Classlist makes organising your event and collecting payment much easier!
- Event Organisers can track the number of attendees.
- Purchasers can pay by using a debit/credit card or PayPal account.
- Event Organisers can collect payment to a Stripe or PayPal account of their choice.
- Class Admins can organise contributions for teachers' gifts, or for PTA team nights out and collect the money themselves direct to their own PayPal account.
- Event organisers can export the information collected to a spreadsheet (export csv file).
Sections covered in this help article.
This article will cover the different types of events that can be created in Classlist - RSVP / Free / Paid / Donation. Please also see the community event overview, the manage event attendees or the private events help page for more information on setting up events.
Event Set Up
To set up a rsvp, free, paid or donation event, go to the green Admin Side and choose Community Events on the menu. Click 'Create an Event' and fill in the event details (title, date, time, description etc)
NB: If you add an RSVP date, parents will not be able to obtain any more tickets after that date, regardless of whether there are any still available. Otherwise tickets will remain available until they are sold out or the event end date is reached.
If you are an admin user setting up a community event in the Admin Mode, all parents will receive an event invitation if they are in the group/s invited to the event, including those parents who have been invited to join Classlist by an admin email but have not yet registered on the site. Parents who join an invited group after the invites have been sent will also see the invite ready and waiting for them once they join.
Parents will be able to see who else has been invited and who is going for rsvp and ticketed events, however, donations are not visible to other parents.
Ensure your ticket numbers and prices are correct when setting up an event. It's much harder to keep track of attendees if you change ticket numbers after people have already bought tickets!
NB: You can add as many free, paid or donation 'tickets' as you like (eg adult and child), simply click add item for each extra ticket type. You can also mix free, paid and donations together on the same event.
RSVP events are set up as standard unless you choose the 'tickets' option.
Once the event has been published, those added to the guest list will be able to see the event and respond by choosing going, maybe or can't go from a drop down list.
The event organiser will be able to see how many people have responded via the dashboard on the event admin side.
If you want people to RSVP for more than one person or one family group and you need exact numbers you could consider setting up the event with free tickets instead of RSVP's.
NB if you add tickets to a current RSVP event it will cancel the RSVPs so you may want to download the list before doing this.
By selecting the 'tickets' option, you will be able to add free tickets to your event. This may be important if your event is free but you want to limit the numbers of people attending (eg to comply with fire regulations, covid restrictions or your temporary event licence requirements).
You will then be able to select the ticket type of 'free' and add your description & the quantity available. You can edit these fields at a later date, or delete the ticket so long as at least 1 ticket remains.
If tickets have already been booked, and you wish to change availability, you can edit the quantity - as long as it is greater than or equal to the number already booked. If you make the quantity equal to the number already booked the ticket will not be available to anyone else.
Deleting the ticket after bookings have been made will prevent further tickets being available, but will not remove the tickets already issued.
By choosing paid tickets you can select the currency and set the price per ticket, as well as enter the total number of each ticket type you have available to sell.
NB: You must have a Stripe or PayPal account to set up paid tickets. If you will be selling tickets via the public guest checkout you must use Stripe.
The same rules for editing and deleting tickets apply as in the free tickets section, however once you have set the price this can't be changed. If you need to change the price you should add a new ticket and remove the old one from sale (by setting the quantity to the same number that has already sold or deleting the ticket).
You can also sell group tickets (eg a ticket called 'table of 8') however the system will only see this as 1 ticket and if you are using the ticket questions section there will only be space for 1 answer.
If you want to sell group and individual tickets and have a maximum number available, firstly estimate the split between groups and individuals and then if one is selling faster than the other amend the quantities. To do this reduce the number of the slow selling tickets first then increase the group ticket total (including what has already been sold)
10 x groups of 8 = 80 + 40 individual tickets = 120 places
12 x groups of 8 = 96 + 24 individual tickets = 120 places
Currently you can't cap ticket numbers per buyer (eg only two children per adult ticket), but you could put that restriction in your event description text or your ticket name.
Choose the donation option if you don't want to set a fixed price. You can suggest how much people could donate or leave this field blank. Parents will not be able to see who has donated what, but the event admin(s) will be able to download a list.
Parents will then have the option to donate whatever they wish.
Optional question for invitees: there is an optional box below the ticket fields where you can add a question you want your invitees to answer, eg "Do you have any special dietary requirements?" Guests will have the option to answer the question straight after the checkout and you can see the answers by downloading a csv file for the event.
N.B. Ticket questions are asked for each ticket purchased, so if someone buys 2 tickets they will be asked the question twice. If you have more than one type of ticket at your event, the same questions will also be asked for each ticket type, we plan to improve this in a future release.
You can collect payment for events on Classlist via Stripe or Paypal. For member-only community events we offer both methods. For events with a public guest checkout we only offer Stripe.
Please Note: While you are able to use different payment methods for different events, it is not currently possible to change payment method for an event once a method has been chosen.
Stripe is a better solution for community events as the payment is made right in the Classlist app, whereas with PayPal, parents are taken externally to PayPal to pay, which requires them to type in more information which is harder on phones. PayPal fees are higher too. Here's why we recommend Stripe.
NB: Classlist doesn't charge fees for taking payments as our revenue comes from advertising.
Tracking Attendees - Dashboard
Classlist makes it easy to see how many people have signed up to an event at a glance. In the below example 19 people have been invited and 1 person has purchased 4 tickets while the other 18 have not responded. Clicking the 3 dots next to each category will allow you to see a list of who is in that category or send them a message. You can also resend the invites or download a csv file of those that have purchased or got free tickets.
Clicking the message button gives you the option to message different categories of people depending on who has replied. Options include: All invited, Not responded, On Sign Up List, Not On Sign Up List & Public Checkout. As well as Going, Maybe & Can't Go for RSVP events and Purchased, Free, Paid and Donations for events with tickets.
The next dashboard shows how many of each type of ticket have been sold and how many are left so you can see at a glance how sales are going and how much money has been raised so far. Use the 3 dots menu on the right to view or download the list of sales.
Tracking attendees - csv file
For further analysis and to help you organise your event you can download a csv file of your guests and the answers to any questions that you asked. To do this click on the three dots in the purchased part of the guest list and select download csv. Open the csv with a spreadsheet such as excel or google sheets to view or filter the data to suit your needs. See troubleshooting csv files for more help with this.
Making changes to tickets after invitations have been sent
You can open the event editing page and add, delete or edit tickets after invitations have been sent. Use the 'edit tickets and questions' button near the graph in the 'tickets, sales and donations' section to do this.
Use 'Add item' to add additional ticket types - either free, paid or donation.
Use 'Edit' via the 3 dots menu to change the description or quantity - ticket quantities must be at least equal to the number of tickets already sold. Making the quantity match the quantity sold will remove tickets from sale and they will show as 'sold out'. Choose 'add' then 'Save & Continue' to confirm your changes. The system will not allow more tickets to be sold once the maximum number has been reached.
Prices can't be edited once the event is published. To change price add another ticket type and remove the first one from sale.
Use delete as an alternative way to remove tickets from sale - tickets will no longer be visible to purchasers if you use this rather than editing the quantity. Sales of deleted tickets can still be seen on the admin side and will download in the csv file.
You can change an RSVP event to a ticketed event even after you have invited people. This can be useful if you publish an event as a 'save the date' initially. Adding tickets changes the status of the event and generates a notification to all invitees: anyone who has already RSVP'd to a non-ticketed event will be informed that the event is now ticketed and they need to get a ticket. It's best to make it clear in the original event description if this is likely to be the case, otherwise people might not realise they also need to apply for tickets if they RSVP before the tickets were added.
Please Note: Any RSVP's will be removed if you change to a ticketed event so you may want to download the csv list before making the change. Ticketed events can't be changed back to RSVP events.
Extending the end date if you have a long running event such as a uniform shop you may want to extend the end date. To do this you also need to adjust the start date into the future as otherwise the event wont save the changes to the end date. To make changes go into the event (you need to be an event owner) then click 'menu' then 'edit'.
- If the Get Ticket option is not showing on your Event page, check how many tickets have been purchased: you may have reached the limit of the number available.
- Remember that the number of people paying for tickets may be quite different from the number of tickets sold, since people can buy several tickets at a time.
- If you need to keep track of who is coming by name, rather than simply how many tickets sold (eg in a family with 4 children a parent may only buy 2 tickets to the disco - as the organiser you may want to know which children), you should add a question in the optional box (see above) and ask purchasers to state which child is attending. You could also use a sign up sheet in Google docs or similar which you can then cross-reference to the tickets purchased. Here is a link to Google with advice on using shareable links. You can add the link to Google docs in the description field in your event's page. Classlist is working hard to introduce a way of identifying who the ticket belongs to at the point of purchase - watch this space!