How to Set Up Event Tickets for your Paid Events

With Timely, you can easily set up event ticket for your paid events. If you are hosting a paid event, you can use the "Event Ticket" setting for your event listing. This feature is particularly useful if you want your attendees to purchase a ticket online in advance of the event. Learn all the steps in this post.

1. Event Ticket Basic Settings

Selling tickets for your event is very easy with Timely event management solutions. If you do not have this feature in your plan, contact us to upgrade your account.

After logging into your account, go to the Events menu. You can create a new event or select the event you want to add the ticketing feature.

Create your Ticket Type

First, go to the Cost and Tickets section of your event, where you find all the RSVP and ticketing options. Then, select Event Ticket on the dropdown menu, just below "Paid Events". A panel will show up. Next, you can select the billing account, the currency, any promotional codes you have already created, and your tax options.

After selecting the necessary information, click the plus button to add the first ticket block.

print screen of the panel for adding the billing information and creating a first ticket block

Give a name to your ticket block and add a short description. Please note that this information will be visible to your audience in the event page.

print screen of the first ticket block in Event Ticket option

You can add as many ticket blocks as you see fit. You can add an individual price (ticket cost) for each one of the ticket blocks. For example, you can add an early bird ticket to encourage attendees to buy tickets as early as possible by offering them a price discount. You can also create a VIP ticket with limited availability, and General Admission tickets with more spots available.

Add Additional Information

You can add additional information to each one of your ticket blocks. This information will not be visible to your audience in the event page. However, it will show up on the automated confirmation emails and PDF ticket they receive after purchasing tickets for your event. For more information, check how to add additional information to tickets, RSVPs, emails and PDF templates.

If you are hosting a paid virtual or hybrid event, you can add an online meeting link as an additional information. As a result, the link will appear in your confirmation emails and PDF tickets. If you want to learn more, read how to add an online meeting link to tickets and emails.

print screen of a event ticket with additional information

Ticket Cost

If you are using the Timely Ticketing Add-on, you can choose to pass this fee on to your customers, or absorb them into the ticket price and pay them yourself.

For more information on how to pass the cost fee to your final customer, check this useful user guide: How to Change Who Pays Ticket Fees (Pass On or Absorb).

Limit Ticket Availability

After naming your event ticket and adding additional information, set the ticket limits. Add the maximum number of tickets available, on the respective field.

print screen of the maximum tickets available

It’s important to remember that once you set a limit, Timely event ticketing system will automatically update every time a ticket is sold until the event is "sold out". Nevertheless, you can change the quantity of tickets available for purchase in the event description any time you want.

If you do not have a limit, simply click on the Unlimited checkbox. In this situation, our event ticketing software will continue to sell tickets for this particular event, indefinitely.

When checking out, your event registrants will see how many tickets you still have available. This value updates as you sell tickets.

screen shot of ticket checkout showing number of spots available

Limit Number of Tickets Per Registration

While creating the ticket for your event, you can also set the maximum number of tickets guests can purchase with a single registration.

print screen of maximum tickets per registration settings

By default, Timely event ticketing software limits the number of ticket purchases per registration to ten (10) tickets. To change this setting, just type the correct number in the appropriate box.

Event Ticket Sales Start and End Date

By default, all events have the Available immediately option checked.

print screen of the available immediately option for immediate registrations to the event

However, you can set up a different event ticket sale start and end date. Simply uncheck the option, and choose the beginning and the end of the ticket sale period.

With this feature, you have more control over your ticket sales and their availability to the public. For instance, if you are hosting a large gathering (e.g. a music show, fundraising or conference), and want to sell separate ticket lots depending on how close you are from the event date. In this situation, you can create various ticket types in different time phases, by selecting their respective selling start date, and expiration date.

print screen of the option to choose a starting and ending date to determine when your event can be registered by your customers

Event Ticket Status

In addition, you can set the status of each of your event ticket types to inform your audience. The options are:

  • Open
  • Canceled
  • Ended

Deleting Event Ticket Blocks

You can use the delete button at the bottom of the section to remove a specific ticket block. This step has to be performed individually by ticket block. In other words, you have to delete them one by one.

2. Event Ticket Custom Fields

Sometimes you may need to ask questions or confirm eligibility prior to selling tickets to attendees. For example, if your event is tailored to an adult audience where alcohol will be served, you can ask participants to confirm if they are over 21 years of age.

With Timely, you can do that at the time of the online ticket purchase. By adding custom fields to your event ticket, you can request any information from customers before they finalize the purchase. The questions can be answered with a simple checkbox or a text field.

The answers to those questions, in text or true/false for the checkbox, can be viewed in the email that is sent to customers after a successful ticket purchase. 

print screen of a checkbox type extra field

Moreover, you can make the custom field a required field. Consequently, your customer will have to answer the question before buying the event ticket.

print screen of a text type extra field with the required option checked

3. Event Ticket Email Notifications

A great way to keep your attendees informed about the upcoming event is to add notifications to your event. You can add as many notifications as you see fit. By confirming this setting, the system will send automated emails to your event participants reminding them about the event.

print screen of the notifications option inside the Cost and Tickets customization

If you want to customize the notification emails, you can change the respective template. For more information, read this helpful user guide: How to Customize Event RSVP and Ticket Email Templates.

4. Agree with the Terms and Save your Changes

When you are done creating the ticket for your event, make sure you check the I agree to all Terms checkbox to proceed.

print screen of the checkbox I agree to all terms

The final step is to scroll down the page and hit the Publish button. You can also click on the button Save as draft in case you want to review your event and publish it later.

print screen of the publish, save as draft and reset buttons

5. Event Tickets Checkout in your Event Page

When you are done setting up the event ticket for your paid event, you can check how it looks in your public calendar. The event ticket checkout box with your ticket types will show up exactly as you have configured them.

print screen of the ticket type options on the public calendar

With Timely, you can not only sell event tickets, but also sell time slot tickets for your paid events, and collect single event registrations and time slot- based registrations for your free events.

For more user guidance, please go to our Help Center. If you have any questions or need additional assistance, do not hesitate to contact us. Alternatively, you can open a support ticket from your Timely account’s dashboard.

See more:

Event Management Software (Journey + WP v.3 new platform)

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