Ticketed Events
Ticketed Events are a preview feature and not yet available to all schools. If you're interested in trialling ticketed events, please contact us with your particular use-cases for ticketed events
Ticketed events allow you to distribute tickets for shows, performances, concerts, sports events, or other activities. Attendees claim tickets and receive a QR code for check-in at the event.
What are ticketed events?
Ticketed events are different from other event types:
- No time slot booking - Attendees claim tickets for specific sessions/showtimes
- QR code tickets - Each ticket includes a unique QR code for entry
- PDF delivery - Tickets are automatically generated and emailed as PDFs
- Session-based - Events can have multiple sessions (show times, performances)
- Capacity limits - Control how many tickets are available per session
Common uses:
- School concerts or performances
- Sports events (games, matches)
- Award ceremonies or graduations
- Community events
- Fundraising galas
- Theater productions
Before you begin
- Ensure your event website settings are up to date.
- If you're accepting online payments, check that your payment settings are up to date.
Step 1: Create your ticketed event
Sign in to Schoolea and select Start an Event from the Events menu.
- Choose Ticketed event as your event type
- Fill in the basic details:
- Event name - The name of your event (e.g., "Spring Concert 2026")
- Description - Details about the event, what attendees can expect
- Location - Venue where the event will be held
- Event dates - When the event runs
Most ticketed events are Private so only your school community can claim tickets. Use Public for community events open to anyone.
Step 2: Configure sessions
Sessions are the specific performances, showtimes, or instances of your event.
For single-showing events:
Create one session with all available tickets.
For multiple showings:
Create a session for each showing:
For example, a school play might have:
- Friday 7pm Performance - 200 tickets
- Saturday 2pm Matinee - 200 tickets
- Saturday 7pm Performance - 200 tickets
For each session:
- Set the date and time
- Set the ticket capacity (total available tickets)
- Add a description if different from the main event (optional)
Create separate sessions even if they're the same show. This helps you track attendance and capacity for each performance.
Step 3: Set ticket claiming limits
Control how many tickets each family can claim:
- Tickets per attendee - Maximum tickets one person can claim
- Example: "2 tickets per family"
- Example: "4 tickets maximum"
- Claiming period - When ticket claiming opens and closes
- Open early enough for everyone to claim
- Close before the event (or leave open through the event)
Be generous with limits for family-oriented events. Parents often need tickets for siblings, grandparents, etc. Consider 4-6 tickets per family.
Step 4: Set up registration form
The registration form is completed when someone claims tickets:
- Go to the Registration Form tab
- Add questions to collect:
- Attendee name (automatically included)
- Contact email (for sending tickets)
- Any additional information you need:
- Accessibility requirements
- Dietary restrictions (if serving food)
- T-shirt sizes (for participation events)
- Child's name (if needed for graduation, awards, etc.)
Keep the form short - families just want to claim their tickets quickly.
Learn more: Forms & Custom Fields
Step 5: Configure event settings
Review additional settings:
- Event visibility:
- Private - Requires event code (recommended for most school events)
- Public - Anyone can claim tickets (for community events)
- Email notifications:
- Automatic ticket delivery via email (with PDF attached)
- Confirmation when tickets are claimed
- Reminders - Set up reminder emails before the event
Step 6: Publish and promote
Once your event is ready:
- Change from Draft to Private or Public
- Share with your community:
- Send the event code to families
- Post on school communication channels
- Include in newsletters
- Add to school calendar
Families will:
- Visit your event website and enter the code
- Complete the registration form
- Select their session and number of tickets
- Receive tickets via email as a PDF with QR codes
Step 7: Manage ticket claims
As families claim tickets:
- View all ticket holders in Attendees
- Check how many tickets are claimed per session
- Monitor capacity - add sessions if needed
Families can cancel their tickets if they can't attend. Cancelled tickets become available again for others to claim.
Step 8: Check in attendees at the event
On the day of your event, using the check-ins feature you can can either offer a kiosk for attendees to check themselves in, or you can manually check people in.
Option 1: Kiosk check-in
Staff can use mobile devices to scan tickets using the kiosk, or you can up a tablet or computer at the entrance with the Schoolea kiosk:
- Navigate to the kiosk check-in for your event
- Scan QR codes from tickets as attendees arrive
- System confirms ticket validity and checks them in
Option 2: Manual check-in
Staff can check in attendees from the event management area:
- View the list of ticket holders
- Mark attendees as checked in when they arrive
Step 9: After the event
Following your event:
- Review attendance statistics
- See how many claimed tickets actually attended
- Export data for records
- Send thank you messages or feedback forms (optional)
Tips for successful ticketed events
Capacity planning
- Be realistic: Don't exceed your venue's safe capacity
- Reserve tickets: Consider holding back some tickets for last-minute VIPs or special needs
- Multiple sessions: Spread demand across multiple showings if needed
Communication
- Clear instructions: Explain how to claim tickets and what to expect
- Ticket delivery: Remind families to check spam folders for ticket emails
- Bring tickets: Tell attendees to bring printed or digital tickets with QR codes
- Entry process: Set expectations about check-in and seating
Day-of logistics
- Test QR scanners: Make sure devices can scan QR codes before the event
- Multiple check-in stations: Prevent bottlenecks at entry
- Staff training: Ensure volunteers know how to check in attendees
- Backup plan: Have a printed attendee list in case of tech issues
Special considerations
- Seating: Schoolea doesn't assign seats - handle that separately if needed
- Will call: If someone forgets their ticket, you can look them up and check them in manually
- Accessibility: Reserve space for wheelchairs and accommodate special needs
- Late arrivals: Decide your policy for checking in late attendees
Common scenarios
School concert with multiple performances
- Create session for each showing (Friday night, Saturday matinée, Saturday night)
- Set reasonable ticket limits (4-6 per family)
- Private event for current families only
Graduation ceremony
- Single session with venue capacity limit
- Include graduating student's name in registration form
- Allow more tickets per family (grandparents, extended family)
Community fundraiser
- Public event open to anyone
- Multiple sessions if expecting high demand
- Collect dietary preferences in registration form
Sports game/match
- Create session for each game
- Lower ticket limit since regular season (2-3 per family)
- Track attendance to understand fan engagement
Payment Processing for Ticketed Events
Schoolea supports payment collection for ticketed events through:
- Online payments (credit/debit cards via Stripe Connect)
- Bank transfer (attendees pay via bank deposit)
- In-person payments (cash or card at the door)
To accept online payments, you'll need to set up Stripe Connect first. This is a one-time setup that takes about 10-15 minutes.
Learn more: Payment Settings & Stripe Connect Setup
If your event is free (no ticket charge), you can skip payment configuration entirely. Attendees simply claim tickets without any payment step.