Classlist makes organising your event and collecting payment much easier!
- Event Organisers can track the number of attendees.
- Purchasers can pay by Apple Pay, Google Pay or using a debit/credit card
- Event Organisers can collect payment to a Stripe account of their choice.
- Event organisers can export the information collected to a spreadsheet (export csv file).
Sections covered in this help article.
Tracking Attendees - Dashboard
Making Changes to Tickets After Invites Have Been Sent
Save the Date and Add Tickets Later
This article will cover the different types of community 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. You may also want to consider setting up a test event which is published to a small group (eg a few PTA members) to check how things work before creating a whole school event.
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
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. It is possible to change an RSVP event to a ticketed event but you can't change a ticketed event to a RSVP event.
Free Tickets
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.
Paid Tickets
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 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).
Group Tickets
You can also sell group tickets (eg a ticket called 'table of 8') however the system will only see this as 1 ticket. You could use the ticket questions section to ask for all the table guest names to be put there.
Capping Ticket Numbers
If you want to sell tickets at different prices but only have a certain number available in total (eg group and individual tickets or child and adult tickets), firstly estimate the split between them and add them as normal. Then check back periodically to see 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 total ticket number for the faster selling tickets (to include what has already been sold). See making changes after invites have been sent for instructions.
eg for groups/individual tickets
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.
Donations
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.
Ticket Questions
Optional questions for invitees: you can add questions you want your invitees to answer, eg "Do you have any special dietary requirements?", "Who is picking up your child?", "which child is this ticket for?" "What class are they in?". Guests will have the option to answer the questions during the checkout after entering their card details, and you can see the answers on your event dashboard by purchaser, or by downloading a csv file for the event. Parents can go back to the questions and update their responses later eg if they didn't know all the dietary information.
Making Changes to Ticket Questions
It is best not to change questions after the event has been published.
If you delete a question, people won't be asked it again and can't edit previous answers, but you will still see a column with answers that have already been completed in the download csv.
If you edit the wording of a question (eg to try to change the order they are asked, or to ask a different question, or even just to fix a typo) the system sees this as a different question and creates a completely new column in the csv download, so you would end up with 2 columns for this question. In addition people will be asked the 'new' question and won't have access to any information they filled in for the 'old' question.
Additional questions can be added after existing questions if necessary.
NB: Ticket questions are asked for each ticket purchased, so if someone buys 2 tickets they will be asked the questions twice so they can answer for each guest.
NB: If you have more than one type of ticket at your event, the same questions will also be asked for all ticket types. You can word your questions to make it obvious if only one ticket-holder type needs to answer the question. Eg 'If you are paying for Group Table please enter all guest names here.
Collecting Payment
You can collect payment for events on Classlist via Stripe. Both for member-only events and those with a public guest checkout. You can either sell tickets in advance (including add on items like food) or on the day for parents without cash to hand.
Stripe is a great solution for community events as the payment is made right in the Classlist app, Here's why we recommend Stripe.
Find out about taking payments with Stripe including details of their fees. Remember to factor the fees in when working out your ticket prices.
NB: For new events set up since 27th May 2022 we charge a 1.5% platform fee (we waived our fees during the pandemic but didn't expect it to last 2 years!). Stripe has separate fees of 1.2% plus 20p per transaction for charities and 1.4% plus 20p per transaction for other organisations.
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 edit the event info to change the rsvp date if you want to stop sales early.
or you can add, delete or edit tickets after invitations have been sent. Use the 'edit tickets and questions' button 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. You can delete the ticket type without losing details of tickets already sold.
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. At lease 1 ticket must remain when deleting tickets, so you may need to add a new ticket before deleting all the old ones. If you don't want any tickets to be available you can make the remaining one show as 'sold out' using the edit feature described above.
Remember to click 'Save and Continue' - the button is further down the page, not close to the tickets.
Tip: Once you have chosen your event to be a ticketed event, it needs at least one ticket type. You won't be able to delete the last ticket type from your event. [It is normally temporary that you would want a ticketed event without tickets! So you could edit the last ticket to have 'none available' by setting the number available as the number you have already sold. the parent view of the event will show this as Sold Out until you add some other tickets.
Save the date and add your tickets later
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'.
Resending invitations after an event started - You can't re-send invitations once your event has started, so if you want to re-send event invitations for a long-running event, edit the date to be slightly in the future from now (even one hour) and then you can re-send your invitations.
Troubleshooting
- 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 ticket question and ask purchasers to state which child is attending.
- Trying to delete several tickets? If you can't save your choices it may be because you are trying to delete all your tickets. You can't delete the last ticket but you can edit it. See above.
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