Tickets & RSVP

Whether your event is free with RSVP or a $500/seat gala, the ticketing flow is the same UI. Differences come from the pricing tier you set up.

RSVP (free events)

For free events, the public flow is:

1. Visitor clicks RSVP on the event page.
2. Form captures: name, email, phone, optional dietary or accessibility notes.
3. Confirmation page with calendar links.
4. Confirmation email with QR code for check-in.

No payment, no Stripe involvement.

Paid tickets

For paid events:

1. Visitor selects a ticket tier (e.g. "General $50", "VIP $150").
2. Selects quantity (1–10 typical max).
3. Enters attendee info — name + email per ticket.
4. Pays via Stripe (card or wallet).
5. Confirmation page with each ticket's QR code.
6. Per-ticket email with QR.

Ticket tiers

Define multiple tiers per event:

• Name (General, VIP, Sponsor, Member discount, Student rate…).
• Price.
• Allocation — how many of these tiers exist (e.g. 50 VIP seats out of 200 total).
• Description — what's included.
• Fair market value — if the ticket includes goods/services (e.g. dinner, wine), set the FMV. Tax receipt automatically discounts the deductible amount.

Promo codes

Create discount codes from Events → Registrations → Promo Codes:

• Code — string the donor types (MEMBER25, EARLYBIRD).
• Discount — % off or flat-amount off.
• Limit — max uses, or expiration date.
• Tier restriction — applies only to specific tiers (e.g. STUDENT only valid on Student tier).

Refunds

Cancel a registration from the Registrations tab. Options:

• Full refund — releases payment back to the donor's card.
• Partial refund — for "we keep $25 for processing" policies.
• Cancel without refund — for no-shows or policy violations; ticket is voided.

Group tickets / sponsors

Sponsorship tiers often include "table for 10". Create a "Sponsor — Table" tier with quantity 1 and let the buyer enter 10 attendee names after purchase.

At the door

Two check-in options:

• Web check-in — desktop browser, search by name/email, click check-in.
• Mobile QR scan — use the Koolay Mobile Panel app to scan the QR on each ticket. Fast, especially for line management.

Both update a single live attendance counter visible to all event staff.

Common patterns

• Multiple tiers + early-bird — "Early bird $40 (until X date) / Regular $50 / At-door $60" creates urgency and rewards advance commitment.
• Member discount tier — gates a discounted price to members only (requires login).
• Free tier alongside paid — for "support but free if you can't" inclusivity.