Ticket Setting Options

Use this article to understand the fields available when you add or edit a ticket in Tickets & Pricing.

Booking Rooster ticket settings are flexible. That flexibility is useful, but it also means it is important to follow your organisation’s normal ticket set-up. Before creating a new ticket, we recommend opening a similar existing ticket and taking screenshots so you can use it as a guide.

If you are editing an existing ticket, check whether the change also needs to be made on the template, other scheduled courses or events, or both.

Save your changes before leaving the page

When adding or editing a ticket, remember to save the ticket and then confirm the overall course, event, or template change.

Usually this means:

1. Click Update or Add on the ticket.
2. Scroll to the bottom of the course, event, or template page.
3. Click OK to cement the change.

Do not leave the page before completing both save steps.

Ticket Name

The Ticket Name is the name customers see when they are choosing what to book. It is a compulsory field

Use a clear name that matches the option the customer is buying or selecting. For example:

• Full Course
• Basic
• Advanced
• Basic and Advanced
• Class 5 Practical Drive
• Private Group Booking

This name may also appear on confirmations, tickets, reports, and internal booking records.

Ticket Type

The Ticket Type links the ticket to your organisation’s standard ticket categories.

Ticket types can control other settings, such as the default qualification or ticket-level reminders. If the ticket type you need is not available, check Organisation > Ticket Types before continuing.

If your organisation uses reminders attached at ticket type level, check that the reminders are still suitable for this ticket.

Qualification

The Qualification shows the qualification linked to the ticket.

This comes from the ticket type default. If the wrong qualification is showing, or the qualification you need is missing, check:

1. Organisation > Qualifications
2. Organisation > Ticket Types
3. The ticket type selected on this ticket

Do this before finalising the ticket.

Ticket Description

The Ticket Description is used to give customers extra information about this ticket option.

Use this field to explain anything the customer needs to know before booking, such as:

• who the ticket is for
• what is included
• prerequisites
• conditions that apply
• anything they must complete before attending

Keep the wording short and customer-friendly.

Price

The Price controls whether the ticket is free or paid, and what amount is charged.

You can normally set or edit the price when creating or editing a ticket. However, you cannot change the price of a ticket on a live course or event if that ticket has already been purchased.

This protects existing bookings and payment records.

Quantity Available

The Quantity Available field controls how many of this specific ticket can be booked.

Leave it blank if the ticket does not need its own separate limit. If the course or event has an overall maximum number of attendees, control that on the Course Information page using Maximum Attendees.

Only enter a number in Quantity Available if this particular ticket needs its own separate limit.

For example, you may use this if a course has 20 places overall, but only 5 places are available for a specific ticket option.

Edit Questions

The Edit Questions button lets you change the questions asked for this ticket.

Use this only if this ticket needs different attendee or booking questions from those already applied in the booking form, by course type, or by ticket type.

On templates, this is most often useful where questions need to vary for different delivery types, or for public vs private courses. In many organisations, the maximum set of questions is applied at course type or ticket type level, and then switched off on specific templates where they are not needed.

For example, you may collect dietary requirements for in-person training, but switch that question off for an online course where food is not provided.

Advanced

The Advanced button opens additional ticket settings.

These settings are powerful and can affect how the ticket displays, how bookings are counted, and whether customers are treated as attendees. Check these carefully before changing them.

Show Session Dates

Tick Show Session Dates if you want the ticket’s session date and time to display to customers.

This is useful when different tickets on the same course or event have different attendance dates or times.

If you check this option, it is best to also go to the Course Information page, scroll to the bottom to the Course Options checkboxes, and review these settings:

• Include date in booking confirmations, tickets & invoices — only leave this checked if all sessions are on the same dates.
• Include start time in booking confirmations, tickets & invoices — only leave this checked if all sessions start at the same time.
• Include end time in booking confirmations, tickets & invoices — only leave this checked if all sessions end at the same time and you have included the start time.

This helps avoid customers seeing conflicting course-level and ticket-level date or time information.

For more detail, see:

https://bookingrooster.zendesk.com/hc/en-nz/articles/8952057279129-Sessional-Tickets

https://bookingrooster.zendesk.com/hc/en-nz/articles/18325973326745-Session-Dates-and-Times

Start Session

The Start Session date and time is the date and time this ticket option starts.

Use this when the ticket has its own start time that is different from the overall course or event start time.

For example, you may have one course where people can book:

• Basic only
• Advanced only
• Basic and Advanced

People booked on the full Basic and Advanced option may attend from the start of the day. People who have already completed the basic course may book the Advanced only ticket and join the class at 1:00pm.

For more detail, see:

https://bookingrooster.zendesk.com/hc/en-nz/articles/18325973326745-Session-Dates-and-Times

End Session

The End Session date and time is the date and time this ticket option finishes.

Use this when the ticket has its own end time that may be different from the overall course or event finish time.

For example, a Basic only ticket may finish at lunchtime, while an Advanced only or Basic and Advanced ticket may finish later in the day.

For more detail, see:

https://bookingrooster.zendesk.com/hc/en-nz/articles/18325973326745-Session-Dates-and-Times

Start Sales

The Start Sales date and time controls when this ticket becomes available for booking.

This will usually default to the date the course is created. In the training sector, you usually only need to change it if you are running a special promotion or want a ticket to open at a specific future time.

Changing the start sales date is more common for events than for training courses.

For more detail, see:

https://bookingrooster.zendesk.com/hc/en-nz/articles/18490429799833-Sales-Start-and-End-Dates

End Sales

The End Sales date and time controls when this ticket stops being available for booking.

Use this to close bookings before the course or event starts, or before a deadline your organisation needs. For example, you may need to close sales early to allow time for catering, resources, learner checks, online pre-work, or administration.

In the training sector, many organisations request site-wide sales end date settings and then leave them unchanged on individual courses or events.

For more detail, see:

https://bookingrooster.zendesk.com/hc/en-nz/articles/18490429799833-Sales-Start-and-End-Dates

Minimum

The Minimum field controls the minimum number of this ticket that can be selected in one booking.

This is rarely used and is usually left blank.

It is for specialist team or group training situations where a booking must include at least a certain number of a particular ticket type.

For example, you may run a course for teachers and families about supporting children’s special learning needs. If each booking must include at least one parent, you could use the Minimum field on the parent ticket.

Maximum

The Maximum field controls the maximum number of this ticket that can be selected in one booking.

This setting is rarely used by training businesses. It caters for niche requirements where you need to limit how many of this ticket can be selected in a single booking.

Do not use this as a general capacity control. Use Quantity Available if you need to limit the total number of this ticket available.

Administrator Only

Tick Organiser Only if this ticket should only be available through the administrator’s Manage Bookings page.

Administrator-only tickets are not shown or made available to the public.

Use this for tickets that staff need to manage internally, rather than tickets customers should book themselves.

Note: The software may currently use the term Organiser Only. This means the ticket is only available to administrators managing bookings.

Send Notification

Tick Send Notification if you want a notification email sent to the course contact each time this ticket is booked.

Use this when bookings for this ticket need special attention or follow-up.

Enforce Minimums per Booking

Tick Enforce Minimums per Booking if the minimum value must be strictly applied to each booking.

For example, if the minimum is set to 1, every booking must include at least one of these tickets.

Only use this when you are sure the minimum should apply to each individual booking.

Non-attendance

Tick Non-attendance if this ticket is not for a person attending the course or event.

When this is ticked:

• the ticket does not affect venue capacity calculations
• the booker is not asked to enter an attendee name for this ticket
• the ticket does not show in kiosk
• additional options may become available, depending on your site set-up

In the training sector, this is most often used for a ticket that carries a flat-rate course price.

For example, you may charge $2,500 for up to 10 people on a specific type of one-day course. In that situation, the flat-rate price can sit on a non-attendance ticket, while the students are booked on zero-value attendee tickets.

This approach is often best used with Bulk Reserve Placeholder.

Bulk Reserve Placeholder

The Bulk Reserve Placeholder option is available for some non-attendance tickets.

Use this for private courses where the booker reserves places first and provides the number of learners or attendee details later.

This is especially useful when a client requests group course before they know exactly who will attend and there they charge a flat rate for private courses.

For more detail, see:

https://bookingrooster.zendesk.com/hc/en-nz/articles/51340422228377-Bulk-Reserve-Placeholder

Show Sale Dates

Tick Show Sale Dates if you want the ticket sales start and end dates to display on the public booking page.

This is usually left unchecked in the training sector.

It can be useful in the event sector, especially where customers expect to see when ticket sales open or close. It may be less useful for training courses where sales dates are controlled by standard site-wide settings or where showing the dates could confuse customers.