Skip to main content
Courses

Learn how to offer your customers the option to book a series of events under one ticket

Anni avatar
Written by Anni
Updated over a week ago

✨ Please note: Course ticket costs are available on the Lite plan or above.

Courses are beneficial if you'd like to allow customers to purchase one ticket at a set price to attend every date/time you set up within the entry.

This article covers:


How to set up your course

πŸ’‘ Please note: You need to add more than one date in Dates & Times first to be able to create a course ticket.

To create a course entry, select Add a new entry from your scheduling page:

Add all relevant course information using the tabs, such as Information, Location, and Dates & Times:

Next, open the Tickets & Costs tab. From here, add all the relevant details for this ticket and select the Course ticket checkbox:

This groups all of the dates/times within the entry under one ticket. Please be sure that the price you set here covers this. When you are happy with your edits, select Save or Save & Exit in the top right-hand corner.


Below is an example of how a course appears on a public page:

The course appears under the next upcoming date, with the dates bunched together and 'Course' written in the title. When the first date of the event passes, the course will move to the next upcoming date on both the public page and your scheduling page.

πŸ’‘ To note:

  • You cannot create course tickets for an ongoing entry (where the recurrence is set to 'forever')

  • A customer will book your course using the same process as any other ticket type. They select the course from your schedule and follow the checkout process.

  • Courses are transferrable as long as the course you transfer it to has the same amount of dates as the original. Learn more about this here.

  • You cannot transfer/cancel individual dates within a course ticket. Learn what to do if an attendee cannot attend a date on a course here.


How to prorate your course

You can set up your course so that the ticket decreases in price after each date passes. This is useful if you would like to offer your customer the chance to join a course after it has started for a reduced price.

πŸ‘‰ An example of this could be dividing the ticket cost of the course by the number of weeks. E.g. If the overall ticket cost is Β£20, and the course is four weeks long, it works out to Β£5 per date.

Once you work out the 'per date' cost, add this to the Discount past dates box within the ticket setup:

✨ You can learn more about pro-rating your course here

πŸ’‘ Please note: If you have duplicated your entry, it's important to remove any old dates from the new entry, as the pro-rated discount may become inaccurate.

  • Learn more about how this affects your new entry here and how to remove past dates on duplicated entries here.


Adding drop-in tickets to your course

You may want to offer drop-in tickets alongside your course tickets to allow your customers to attend singular dates.

To do this, open the Tickets & Costs tab within your entry, then Add another ticket type:

Or select Add another ticket type from the right-hand side if you already have another ticket type set up:

Add a Ticket name to help differentiate your ticket from the course ticket and any other additional such as Ticket details and Ticket cost:

*You may wish to set the price of your drop-in tickets as slightly higher to incentivise your customers to purchase the overall 'cheaper' option of the course.

Once you have set up a new drop-in ticket option, two ticket options will show for that event:


After adding a drop-in ticket, your course dates will appear individually on your schedule, as each date will be available to book as a separate ticket, not just as a part of the whole course.

Scheduling page:

Public page:

πŸ’‘ Please note

Drop-in tickets can affect the course ticket availability.

For example, If your event is almost fully booked, i.e. you have 1 space left, and a customer books a drop-in ticket for a single date:

Your customers can no longer purchase a course ticket as not all dates are available:

Only drop-in tickets will be available for purchase. To avoid confusion, it's best to take your course ticket 'offline', keeping only the drop-in tickets available.

✨ You can learn how to take your tickets offline here.


Course booking confirmation and reminder emails

Once a customer books a course ticket, they will receive a confirmation email showing the course dates/times, booking reference, cost, and location.

If they set up a password when they first booked with you, they can select the green View booking button in the email and review their booking on the Bookwhen system.

For example:

πŸ‘‰ If your customer has booked a drop-in ticket rather than the entire course, they will receive a booking confirmation and reminder email (if enabled) for the event date/time they purchased only.

✨ You can learn how to customise your booking confirmation emails here.


How to set up your course for a live online event

Once you have set up your course in your schedule, you will need to ensure you fully integrate your account with Zoom and set the location for your course to 'Zoom Online'.

When customers book a course, they will receive a booking confirmation with the course details and links to view the Zoom joining details.

They can view the joining details for that particular event by selecting View Zoom event next to each date/time on the course:

πŸ’‘ Please note: Each event will have a different Zoom ID, meaning they cannot use the same link for each date. Learn how to resend booking confirmation emails here for instances where a customer misplaced their email.


Updating single events within a course series

You can customise the location and capacity for singular dates within the course. This is useful if, say, you are on holiday for one week and plan to teach online when you are away, or you have a different capacity limit for one event date/time.

To do this, select the date from your schedule, then the drop-down arrow next to Edit entry, then Event specific information:

From here, you can update the location and change the event size for this event only:

πŸ’‘ Any changes here will not affect other dates within the course series.


Expanding course dates for editing

If your course has course-only tickets (and shows under one entry on the next upcoming date), you can expand the course to edit the single event dates.

Select Filter items in the top right-hand corner of your schedule:

Then Expand courses:

All dates will then appear in your schedule list for you to select and edit as you wish:


Adding pre-recorded content to your course

You can add pre-recorded content to your course via Vimeo or YouTube. To do this, select the entry, the drop-down menu next to Edit entry, then Assign videos to this event:

From here, add the video name under Heading (appears above the video), the unique code for your video. e.g. '50672419' for Vimeo or 'kJQP7kiw5Fk' for YouTube under Code, and select the correct Type, i.e. YouTube or Vimeo:

You can also choose whether you would like to have this content appear only for the duration of the event or indefinitely.

By checking the Allow ongoing access after event? checkbox, you permit customers to view the video 'forever' or until you remove it from YouTube or Vimeo.

πŸ’‘ Please note: You'll need to repeat this step for every date on the course.


Rescheduling a course date with bookings

You can move a single date in a course over to another date and time without affecting your bookings.

To do this, select the attendee πŸ‘ͺ button next to the date you wish to change:

Your attendance register will open for that single event. From here, select the Options drop-down arrow and select Change event date/time:

This change will appear on your schedule when you have selected a new date/time.

πŸ’‘ Please note: We do not notify your attendees of this change. You can learn how to email them here.


Restrictions

Customers can only transfer course tickets (if you enable transfers on your account) to another course with the same number of dates within the course.

πŸ‘‰ For example, if they have a course with 5 dates, they will be restricted from transferring to a new course ticket that has 4 or 6.


πŸ’¬ Any questions or feedback? There are two ways to get in touch:

Thank you! πŸ•Ί

Return to the top ⬆️

Did this answer your question?