Bookings
All plans
A booking is a guest’s reservation for an event: a free RSVP or a paid ticket purchase, for one guest or a whole party. Bookings arrive three ways — guests book on your public booking page, respond to an invitation, or your team adds them directly on the guest list. Before guests can book, the event needs to be created and published with at least one active ticket; paid bookings also need a connected Stripe account.
The booking lifecycle
A booking starts Pending while it is being made, then becomes Confirmed. From there it can be Cancelled, by the guest or your team. A Pending booking that is never completed Expires and releases its held places. On full events, guests join the Waitlist; on register-interest events they are Interested until you accept (Confirmed) or reject them.
Adding a booking yourself
From the guest list, Add Guests creates a confirmed booking directly:
- Enter the booker’s details and any additional guests.
- Pick a ticket for each guest.
- Choose Scheduled (books a slot) or Walk-in (books now and checks the party straight in).
- Optionally suppress the confirmation email, for quiet additions.
When you choose Scheduled, pick the slot from Date & time. A slot stays in that list until it ends, so you can still add someone to a timed entry that’s already under way. Guests see the same remaining slots on the booking page.
If the booker’s Email is already on the guest list, a Heads up note appears under their details. The note is a warning, never a block. If they have an open invitation, choose Confirm their invitation instead rather than adding a second booking. See Already on the list.
For paid tickets, choose how to take payment: at a card terminal now, later, or Mark as paid.
Check-in only members add walk-ins from Check-in Mode instead. They cannot choose Scheduled, and they cannot Mark as paid.
Payments
Paid bookings run through your connected Stripe account — see Settings → Payouts. The booking records its line items, including any tax, donation, and the platform booking fee: 7% on Free, 5% on Pro, 3.5% on Expert. When tax applies, the booking summary shows ticket lines, then SUBTOTAL, each tax by name, and TOTAL — the same layout appears in the confirmation email. See Tax.
Changes and cancellations
Guests can change or cancel their own booking only if the event allows it (see Booking settings); your team can always manage a booking from the guest list: edit guests, add extras, resend tickets, cancel.
To move a guest to a different ticket type, open them from the guest list, click Edit next to their name, choose the new Ticket type, then Save. The booking and their place stay as they are. Use Send ticket if they need the updated ticket.
To cancel one booking, open it and choose Actions → Cancel booking…. Choose Cancel with an email or Cancel silently. The email is the event’s Cancellation Email (see Event Emails), and you can add a message, which appears under its text. It looks like the booking confirmation, with the event’s banner, and shows the booking as cancelled. Only a confirmed booking for an event that hasn’t ended can be cancelled. When a guest cancels their own booking, they are sent the Cancellation Email as written. To cancel several at once, use Cancel bookings in the guest list’s bulk actions (see Bulk actions).
Cancel event, from the event card menu, cancels every live booking on that event at once, and lets you email your guests a message or cancel silently. See Cancelling an event.
One thing to be aware of: refunds are never automatic. Cancelling a paid booking releases the place but does not touch the payment; issue any refund yourself from your Stripe dashboard.
Extras
Extras are add-ons sold with a booking: a catalogue, a drinks package, a tote. Guests pick them on the public booking form. You can also add one after the booking is made, from the booking page, which is how a programme sold at the door gets onto the record. Create extras under the event’s Settings → Ticketing tab; see Tickets and pricing.
- Open the guest from the guest list and choose View booking.
- On the Extras card, choose Add extra.
- Pick the Extra and a Quantity, then Add extra.
The card appears when the event has extras still to sell, or the booking already has some. It offers the event’s extras that still have stock. A limited extra is capped at what is left. Cancelled and rejected bookings have no add form.
One thing to be aware of: adding an extra does not email the guest, and it does not add a guest or take a seat. A priced extra is added to the booking’s total as outstanding; collect it from the Payment card with Take payment or Mark as paid.
Reminders
Confirmed bookings receive the event’s reminder emails automatically, unless the event is cancelled. The schedule lives under the event’s Settings → Emails tab, on Reminder Schedule. From the booking page, the Reminders card shows each send, when it is due, and whether it went out. See Event emails.
Tickets
Confirmed guests receive their tickets by email. Depending on the event’s settings, tickets carry a QR code for scanning at the door, attach as a printable PDF, and can be added to Apple and Google Wallet.
When a booking or its event is cancelled, the web ticket stays the same size, tagged Cancelled beside the event name. The QR is greyed out with nothing to scan, and there is no wallet, share, or print button. A wallet link from before the cancellation opens that same web ticket. See Cancelling an event.
Keep reading: Guest List · Dates and availability · Event emails · Tickets and pricing · Booking settings · Check-in