Managing ticket types in Bookwhen works best when you understand how the system handles changes, especially when switching from drop-in tickets to course or block formats. This helps you keep attendee information accurate and avoid unexpected issues.
This article explains the key steps and considerations for updating ticket types and managing attendee details with confidence.
Overview of ticket modification options
Clear ticket structures help keep attendee views organised and reduce confusion. Although you can edit ticket types in Bookwhen, the steps you follow depend on whether you have taken bookings.
Modifying tickets with no bookings is simple.
Tickets with bookings cannot be converted to a different ticket type.
Changing ticket types
Converting drop-in tickets to course tickets (no bookings)
If you haven't taken any bookings yet, you can easily amend a single ticket to a course ticket. To do this:
Select the entry from your Scheduling page and select Edit entry to open the entry settings.
Select the Tickets & Costs tab and open the ticket you would like to change.
Under Ticket type, select Course ticket:
Select Update ticket to save the ticket details, then either Save or Save & Exit to save your entry.
Converting drop-in tickets to course tickets (with bookings)
If you have taken bookings, the system won't allow you to change the Ticket type, even if you cancel the booking. This protects the booking record, including cost, capacity, and any linked attendance data. In these cases, you will need to unpublish the ticket and create a new one.
To do this:
Select the entry from your Scheduling page and select Edit entry to open the entry settings.
Select the Tickets & Costs tab and open the ticket you would like to amend.
You’ll notice the Ticket type options become unavailable. Untick the Show this ticket checkbox to unpublish the ticket:
Select the Update ticket button to save your changes.
Create a new ticket, ensuring you select Course ticket under Ticket type, then save your entry.
Additional tips 💡
Cancel any existing drop-in bookings and rebook customers onto the new course ticket if necessary, ensuring you inform them first.
Ensure the original drop-in ticket remains offline to prevent new bookings.
Further FAQ about ticket options
Can I modify tickets with existing bookings?
No. Tickets with confirmed bookings cannot be converted to a different ticket type.
How do I simplify attendee management across ticket types?
Create all related ticket types within the same entry so attendee information appears in one place.
What is the recommended approach for changing ticket types
Update the ticket structure first. If necessary, cancel the original bookings and rebook customers on the correct ticket to ensure all details are accurate.
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Tags: block bookings