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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

💡 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.

💡 You must ensure that you add more than one date in the Dates & Times tab and Save the entry before proceeding with the ticket setup.

Next, open the Tickets & Costs tab. From here, add all the relevant details for this ticket, including event capacity under Maximum event size. Then, select Create ticket:

Arrow pointing at the 'Create ticket' button, showing users where to click to create their ticket.

Add a ticket name and any relevant details, set a price and how many tickets of this type are available (leave blank if you'd like the system to adjust this number to the capacity limits set automatically).

Then select Course ticket under Ticket type:

Entry tickets setup screen highlighting the course ticket checkbox, showing users what to select to create a course ticket.

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 ticket, then either 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 and will be bookable, depending on availability.

If you only want the course booked as a full block, you can unpublish the course at the same time as the first event date, ensuring no one can book the remaining dates.

To do this, select the entry from your scheduling list, then Edit entry:

Scheduling page example with arrow pointing at 'Edit entry', highlighting to users where they can click to the edit their course entry and unpublish it.

From here, drag the Published toggle to the left to unpublish the entry:

GIF example showing a cursor pressing the 'Published' toggle, moving it to the left and unpublishing the entry.

Then select Save to save your changes. You can republish the entry at any time in the same way that you unpublished it.

Unpublishing an entry does not affect existing bookings, and reminder emails (Standard Plan or above) will still continue to be sent.

💡 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 price of the ticket decreases after each date passes. This is useful if you would like to offer your customer the chance to join a course for a reduced price after it has started.

👉 An example of this could be dividing the ticket cost of the course by the number of weeks. For example, if the overall ticket cost is £20, and the course is four weeks long, it works out to £5 per date.

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

💡 Please note: If you have duplicated your entry, removing any old dates from the new entry is important, 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 can 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 Create ticket:

Add a Name to help differentiate your ticket from the course ticket and any other additional such as Description 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 course's overall 'cheaper' option.

Then select Save ticket to save your changes.

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. Each date will be available to book as a separate ticket, not as part of the whole course.

Scheduling page:

Public page:

Without drop-in tickets, courses on the admin and public booking pages don't automatically expand, displaying only the next upcoming date. This design keeps the focus on the immediate schedule and avoids clutter from showing past or future dates that aren't immediately relevant.

If you need to review the additional dates or details on the scheduling page, select Filter items in the top right-hand corner of the schedule list:

Then Expand courses:

💡 Please note

Drop-in tickets can also 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, taking your course ticket 'offline' is best to keep only the drop-in tickets available.


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:

👉 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.


How to set up your course for an online event

Once you have set up your course in your schedule, you must 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:

💡 Please note: Each event will have a different Zoom ID, meaning users cannot use the same link for each date. Learn how to resend booking confirmation emails here for instances where customers misplaced their emails.


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:

💡 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 this content to appear only during 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.

💡 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 👪 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.

💡 Please note: We do not notify your attendees of this change. However, you can opt to manually notify them.


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.

👉 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.


💬 Any questions or feedback? There are two ways to get in touch:

Thank you! 🕺

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