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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 useful when you want customers to purchase a single ticket at a set price that grants access to all dates/times included in 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:

  1. Open your Scheduling page.

  2. Select Add a new entry:

    Scheduling page screen with arrow pointing at the 'Add a new entry' button

  3. Add all relevant course information in each tab, such as Information, Location, and Dates & Times, ensuring you add more than one date/time and select Save.

  4. Open the Tickets & Costs tab and add any relevant details for this ticket, including event capacity under Maximum event size.

  5. Select Create ticket:

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

  6. Add a ticket name and any relevant details within the Name and Description fields.

  7. 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.

  8. 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.

  9. Select Save ticket to save your ticket, then either Save or Save & Exit in the top right-hand corner to save the entry.


How a course appears on a public page

On your public page, the course displays the next available date on the left-hand side and a list of all included dates under Event details on the right-hand side:

Public page example with a course entry highlighted, showing the next available date on the left-hand side, and the list of dates on the right-hand side, under event details

The dates are grouped, with "Course" included in the title. Once the first date passes, the next upcoming date appears on both your public page and scheduling page, and it remains bookable for customers depending on availability.

💡 If you want the course to be booked only as a full block, unpublish it at the same time as the first event date to prevent further bookings for the remaining dates.

To do this:

  1. 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.

  2. 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.

  3. Select Save to apply your changes. You can republish the entry at any time by following the same steps used to unpublish it, but instead, drag it to the right.

💡 Please note:

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

  • Course tickets cannot be created for an ongoing entry (where the recurrence is set to 'forever').

  • Customers book a course the same way as any other ticket type—by selecting it from your schedule and completing checkout.

  • Courses are transferable, but only if the new course has the same number of dates as the original. Learn more about this here.

  • Individual dates within a course ticket cannot be transferred or cancelled. Learn what to do if an attendee cannot attend a date on a course.


How to prorate your course

You can set up your course so that the ticket price decreases after each date passes. This is useful if you want to allow customers to join a course at a reduced price after it has started.

  • For example: If your course ticket costs £20 and runs for four weeks, you can divide the total cost by the number of weeks (£5 per date).

Once you've calculated the 'per date' cost

Open your ticket settings and add the value to the Discount past dates box:

Ticket setup screen with an arrow pointing at the 'Discount past dates' field

💡 Please note: If you've duplicated your entry, please remove any old dates from the new entry. Otherwise, the pro-rated discount may be inaccurate.


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:

  1. Select the entry from your Scheduling page, then Edit entry:

    Scheduling page with arrow pointing at the 'Add a new entry' button

  2. Open the Tickets & Costs tab within your entry and select Create ticket:

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

  3. 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.

  4. Select Save ticket to save the ticket to your entry.


How the public page displays the drop-in ticket alongside the course ticket

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

Public page screen with an arrow pointing at the ticket options

After adding a drop-in ticket, each course date will appear individually on your schedule instead of being grouped together. Customers will be able to book each 'drop-in' date separately rather than as part of the full course (subject to availability).

Scheduling page

  • Shows all dates on the course in the left-hand schedule list:

Scheduling page screen with all dates in a course highlighted

Public page

  • Shows all dates on the course in the left-hand dates/time list:

Public page showing all dates/times in the course list

Managing course display on your schedule

Without drop-in tickets, courses on the admin and public booking pages remain grouped together, showing only the next upcoming date. This helps keep the schedule clear by hiding past and future dates that aren't immediately relevant.

If you need to review all course dates on the scheduling page, select Filter items in the top right-hand corner of the schedule list.

Scheduling page with arrow pointing at the 'Filter items' hyperlink option

Then tick the Expand courses checkbox:

Filter items screen with an arrow pointing at the 'Expand courses' tickbox

How drop-in tickets affect course ticket availability

if your event is almost fully booked (e.g. only one space is left) and a customer books a drop-in ticket for a single date, the remaining availability for the full course may change, as the drop-in ticket counts toward the overall capacity.

Scheduling page screen with arrow pointing at a date within a course, showing fully booked vs. the other dates that still have spaces left

When one date is fully booked, your customers can no longer purchase a course ticket as not all dates are available:

Basket screen with an arrow pointing at an error message, highlighting that purchasing a course ticket with one fully booked date would cause an overbooking

In such instances, only drop-in tickets will be available for purchase. To avoid confusion, it is best to unpublish your course ticket and keep only the drop-in tickets available for purchase.


Course booking confirmation and reminder emails

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

For example:

Email example of a course ticket booking showing a 'View booking' button and 'View Zoom event' buttons

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

💡 To note: If your customer booked a drop-in ticket instead of the entire course, they will receive a booking confirmation and reminder email (if enabled) only for the specific event date/time they purchased.


Updating single events within a course series

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

To do this:

  1. Select the date from your schedule, the drop-down arrow next to Edit entry, then Event specific information:

    Scheduling screen with arrow pointing at the 'Event specific information' option within the drop-down menu next to 'Edit entry'

  2. The Event specific information screen allows you can update the location and change the event size for the selected event only:

    Event specific information screen with the 'Maximum event size' and 'Event location' fields selected

💡 Any changes here will not affect other dates within the course series.


Expanding course dates for editing

If your course only has course tickets and appears under one entry for the next upcoming date, you can expand it on your scheduling page to edit individual event dates/times.

To do this:

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

    Scheduling page with arrow pointing at the 'Filter items' hyperlink option

  2. Tick the Expand courses checkbox:

    Filter items screen with an arrow pointing at the 'Expand courses' checkbox

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

    Scheduling page with all date/times on a course highlighted


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 from your scheduling page, the drop-down menu next to Edit entry, then Assign videos to this event:

    Scheduling page with arrow pointing at the 'Assign videos to this event' option within the 'Edit entry' drop-down menu

  • Under Heading, enter the name of the video (this will appear above the video). Then, under Code, enter the unique code for your video (e.g., '50672419' for Vimeo or 'kJQP7kiw5Fk' for YouTube). Finally, select the correct Type (YouTube or Vimeo):

    'Assign videos to this event' screen with the 'Heading' 'Code' and 'Type' highlighted

  • You can choose whether you want the content to appear only during the event or both during and after the event (indefinitely):

    "Assign videos to this event" screen with an arrow pointing at the 'When can customers access these videos?' option

  • If you select During and after the event, the video will be available for customers to view indefinitely 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 amend a single date within a course to a different date and time without impacting your existing bookings.

To do this:

  1. Open your Scheduling page.

  2. Select the entry in the schedule list, then the attendee 👪 button next to the date you wish to change:

    Schedule page with an arrow pointing at the attendee button within a course

  3. Your attendee list will open for that single event. Select the Options drop-down arrow and select Change event date/time:

    Attendee list with arrow pointing at the 'Change event date/time' option within the 'Options' drop-down menu

    • 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.


Transfer restrictions

If you have transfers enabled on your account, customers can only transfer course tickets to another course with the same number of dates.

👉 For example, if a customer has a course with 5 dates, they will be unable to transfer to a new course with 4 or 6 dates.


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

Thank you! 🕺

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