When setting up an entry you can decide which types of tickets will be available to your bookers. Tickets are created in the Tickets & costs section when creating or editing an entry on your Schedule page.

This article covers:

Number of attendees

This section is the maximum number of people who can attend an event, this capacity can be entered here next to the Maximum event size.

This number will then place a limit on the number of tickets that can be booked (including multiple attendances on group tickets). If there is no capacity for your event, you can leave this field blank.


This section is where you can create the tickets available for your entry. Below is a summary of each available setting:

Ticket name

This name will appear on your Public page for bookers to select. It should describe the type of ticket you are offering.

Ticket details

You can type a description of the ticket here, this is recommended if you are creating a special ticket type. E.g.- "Group booking special for up to 8 people". Or if you have a block booking discount offer "Buy 5 tickets and get 20% off!"

Restrict when this ticket will be available?

Primarily used to create an early bird ticket (or advance ticket). Checking this box allows you to specify when the ticket will be available for purchase and when it will close (no longer be available).

Show ticket?

You can take a ticket offline and make it unavailable for booking by unselecting this checkbox.

Ticket cost

Has cost - This is the total cost of the ticket. Your chosen payment gateway will then take a small fee from this listed cost for the total booking. These fees are explained further here. Payment gateway fees can be added to a booking here in your Payments settings if needed.

Free ticket - This option will show £0.00 cost and will label this ticket as free:

No cost - This option will show no cost at all, only the ticket name:

Number of tickets available

This defines the amount of this ticket type that will be available for each date of the event in your entry. This should take into consideration the maximum event size. For example, if your event is limited to 17 people you can only sell 3 x 5 people group tickets.

Course ticket?

Select this option if the ticket is designed to allow customers to attend every date on the entry. Course tickets are explained further here.

Group or family ticket?

Select this option to create a group ticket and set a fixed cost for multiple people booked on the same ticket. Specify the minimum and maximum number of people that the ticket can cover and make sure you have priced accordingly in the cost of the booking.

The available options for donation tickets are discussed further here.

Payment options

If a payment is required you can select how you would like to receive it from your customer here.

Enforce online payment

your customer must pay for their ticket before completing checkout, payment will be taken through your chosen payment gateway. 

Online/offline choice

The booker can choose between an online or offline payment when booking.

Offline only

Your customer is asked to check payment to acknowledge ‘I agree to pay later’ and payments are taken outside of Bookwhen by yourself. More information here. Once this is done you may need to record payment against the Bookwhen booking reference.

Booking options 

You can determine the Maximum tickets per booking to limit the number of tickets that can book in a single booking, for this entry. For example, for 1 ticket per booking, you would set this field to ‘1’:

Displaying ticket availability

If you don't want your customers to see how many tickets have been sold or remain available, there is a setting to hide this on the public page, under Page setup:

As mentioned in the green text, the availability will show again automatically once the event is almost full, to encourage your customers to book and not lose out. 

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