfast, because it would reject them on its own page after the seats were already held: an order under R5.00, Payfast's minimum, and any event whose currency is not ZAR. In both cases the buyer is returned to the ticket page with a message, and the seats go straight back on sale. If you see that on your own event, check the event's Currency in the Payment row: an event can keep Payfast selected after its currency is changed, and it then shows in the dropdown marked no longer available until you pick something else.

Refunds

Refunds are issued from your own Payfast dashboard. On a Payfast sale the Sales page offers Mark as Refunded, which records the refund without moving money. Stripe, PayPal and Razorpay are the exceptions: those sales are refunded from the Sales page and the money goes back automatically. See Refunds.

What Payfast does not do

A Payfast event cannot be combined with others in the multi-event cart, since a Payfast payment covers one event, and it cannot offer monthly installments, which need a card the gateway can charge again later. Gift cards cannot be sold through Payfast either. Everything else works normally: promo codes, add-ons, volume discounts, per-attendee tickets.

PayPal

PayPal is worth connecting where Stripe is not available, or where your buyers would rather pay from a PayPal balance. Like Stripe, it confirms the payment and issues the ticket with no manual step. You connect it once with the Client ID and Secret of an app at developer.paypal.com, and test mode takes the separate pair from PayPal's Sandbox tab: see PayPal in Account Settings.

PayPal settles a fixed list of currencies, and an event priced in anything else will not offer it. Three currencies PayPal does support (the Hungarian forint, the Japanese yen and the New Taiwan dollar) are deliberately left out. PayPal will not accept an amount with decimals in any of them, and a percentage discount here can produce one, so an event priced that way would have money taken and the ticket withheld. Rather than let that happen, PayPal is not offered for those three at all.

Payments that PayPal holds for review are the one case where a ticket is not issued at once. The sale stays unpaid, its seats stay held rather than expiring, and the buyer is told the payment is being reviewed rather than being asked to pay again. That holds on every event of the order, so nobody can accidentally pay twice for the same basket. We also ask PayPal not to accept funding that takes days to settle, such as an eCheck, so this should be a short wait rather than an open-ended one.

Finishing a reviewed payment (issuing the ticket if PayPal clears it, or letting the buyer try again if PayPal declines it) depends on PayPal notifying us. We register that listener for you when you connect your own PayPal account. On a selfhosted site that provides one PayPal account for everyone, the administrator has to add it; without it a reviewed payment there stays unresolved (see the Payments guide).

When a PayPal checkout is refused

Some orders never reach PayPal, because it would reject them on its own page after the seats were already held. These are an event priced in a currency PayPal does not settle (or in one of the three left out above) and an order PayPal declines to create. In both cases the buyer is returned to the ticket page with a message and the seats go straight back on sale, so nothing is lost.

If you see that on your own event, check the event's Currency in the Payment row: an event can keep PayPal selected after its currency is changed, and it then shows in the dropdown marked no longer available until you pick something else. The same happens if you disconnect PayPal while an event still names it. There the buyer is returned to the ticket page, so an event left that way is worth catching before a real buyer finds it.

Two more outcomes are worth recognising. A buyer who approves the payment, closes the tab and comes back much later may find the reservation has already expired; nothing is charged in that case. And if PayPal reports a total that does not match the order, the sale is held as an amount mismatch for you to look at rather than being completed: the money is with PayPal and the ticket is not issued, so it needs a person.

Refunds

PayPal is one of three methods (Stripe and Razorpay are the others) where Refund Ticket on the Sales page sends the money back for you. You can return the whole amount or part of it, and the sale's PayPal reference is shown there as a link into your PayPal activity. Refund from the Sales page rather than from PayPal itself: a refund made in your PayPal account is not reported back, so the sale stays paid and its ticket keeps scanning. See Refunds for partial refunds and for what happens when a refund cannot be confirmed.

What PayPal does not do

PayPal cannot offer monthly installments, which need a card the gateway can charge again later, and gift cards cannot be sold through it. It is also not offered on events priced in Hungarian forints, Japanese yen or New Taiwan dollars. Everything else works normally (promo codes, add-ons, volume discounts, per-attendee tickets), and unlike Payfast a PayPal event can be combined with others in the multi-event cart, because the whole basket is taken as one payment.

Razorpay

Razorpay is the gateway to connect for events in India. Buyers pay on a Razorpay payment page by UPI, card, netbanking or wallet, and come straight back to their ticket; we check each payment with Razorpay before marking the sale paid. It settles in Indian rupees (INR) only, so it appears in the Payment row of an INR event and nowhere else. You connect it once with a Key ID and Key Secret, and a Test Mode pair (rzp_test_) lets you try it first: see Razorpay in Account Settings.

Why the webhook matters

The webhook is optional, and is added on the same Settings row. Without it we only hear about a payment when the buyer comes back from Razorpay, and on a phone a buyer who pays in their UPI app often never does.

With the webhook, a buyer who pays but never comes back still gets their ticket, and a checkout nobody finishes gives its seats back when its payment page expires, about half an hour later. Without it, those seats stay held, so turn on Expire unpaid tickets on the event. A buyer who paid and did not come back shows as unpaid on the Sales page: find the payment in Razorpay under Payment Links by the buyer's email and press Mark Paid, or, if the sale has already expired, refund the payment in Razorpay.

When a Razorpay checkout is refused

Some orders never reach Razorpay's payment page: an order under ₹1.00, which Razorpay will not take, and an order for which Razorpay could not create a payment page, where the buyer is asked to try again in a moment. In both cases the buyer is returned to the ticket page with a message and the seats go straight back on sale, so nothing is lost. An event can also keep Razorpay selected after its currency is changed away from INR; it then shows in the dropdown marked no longer available until you pick something else.

If Razorpay reports a total that does not match the order, the sale is held as an amount mismatch for you to look at rather than being completed: the money is with Razorpay and the ticket is not issued, so it needs a person.

Refunds

Refund Ticket on the Sales page sends the money back through Razorpay, in full or in part, and the sale's Razorpay reference is shown there as a link into your Razorpay dashboard. Refund from the Sales page rather than from Razorpay itself: a refund made in your Razorpay account is not reported back, so the sale stays paid and its ticket keeps scanning. A sale you marked paid by hand has no Razorpay payment behind it, so it shows Mark as Refunded instead.

What Razorpay does not do

Razorpay cannot offer monthly installments, which need a card the gateway can charge again later, and gift cards cannot be sold through it. Everything else works normally (promo codes, add-ons, volume discounts, per-attendee tickets), and like PayPal a Razorpay event can be combined with others in the multi-event cart, because the whole basket is taken as one payment.

Installment Payments Pro - Requires the Pro plan

Let buyers spread the cost of an expensive ticket over monthly payments. Useful for courses, retreats and multi-day events announced well in advance: a buyer pays the first installment at checkout and gets their ticket straight away, and the rest is charged automatically to the same card each month.

Setting it up

Open your event, go to the Tickets tab, open the Payment row, and turn on Let buyers pay in monthly installments. The option appears only when the event is paid through Stripe, because Stripe is the only payment method that can charge a saved card automatically.

Every individual payment has to clear Stripe's minimum charge of roughly $0.50, so splitting a small order too many ways withdraws the option. A promo code or gift card applied at checkout can take an order under that line, or under your own minimum, and the buyer will not be offered monthly payments. Installments are also not offered for a basket spanning several events, or for one containing a pass.

What the buyer sees

At checkout the buyer chooses between paying in full and paying monthly. Paying in full is selected by default. If they choose monthly they see every payment date and amount before committing, confirm that they authorise the future charges, and are charged only the first payment. There is no interest and no fee: the total is the same either way.

Their ticket is valid from the first payment. Two days before each following payment we email them a reminder naming the card and the amount. Every one of those emails links to their own payment plan page, where they can pay early, clear the whole balance or change their card. That page is the only place their saved card is shown: the ticket page is what the QR code opens, and door staff scan it.

Tracking payments

The Installments tab on your Sales page opens on the figures for each currency (plans, collected, outstanding, and overdue when any are) and an Expected by month forecast. Under them, one row per buyer shows how far through their plan they are, the card on file, what has been collected and what is outstanding, when the next payment is due and the plan's status. Overdue plans sort to the top, and once a plan has a payment reference its row opens to list every payment with its date, amount, status and reference.

You get one daily summary of the payments due in the next couple of days, rather than an email per buyer, and an immediate email whenever a payment fails.

When a payment fails

If a card is declined we retry it three more times over the following nine days, emailing the buyer each time and telling them plainly that their ticket is still valid. If their bank asks them to confirm the payment (common in Europe) we send a different email asking them to approve it, and do not count it as a decline.

If the balance is still unpaid after that, the ticket goes on hold: it stops scanning at the door until they pay, and paying makes it valid again immediately. A week before the event everyone with an outstanding balance gets a final notice, and you get a list of them, so nobody is surprised at the door.

Running out of retries is the common route to a hold, but not the only one. A plan also goes on hold if a bank authentication request goes unanswered for a week, or if your own Stripe connection is disconnected so nothing can be collected at all. That second one is worth knowing: the buyer has done nothing wrong and cannot fix it, so you are the one we email, and reconnecting Stripe is what restarts collection. For the ordinary routes, the buyer replacing or re-confirming their card lifts the hold and puts the remaining payments back on schedule.

One state deliberately waits for a person: if a charge is interrupted and we cannot tell whether the money moved, we stop rather than retry, because retrying a payment that may already have succeeded is how a buyer gets charged twice. The same applies to a payment that arrives but does not match anything we can apply it to. Both show on the Installments tab as needing your attention, with the Stripe reference to check against your dashboard, and neither is resolved by the buyer changing their card.

Scanning a ticket that is on hold shows your door staff an amber Overdue balance screen with the attendee's name, the amount outstanding and how much of the total has been paid, rather than a red rejection. They are not checked in until your door staff tap Admit anyway, so taking payment or letting the guest in is your call.

Cancelling or refunding an order, cancelling the event, or deleting the schedule all stop the remaining payments immediately. A payment plan can only be refunded in full: Refund Ticket returns each payment that was already collected, one at a time, and the Installments tab still lists every payment reference so you can check them against your own Stripe dashboard.

Checkout (Registration form on free registration)

The row under Payment holds what a buyer is asked and told. On a Free registration event it is titled Registration form and is the only row, holding the phone number, Individual tickets, the custom fields and the notes. The row reads None until something in it is on, then names what is. Top to bottom:

The Terms URL belongs to ticket sales and is not on the Registration form. Individual tickets is free on the Registration form. When the event sells tickets, the form locks it below Pro, with a See what Pro adds link under it. An event that switches from Free registration to selling tickets on a free schedule loses it on the next save.

Custom Checkout Fields Pro - Requires the Pro plan

Collect additional information from attendees during checkout: dietary requirements, a T-shirt size, a company name, an emergency contact, how they heard about the event. Fields added here, under Custom Fields (Per Order), are asked once for the whole order, and an event takes up to 10 of them.

1. Edit your event
2. On the Tickets tab, open the Checkout row (Registration form on a Free registration event)
3. Under Custom Fields (Per Order), choose + Add Field
4. Give it a Field Name and a Type: Text, Multi-line Text, Yes/No, Date, Dropdown or Multi-select. The last two take a list of Options
5. Tick Required if buyers must answer, and drag the fields into the order you want them asked
6. Save the event

Responses are stored with each sale, shown when you open the sale's row on the Sales page, and included in the CSV export as one column per field.

To ask something of one ticket type only, add the field on the ticket type itself: choose + Add Field under it. Those fields are asked once per order that includes the type, each ticket type takes up to 10 of them, and they work on every plan. To have every attendee answer individually (a meal choice, a name for a badge), turn on Individual tickets and Collect ticket fields per guest above.

Sales Rules

The row after Checkout holds how ticket sales run. Every switch in it is off until you turn it on, and it is not shown on a Free registration event. A ticket type's own sales start and end are set on the type, with + Add Sales Dates (see Ticket settings); when any type has them, this row's line says so first, as in Sales dates, Show unavailable tickets.

Promo Codes Pro - Requires the Pro plan

Offer discounts to attendees with promo codes. Buyers enter a code during checkout to receive a discount on their purchase. On the Free plan the row opens on a description of the feature and an upgrade panel.

Adding a Promo Code

1. Edit your event
2. On the Tickets tab, open the Promo codes row
3. Click + Add Promo Code
4. Fill in the code, the discount type and its value (the fields are below)
5. Save the event

Promo Code Settings

Under each promo code, Link that applies this code shows a shareable URL that pre-fills the code at checkout, with a copy button beside it. Remove deletes the code when the event is saved.

A promo code never discounts add-ons, and it is worked out after any volume discount on the same line, so the two never double-count the same money.

With Invoice Ninja in Payment link mode, an event takes one promo code and it applies to every ticket type: the Applies To choice and + Add Promo Code are hidden once it has one. Use Invoice mode for several codes with per-ticket targeting.

Add-ons Pro - Requires the Pro plan

Add-ons are optional purchasable items that customers can include with their ticket order, such as parking passes, merchandise, or meal packages. On the Free plan the row opens on a description of the feature and an upgrade panel.

Creating an Add-on

1. Edit your event
2. On the Tickets tab, open the Add-ons row
3. Click + Add add-on
4. Fill in the add-on details and save the event

Add-on Fields

• Name (required): The name displayed to customers (e.g., "Parking Pass", "Event T-Shirt")
• Price: The price per unit (leave blank or set to 0 for free add-ons)
• Quantity: The total number available (leave blank for unlimited)
• Description: An optional description with additional details
• URL: An optional link, for a size chart or a product page
• Image: An optional picture of the item
• + Add Limit: Caps how many of this add-on one order may hold, the same as Max Per Order on a ticket type

How Add-ons Work

• Add-ons appear in the checkout form only after the customer selects at least one ticket
• Customers choose a quantity for each add-on (or leave it at 0 to skip)
• Add-on totals are added to the ticket total at checkout
• Promo codes and volume discounts do not apply to add-ons
• Add-ons are tracked separately in sales records, the CSV export and confirmation emails
• Add-ons are a Pro feature, as are the priced tickets they ride alongside
• Saving the event with Sell tickets switched off removes its add-ons, and the save bar says so first: Saving removes this event's add-ons.

Allocated Seating Enterprise - Requires the Enterprise plan

Everything above sells by the number. If your venue has rows, you can sell the seats themselves instead: draw the room once as a seating plan, attach it to an event, and buyers pick where they sit. Your box office gets the same map to hold seats back, take a booking over the phone, move somebody or release a single seat.

It has a guide of its own: Allocated Seating.

Managing Sales

Open Admin Panel → Sales. The page lists the orders and registrations for every event you manage, across all your schedules, newest first and 50 to a page. (The sidebar's Tickets entry is a different page: the tickets you hold yourself as an attendee.)

Open full size

Open full size

The page at a glance

The title row ends with the page's actions, the forward one last:

• Import Pro - Requires the Pro plan opens Import Attendees
• Check-in Pro - Requires the Pro plan opens the check-in dashboard
• Scan Ticket opens the door scanner, on every plan

Under it sit the tabs. From a tablet up they are a strip, on a phone a dropdown, and a tab with something in it carries a count. A tab only appears when it has something to show:

"On Pro" here means at least one schedule you manage is on Pro or above. The same goes for Import, Check-in and Export, which are hidden rather than shown locked on a Free account.

The Sales list

The list is a table from a tablet up and a stack of rows on a phone. Click a column heading to sort by it, and again to reverse the order.

An arrow before the customer's name opens the row when there is more to see: the buyer's answers to your custom fields, and on an order with individual tickets each guest, with their own View Ticket and Send Email links. The ticket types, add-ons, event date and check-in time of each order are in the CSV export.

Filtering Sales

Type in the Filter box above the list to search by buyer or guest name, email, phone, event name, status or transaction reference. The list updates as you type.

Past events are hidden by default. Turn on Include past events, beside the filter, to bring older sales back into the list. Export, at the end of the same row, downloads exactly what the filter and the switch are showing.

Actions

Open the three-dot menu at the end of a sale's row. It offers only what applies to that sale:

A full refund, a cancellation or a deletion returns the sale's tickets and any allocated seats to stock, gives back any promo code use, credits any gift card balance the buyer spent, stops any remaining installment payments, and notifies the next person on the waitlist. A partial refund does none of that: the sale stays paid and every ticket on it stays valid. On an order with individual tickets these actions belong to the buyer's row, not to a guest's.

Refunds

Refunds come with paid ticketing on the Pro plan, and a schedule that has since dropped back to Free can still return the money for sales it took. What the action does depends on how the sale was paid:

• Stripe, PayPal and Razorpay: Refund Ticket sends the money back through the provider, and the status here changes only once it has gone. A dialog shows Available to refund and asks for a Refund Amount, so you can return all of it or part.
• Every other method (Invoice Ninja, Payfast, a payment link, cash, or any sale you marked paid by hand) shows Mark as Refunded instead. It records the refund and adjusts your revenue figures, and you return the money in your provider's own dashboard.

A partial refund leaves the sale paid and its tickets valid, and the row shows Refunded so far. Refund the rest later and the sale becomes refunded, with its tickets and seats back on sale. Until then your Analytics revenue still counts the sale in full.

A payment plan on installments can only be refunded in full: Refund Ticket returns each payment already collected, one at a time, and stops the rest.

Four more things to know before you refund:

• Refund first, cancel after. The refund action only appears while a sale is still paid. Cancel Ticket and Delete never move money, and once a sale is cancelled the money has to go back in your provider's own dashboard.
• A refund that cannot be confirmed is not retried. The sale is left for you to check against your provider's dashboard, with a warning on its row, because retrying a refund that may already have gone through is how one refund becomes two. A refund the provider actively rejects is different: nothing moved, so the amount is released and you can try again.
• The buyer is not emailed. Event Schedule does not tell the buyer about a refund, so tell them yourself if you want them to know.
• Webhooks. Mark Paid, a full refund and a cancellation fire the matching webhook : sale.paid, sale.refunded or sale.cancelled. A partial refund does not fire one, because the sale is still paid.

The currency locks once an event has taken money

That means a sale that is paid, refunded or awaiting payment review. A sale records no currency of its own, so changing the event's currency afterwards would relabel its past sales and work a later refund out in the new currency. The event's Payment row greys out the Currency selector with a note saying why, and the API refuses the change too. Unpaid, cancelled and expired sales took no money, so they leave the currency open.

Sale Notification Emails Pro - Requires the Pro plan

Opt in to receive an email notification every time a ticket sells. Each notification includes:

• Buyer name and email
• Ticket type and quantity
• Total amount
• Payment status
• Discount or promo code applied

How to Enable

Open Admin Panel → Schedule → Edit Schedule, choose the Settings tab, open its Notifications row and turn on New ticket sale. Each owner and admin of the schedule opts in separately. If push notifications are enabled, the same alert is mirrored to the browser.

Ongoing sale notifications are a Pro feature, but the first paid sale on each event notifies you on every plan, including Free, as long as the toggle is on.

On eventschedule.com, sale notification emails go out only once the schedule has its own email settings, and they are sent from that address. Until then the New ticket sale toggle stays greyed out, unless the schedule is on Pro and push notifications are set up: the push goes out without email settings, so the toggle stays usable for it. A selfhosted install only needs a working mailer. Every notification email includes an unsubscribe link.

Exporting Sales Data Pro - Requires the Pro plan

Export your sales data for accounting, tax purposes, or to import into other systems. The export covers every schedule you own or administer.

1. Go to Admin Panel → Sales
2. Narrow the list with the filter box, and turn on Include past events if you need older sales. The export contains exactly what the list is showing, on every page of it.
3. Click Export, at the end of the filter row. A CSV file named after today's date downloads.

What the file holds

One row per sale, and on an order with individual tickets one row per guest as well:

• Buyer name, email and phone
• Event, event date and purchase date
• Ticket types and quantities, and add-ons, as separate columns
• Amount and currency
• Promo code and discount amount, gift card code and gift card amount
• Transaction reference, payment method and status
• Group ID, shared by the guests of one order with individual tickets, and Order ID, shared by the events of one cart purchase
• Check-in status and check-in time
• Pass type, visits used and expiry, for pass sales
• Seats, for allocated seating sales
• Custom field responses, per order and per ticket type, one column per field

The file starts with a byte order mark, so Excel opens it with accents and non-Latin names intact.

Importing Attendees Pro - Requires the Pro plan

Bulk-add attendees who paid out-of-band (cash, sponsored, or through a third-party system) instead of checking them out through the public ticket page. Up to 5,000 attendees per import.

1. Go to Admin Panel → Sales and click Import, in the page's title row. The Import Attendees page has a Sales link above its title to take you back
2. Pick a schedule (if you manage more than one) and an event. On a recurring event, also pick the Event Date the attendees are coming on
3. Either type rows on the Form Entry tab, using + Add attendee for each further row, or switch to Upload CSV
4. When uploading, drop the file on the page, match each of its columns to a field under Map Columns (or Skip it), then click Next to bring the rows into the form for review
5. Optionally turn on Send Email to send a confirmation email to each paid attendee
6. Click Save Attendees. You land back on the Sales page, which says how many were imported and how many rows were skipped

Supported CSV columns

• Name, Email (required), Phone
• Ticket Type (matched by name to existing ticket types)
• Quantity, Amount, Status (paid / unpaid)
• Any custom fields you have defined, on the event or on a ticket type

Email is the only required column. Everything else auto-detects from the header name, and rows with no ticket type fall back to the type you picked. Comma, semicolon, and tab delimiters are all supported, as are UTF-8 CSVs exported from Excel. Duplicate emails within the same import are skipped automatically, as is any row that would push a ticket type past its remaining quantity.

Imports never take money. Imported attendees are recorded with their own payment method, shown as Manual import in the Sales list, so nothing is charged through Stripe or PayPal on the way in: the row is a record of a sale that already happened somewhere else.

With Send Email on, each attendee imported as paid gets the same confirmation email a checkout sends; unpaid rows are not emailed. On eventschedule.com it comes from our address until the schedule has its own email settings, then from yours. A selfhosted install needs a working mailer, and without one the save button stays disabled while Send Email is on.

Check-in at the Door

Use your phone to scan tickets at the door. No special hardware is needed, and scanning is on every plan, Free included, for every ticket and registration. The live check-in dashboard is the part that needs Pro or above.

1. Go to Admin Panel → Sales on your phone and tap Scan Ticket, at the end of the title row
2. Tap Start camera and allow it. On that phone the camera starts by itself from then on
3. Point it at the QR code on the ticket. A colored band gives the answer, with the attendee's name, their tickets and, at an allocated event, their seats
4. A green check-in carries on to the next ticket by itself after three seconds (tap the card to keep it on screen). Anything amber or red waits until you tap Scan next

The Scanning at event picker at the top says which event the door is for. Today's events are listed first, then the ones coming up, then past ones, and a recurring event shows the date the door is on. It arrives on today's event with sales (otherwise one running today, otherwise the next one coming up), and your choice is remembered on that phone for as long as that event is on today. A pass is redeemed at the event picked. An ordinary ticket for a different event, or for another night of the same recurring event, stops in amber and is checked in only when you tap Admit anyway. The page's title row has a Sales link back and a Check-in button for the dashboard.

The phone buzzes once for a check-in and several times for anything else, and plays a short tone (turn it off with Sound under the camera). Switch camera and Light appear where the phone has them. The screen stays on while the camera runs. Browsers only allow the camera on a secure address, so a selfhosted install has to be opened over https to scan.

What the scanner shows

Admit anyway is offered only on an amber answer, and each use is recorded in the schedule's Audit Log. A red answer cannot be waved through.

Any team member with access to your schedule can scan tickets, including viewers: have them log in on their own phone.

On the buyer's side, the confirmation email and the ticket page show the QR code on every plan. An unpaid or cancelled order shows its QR code struck through, marked Unpaid or Void.

Check-in Dashboard Pro - Requires the Pro plan

Watch arrivals at one event as tickets are scanned. Open Admin Panel → Sales and choose Check-in in the title row, or use the Check-in button on the scanner. The page is built for a phone at the door, with Scan Ticket in its own title row. Top to bottom:

Open full size

Open full size

Counts are keyed to the venue's own calendar date, so an evening event west of UTC reports correctly rather than rolling over at the wrong midnight. Only redemptions count as checked in: a pass holder who booked a seat in advance appears in the reserved count until they actually arrive. The figures refresh every 10 seconds while the tab is in the foreground, so a phone in a pocket is not drained.

Wallet Passes

Ticket buyers can save their ticket into Google Wallet from the ticket page, from the order page of a multi-event purchase, or from the confirmation email. The pass carries the same QR code the ticket page shows, so it scans at the door exactly like any other ticket, and it works offline once saved.

• Event details on the pass - name, venue, date and time, attendee name, ticket type and seat
• Arrival reminder - when the venue has map coordinates, Google can notify the attendee as they arrive nearby
• One pass per event - a multi-event order gets a separate pass for each event, since each is scanned with its own code. A single order for several people is one pass showing the number it admits, unless the event issues individual tickets
• Passes and registrations too - a pass or subscription of any type saves as one undated pass rather than one per date, and shows how many people it admits at each event when that is more than one. If the pass has an expiry, Google Wallet archives it once that date passes. Free registrations get a wallet pass on the same terms as a paid ticket
• Not for every order - there is no wallet button for an appointment booking, on an event you have cancelled, or while an installment plan is behind on its payments

At the door a wallet pass is scanned exactly like any other ticket: the attendee opens it and you scan it from Scan Ticket as usual. On an allocated event the seat is printed on the pass.

The pass is a snapshot taken when the attendee saves it. Cancelling or fully refunding an order does not remove a pass already on someone's phone, but the code stops working: the door scanner checks the order's live status, and a cancelled or refunded ticket is refused there just as it is on the ticket page. A partial refund leaves the order paid, so its pass keeps working.

Waitlist

When an event date fills up, fans can join a waitlist to be notified when spots become available.

How It Works

1. When all tickets sell out for an event date, a Join Waitlist button appears on the event page
2. Guests enter their name and email
3. When a spot opens up (a sale is cancelled, fully refunded or expires unpaid, a pass holder cancels a booked date, or your box office releases a seat), the next person in line is notified by email. A partial refund frees no spot
4. They receive a link that is valid for 24 hours
5. If they don't purchase in time, the next person in line is notified

Only one person is notified at a time, to prevent overselling. The next is notified only after the current person's 24-hour window expires or they complete their purchase.

Managing the Waitlist

Open Admin Panel → Sales and choose the Waitlist tab. The tab is there while at least one person is waiting or has been notified, and carries their count.

• Each row shows the person's name with their email under it, the event, the date they are waiting for, a status and when they joined
• The status is Waiting, Notified (their 24 hours are running), Purchased or Expired
• Remove, at the end of a row, takes that person off the list after asking you to confirm
• Click a column heading to sort, and turn on Include past events to see dates that have passed

Interest List

Most people who look at an event page are not ready to buy that minute. The interest list lets them leave an email address and hear from you when it matters, with no account and no sign-up.

How It Works

1. On the schedule's edit page, turn on Show “Notify Me” Card under Engagement → Mailing list. It is off until you do. The switch that counts is the one on the schedule that created the event, and it applies wherever that event is listed
2. On a public event page, a visitor opens the Add to Calendar menu and chooses Tell me when tickets go on sale, or Tell me if anything changes once tickets are on sale. An event that is already selling tickets or taking registrations also shows a Not buying today? Tell me if anything changes link beside the buy button
3. They type an email address and press Notify me. No name, no account and no confirmation email to click
4. Three emails go out automatically: one when that date's tickets go on sale, a reminder about 48 hours before it starts, and a cancellation notice if you cancel the event. Someone who asks once tickets are already on sale skips the first one
5. A change reaches them only if you send it. When you save a new date or time on a one-off event, or a new venue or online link on any event, the editor asks Notify attendees of this change?, and the list is emailed only if you choose Notify attendees
6. Every message carries a one-click unsubscribe, and unsubscribing deletes the address rather than keeping it on a suppression list

Each date of a recurring event keeps its own list, so someone who asks about one Friday hears about that Friday's tickets and that Friday's reminder. Nothing else is sent: the list never receives your newsletters or news of your other events.

Turning the card off again removes it and every link to it, and stops new sign-ups. Anyone already on a list still gets the emails they asked for.

The interest list is free on every plan and is not counted against your newsletter allowance. It exists to help you find out whether anyone wants tickets before you go to the trouble of selling them.

On eventschedule.com, once more than 50 people are waiting, these emails go out only if the schedule has its own email settings or its owner has verified a phone number. A selfhosted install needs a working mailer.

Seeing Who Is Waiting

The event's Tickets tab says how many people asked, for example "12 people asked to be told when tickets go on sale", counting each address once across every date. The line sits above the ticket types, so it shows once Sell tickets is pressed. While a schedule has upcoming events and no ticket type, the dashboard suggestion reads "12 people are waiting to buy - add a ticket type". You see how many, not who, and neither number is shown publicly.

Post-Event Feedback Pro - Requires the Pro plan

Automatically collect ratings and comments from attendees after your events end. Feedback emails are sent to ticket buyers and RSVP attendees, linking to a simple form where they can rate their experience.

Enabling Feedback

1. Open Admin Panel → Schedule → Edit Schedule and choose the Engagement tab
2. Open the Feedback row
3. Turn on Post-event feedback
4. Under Send feedback request after, choose how long after the event ends the emails go out: 1, 2, 6, 12, 24 or 48 hours. The default is 24
5. Optionally turn on Show feedback publicly to display ratings and comments on the event page, and use Send test feedback email to send yourself the request
6. Save your changes

On eventschedule.com the switch stays disabled until the schedule has its own email settings configured, since feedback requests are sent from your address rather than ours. A selfhosted install only needs a working mailer.

One event can differ from its schedule. On the event's edit page, open the Engagement tab and its Feedback row, and choose Enabled or Disabled to override, or Same as schedule to follow the schedule's setting.

How It Works

1. After an event ends and the configured delay passes, feedback request emails are automatically sent to attendees. The queue is checked hourly, so times are approximate
2. Each email contains a link to a feedback form branded with your schedule's logo and colors
3. Attendees rate their experience from 1 to 5 stars and can leave an optional comment
4. Each attendee can only submit feedback once

Viewing Feedback

Open Admin Panel → Sales and choose the Feedback tab. Four figures run across the top: Pending (with when the next batch goes out), Sent and awaiting a response, Responded (with the average rating) and the Response Rate. Under them, the three stages a request passes through:

The first two cards only appear while they have something in them. A sale with an answer also shows its star rating beside its status in the Sales list.

Feedback Notifications

To receive an email when new feedback is submitted, turn on New feedback in the Notifications row of the schedule's Settings tab. Each notification includes the event name, attendee name, star rating, and comment.

Financial Information

What happens to the money around a sale: refunds, taxes, fees, cancelled events and payouts.

Embed Widget

Embed a ticket purchase or RSVP form directly on your own website using an iframe. Visitors can buy tickets or register without leaving your site. Embed Tickets shows what the checkout looks like on a site.

Getting the Embed Code

1. Open your event for editing and go to the Tickets tab
2. Press Sell tickets or Free registration and save the event
3. Click the Embed Tickets (or Embed Registration) link at the end of the tab's title row
4. Copy the iframe code and paste it into your website's HTML

The link that opens the snippet only appears on a saved event of a Pro schedule. On the Free plan you can still embed the RSVP form by building the URL yourself from the parameters below.

URL Parameters

You can customize the embed URL with these parameters:

What to Expect

• Payment leaves the frame. Every payment method except cash sends the buyer out of the iframe to pay: Stripe, PayPal, Payfast, Razorpay, Invoice Ninja and a payment link all open in the full browser window, since payment pages generally refuse to load inside another site's frame. Stripe, PayPal, Payfast and Razorpay bring the buyer back to their ticket page afterwards. Cash and free ticket checkouts complete inside the embed.
• Hidden events do not embed. The Tickets tab does not offer the embed link on an Unlisted event, and Draft and Internal events are open to schedule members only. A password-protected event only embeds for someone who has already entered the password.
• One event per widget. The multi-event cart is not offered inside an embed.

See Also

• Creating Events - Add events to sell tickets for
• Gift Cards - Sell prepaid gift cards redeemable at checkout
• Subscriptions & Passes - Sell one pass reused across many events
• Appointments - Take bookings for a time slot, with their own allowance
• Sharing Your Schedule - Promote your events
• Event Graphics - Create promotional images
• Analytics - Track conversion rates and revenue per view
• Account Settings - Set up your payment method
• Newsletters - Send newsletters to promote ticket sales
• Embed Tickets - Embed a ticket form on your website