✨ Please note: Ticket costs are available on the Lite plan or above.
You can choose the types of tickets to offer for each entry, such as single tickets, course tickets, or group tickets, depending on what suits your customers.
This article covers:
Setting up your tickets
To set up your tickets:
Add a new entry, or select your existing entry, then Edit entry:
Then select the Tickets & costs tab within your entry:
Number of attendees
You can set both the Maximum event size and Maximum tickets per booking within the Restrictions section of the Tickets & Costs tab.
Maximum event size
To add an event capacity, add a number in the Maximum event size field:
The number you add limits how many tickets overall can be sold for your event. You can also leave this field blank if there is no capacity for your event.
Maximum tickets per booking
To add a restriction to how many tickets a customer can book per booking, add a number in the Maximum tickets per booking field:
The number you add limits the total number of tickets that attendees can book (including multiple attendances on group tickets). You can also leave this field blank if there is no limit.
💡 Please note: This field is mandatory and cannot be blank.
Tickets
The second section of the Tickets & Costs tab is where you can create the tickets for your event. To do this:
Select Create ticket:
Add the details of your ticket:
Name
The name you add here will appear on your public page for customers to choose from. It should describe the type of ticket you're offering, like "Single Entry" or "Family Ticket."
Description
Use this field to provide more details about the ticket. This could include specifics like ticket limits, discounts, or other helpful info.
We recommend typing a description if you create a particular ticket type, such as a group ticket, or if you offer a bulk booking discount.
For example, "Group booking special for up to 8 people" or "Buy 5 tickets and get 20% off!"
Ticket type
Single ticket: This option allows customers to book individual tickets for each event date and time.
Course ticket: Choose this option if you'd like customers to buy one ticket that covers all dates for a particular entry.
💡 You can set up multiple ticket types per entry.
Attendance type
Individual use: Set a fixed price for each ticket purchased.
Group use: Set a price for a group of attendees. This is useful if you're offering tickets for families or groups. You can specify the minimum and maximum number of people the ticket covers and ensure the price fits accordingly.
Pricing
Has cost: Select this option if you'd like to charge for a ticket per event date/time on the entry. The amount you set is the total cost of this particular ticket.
If you are taking online payments, your chosen payment provider will take a small fee from this cost. We (Bookwhen) do not currently take transactional fees.
Free ticket: This option will label the ticket as "free" alongside a "0.00" value on your public page:
No cost: This option will not show a cost, only the Ticket name:
Number of tickets available
The number you set determines how many tickets can be sold for each event date and time.
When setting this, consider the maximum event size. For example, if your event capacity is 17 people, you can only sell 3 group tickets (5 attendees per ticket).
Restrict when this ticket will be available
Tick the box Restrict when this ticket will be available box to set specific dates and times for when the ticket will be available for purchase. This is useful for creating early bird or advance tickets.
Show ticket
If you want to make a ticket unavailable for booking, untick the Show this ticket checkbox:
Offers
Offers apply to bookings made by customers who are part of a customer group or hold a specific membership.
Reorder tickets
You can reorder how your tickets display on your public page. To do this:
Select the Reorder tickets at the top of the ticket list:
Use the 3-line menu handle to drag and drop the tickets in the correct order:
Select Save order to apply your changes.
Payment options
If your tickets have a cost, you can choose how you’d like to receive payment.
Enforce online payment
Customers must pay online before completing their booking.
Payments are processed through your chosen payment provider.
Online/offline choice
Customers can choose to pay online or by another method (e.g., cash or bank transfer).
Offline only
Only offline payments are accepted (e.g., cash, cheque, bank transfer).
Customers must acknowledge they will pay later, and you’ll manage payments outside Bookwhen.
💡 Please note:
If any ticket in an entry requires online payment, this setting applies to all selected tickets at checkout—even if other tickets allow offline payment.
For offline payments, you must manually record payment against the booking reference.
Displaying ticket availability
To hide how many remaining available tickets there are for each event to the public:
Open your public page and select Customise page:
Untick the Show availability box:
Automatic availability display
When your event is nearly full, availability will automatically show to encourage customers to book the remaining tickets.
💡 Important: Ticket closing automation
There isn't currently a way to set a rule that automatically closes one ticket type when another is booked—unless you are restricting by capacity.
For example, if you offer:
A group ticket (for a private party)
Single tickets (that multiple customers can book)
You’ll need to manually monitor the entry to ensure that a private party doesn’t book an event where single tickets have already been sold.
💬 Any questions or feedback? There are two ways to get in touch:
For a quicker response, please contact us via live chat on our homepage or your account.
Or send us an email
Thank you! 🕺