Run ticketing for a university or campus event

Start from the template closest to your event

Select Create Event and choose where to start.

• Club show: Early bird, advance and door tickets with door and last-entry times, for a student night or a ball.
• Conference: Named Standard and Early bird tickets, for a careers day, a talk or a lecture series.
• Start from scratch: An empty event for anything the templates do not fit, such as a society trip.

Create an event

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Add a student ticket

Add a ticket type named Student to the template's ticket list, with your student price and the number of student places, before you select Use this template. On the Conference template, Add a student ticket adds a discounted Student ticket for you.

Note: For an event you have already created, add the Student ticket type on Tickets instead, with its own allocation so students and full-price buyers together never exceed the room.

Set up ticket types

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Let only students unlock the student ticket

On the Student ticket, turn on Hidden and choose Always hidden, then attach it with no discount to an access code under Promotions. The Student ticket then appears only to a buyer who enters the code, which you share through your union, society and course channels.

Note: Anyone with the code can buy the ticket, so the approval in the next steps is what confirms each buyer is a student.

Unlock hidden tickets with an access code

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Ask each student for their student number

Open Settings on the event, select Create Custom Field and choose Order under Append to, with a label such as Student number (Student tickets only). Each order then carries the buyer's answer in its details.

Note: The question appears on every order, because a custom field cannot be limited to one ticket type. Leave Required off, so a buyer of full-price tickets can skip it.

Add custom questions to your event checkout

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Hold every student order for your approval

On the Student ticket, turn on Require order approval for this ticket type and Hold payment until approved, then save the ticket. An order with a Student ticket then waits for your decision, while full-price tickets sell as normal.

Note: With Hold payment until approved on, a supported payment method reserves the amount at checkout and we collect it only when you approve.

Approve orders before buyers receive tickets

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Check the student number on each waiting order

Open Orders, select Needs Approval and select View on an order. The student number is in the order's contact details, beside the buyer's name and email address.

Note: Check the numbers against your own membership or student list before the payment hold on the order expires. An order carries one number, so the ID check at the door covers each Student ticket holder.

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Approve the orders that check out

Select ... on the order, then Approve, and confirm Approve. We collect a held payment and issue the student's tickets.

Note: Select Decline instead for a number that does not check out, and the whole order closes.

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Ask everyone to bring photo ID

On Tickets, open Settings, select Settings under Anti-Scalping/Fraud Settings, then turn on Names required and ID required. Each ticket then carries its holder's name, and the confirmation email asks every buyer to bring a valid photo ID with their tickets.

Note: Your door team compares the name on the ticket with the student card or other ID in front of them.

How do you keep touts and bots off your tickets?

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Take applications from societies and stallholders

Optional: Open Forms and select Add New Form, or Create Form once the event has forms, for the societies, performers or stallholders who want a place at your event. You read every application in one list and accept or decline each one.

Take act and trader applications for your event

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Invite each society rep as a Promoter

On the Team page of the event, select Add Team Member, enter each rep's email address and choose Promoter. Each rep gets a promoter link of their own, and the tickets sold through it are credited to them.

Note: Event-team access covers only this event, so next term's event starts with a clean list.

Invite your team to your events and choose what each person can do

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Send each rep their link when you publish

When you publish the event, tick Send Promoter Links under Promoters, and each rep gets an email with their own link. Sales by Promoter then shows which society sold the most.

Note: A scheduled publish does not send promoter links, so send them separately if you schedule the on-sale.

See which team members sell your tickets

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Get the students on the door ready

Invite the students running the door to the event as Door Staff, so each of them scans tickets with the Entry Fairy app on their own phone. The door team guide takes you from their logins through the guest list to a test scan before the doors open.

Prepare your door team for event day