✨ Please note: Ticket costs are available on the Lite plan or above.
Course tickets give customers access to all sessions in an entry for a fixed price. If you allow bookings after a course has started, you can set tickets to automatically reduce in price as each date passes, offering fairer pricing for late joiners.
This article explains how to enable prorated pricing for your course tickets to make mid-course bookings easier to manage.
Working out the pro rata discount
The Pro rata discount automatically reduces the course price as sessions pass. It’s useful if you want to keep your course open for new bookings after it starts, so late joiners pay a fair amount for the remaining sessions.
Step 1: Work out the discount amount
Divide the total course price by the number of sessions. This gives you the amount to deduct each time a session date passes.
For example:
A four-week course costs £20 in total. £20 ÷ 4 = £5.
This means £5 will be deducted from the total after each session date.
Step 2: Add the discount in Bookwhen
You can then add this amount to the Pro rata discount field, outlined in the next section.
Setting up the pro-rated discount
💡 You must save your entry with at least two dates before you can create a course ticket.
Once you work out the 'per date' cost:
Open your Scheduling page.
Select your entry, then Edit entry:
Select the Tickets & Costs tab:
Add any relevant details for this ticket, including event capacity under Maximum event size.
Select Create ticket:
Add a ticket name and any relevant details within the Name and Description fields.
Set a price under Pricing and specify the number of tickets available under Availability. Leave this field blank if you want the system to adjust availability automatically based on the capacity limits you’ve set.
Select Course ticket under Ticket type:
This groups all of the dates/times within the entry under one ticket. Please be sure that the price you set here covers this.
Add an amount to the Pro rata discount field:
Leave this field blank if you want the full ticket price to be displayed regardless of passed dates.
Select Save ticket to save your ticket, then either Save or Save & Exit in the top right-hand corner to save the entry.
💡 To note:
The system automatically adjusts the course price for new bookings as each session date passes, so you don’t need to update it manually.
If you cancel a date within a course, the system automatically adjusts the course price. The cost of the cancelled date is deducted from the total, and the updated price is applied to the ticket.
Example pro-rated discount course
If a course ticket costs £100 and has ten dates, and you enter £10 in the pro rata discount field, the ticket price will be reduced by £10 for each missed session.
For example:
This means:
After the fifth session, the price for the remaining five sessions will be £50
i.e. (£100 - £50 for the five missed sessions).
The price will be £10 on the final date
i.e. (£100 - £90 for the 9 missed sessions).
💡 Please note: After a course begins, the public booking page displays the pro-rated ticket price based on the remaining dates. The admin page continues to show the original ticket price along with the pro-rata discount details.
Removing past dates on duplicated entries to ensure accurate discounts
Duplicating an entry that includes past dates can cause the pro-rated discount to be incorrect. The system has already applied deductions for the past dates and may continue applying them to the new dates, resulting in inaccurate discounts.
Example
If you duplicate a 5-day course with a pro-rated discount and add 5 more dates, the system will apply the discount for the original 5 dates to the new ones. This assumes the customer attended the previous dates, which can lead to incorrect pricing:
For example, if a course costs £30 and the pro-rata discount is £4 per past date, duplicating the entry will apply a £20 discount (5 × £4). The first new date will show a price of £10, but the discount will continue to apply to the remaining dates, causing incorrect pricing for the rest of the course:
💡 To avoid this, ensure you review the entry and remove any past dates where necessary, especially when adding new dates after the course has started.