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:

Please note: Ticket costs are available on the Lite plan or above.

Number of attendees

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

This number will then limit 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. Typing a description is recommended if you are creating a particular 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 lets you 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 entire booking. These fees are explained further here. Here is where you can add payment gateway fees in your Payments settings if needed.

Free ticket - This option will show the £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 available for each event date 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 you'd like 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 the maximum number of people the ticket can cover and ensure you have priced accordingly in the booking cost.

✨ See here for the available options for donation tickets.

Exclusive ticket

For exclusive bookings for those who are part of a customer group or specific membership. Read more about memberships here and customer groups 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 is taken through your chosen payment gateway. 

Online/offline choice

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

Offline only

The system asks your customer to check payment to acknowledge 'I agree to pay later', and you take payments outside Bookwhen. You can find more information on this process here.

Once completed, 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:

The availability will automatically show once the event is almost full to encourage your customers to book and not lose out. 

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