✨ Please note: Ticket costs are available on the Lite plan or above.
You can use a ticket to take a deposit payment via Bookwhen and manually collect the remaining amount later. Although this isn't automated, it's a great workaround if you would like to take a deposit for specific events.
This article covers:
Ticket setup
To set up a deposit ticket on a new entry, select Add a new schedule page from your scheduling page:
Or select your entry, then Edit entry:
From here, you can decide how to set up your tickets for your event under the Tickets and costs tab of your entry:
You can choose only to make a deposit, take the total amount, or give both options.
For example:
Select Create ticket:
You can then start to add the details of your ticket:
Name: "Deposit payment"
Description: "Please note this ticket is 10% of the total £1000 cost of this trip. The remaining £900 payment will be due 30 days from the purchase date of this deposit."
Pricing - Has cost: "£100"
❗️ It's important to clarify that this ticket is not fully paid by utilising the ticket name and details fields.
Booking form
Adding a booking form field to clarify the deposit ticket option is also a good idea.
For example, you may wish to add a 'Yes/No' checkbox for your customers to tick to understand the terms and conditions of purchasing a deposit ticket:
To do this, select the entry, then Edit entry:
From here, select the Booking form tab, then Create a new field type:
If you only offer a deposit ticket on the entry (and no other tickets)
Choose if you'd like to apply the field to each attendee on the booking, the whole booking or tickets
Add a Field label and Additional help text so customers understand the field and what they may or may not be agreeing to
Tick the Mandatory field checkbox to make it mandatory for customers to answer to complete their booking
Choose the Yes or No option under the Field data type
If you offer multiple tickets
Choose if you'd like to apply the field to each attendee on the booking, the whole booking or tickets
Add a Field label and Additional help text so customers understand the field and what they may or may not be agreeing to
Tick the Mandatory field checkbox to make it mandatory for customers to answer to complete their booking
Choose the Multiple choice - select from list option under the Field data type and type your options using the fields under Options for this field (pressing Add another option for each new checkbox option)
Example of how the field appears to customers completing checkout:
Booking confirmation message
You can include instructions on how to collect the remaining payment in the booking confirmation email that customers receive upon booking completion.
💡 Please note: If you offer multiple tickets, you may wish to add this as a 'note' at the end of the message.
To do this, select the entry, then Edit entry:
From here, select the Information tab and scroll down to the Booking confirmation message field:
You can add your ticket T&Cs and details on how you will collect payment (such as cash, bank transfer details, etc.).
Booking
When your customers select your entry with a deposit payment option, they can press Select to add it to their basket and proceed through the checkout process as normal:
💡 Important notes
Once a customer purchases a deposit ticket, they will not interact with the Bookwhen system again to complete the full purchase.
The outstanding payment must be collected manually from the customer outside of Bookwhen by any means you choose.
Using a payment provider to collect further payment
Restrictions
It's not possible to manually log who has paid the total amount in Bookwhen, as the system classes the deposit payment as full payment and will not consider any remaining amount as "owed".
Using a second ticket on the same entry to collect the outstanding payment won't allow the same attendees to book themselves onto the same event twice, as the system views this as a 'double-booking'.
💬 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! 🕺