Creating tickets in Swapcard allows organizers to effectively manage and segment attendees from the point of registration. By applying different rules based on quantity, dates, and visibility, organizers can customize ticket availability and manage access for different attendee groups. This flexibility enhances the registration experience, maximizes attendance management, and improves overall event organization by ensuring the right attendees are in the right places.
Why set up tickets for your event?
Tickets provide several key benefits for event organizers:
Efficient attendee segmentation: Tickets allow you to categorize attendees into specific groups, making it easier to tailor communications, access, and event experiences.
Customizable access control: Use visibility settings to manage which tickets are public and which are hidden for special or internal use.
Streamlined registration process: Create rules based on quantity and availability dates to ensure smooth ticket distribution and attendance management.
đŤ Early bird, VIP, hidden speaker pass, last-minute day ticket⌠a smart ticket lineup can do half of your segmentation work for you. Build yours like a pro with the Registration & Attendance Growth training on Swapcard Academy đ, which covers free and paid registration in a few short videos.
How to create free tickets for registration
In the Studio, go to Registration > Tickets. Youâll see either a list of existing tickets or fields to create your first ticket.
To create a ticket, complete the required fields:
Ticket Name: This name appears both internally in the Studio and externally for attendees, so choose a clear and descriptive title.
Ticket Type: Select Free to create a free ticket option.
Tip: Use Show label to choose whether registrants see a price label, such as "Free", on this ticket. Turn it off to hide the label, or keep it on and type your own text in Label (up to 40 characters, with a translation for each event language).
Quantity: Set a limit on the number of tickets available or leave it unlimited.
Ticket Visibility:
Visible: Available to all attendees.
Hidden: Available only from the Studio, ideal for internal allocation or special groups.
Assigned Event Group: Assign registrants to specific groups based on the ticket selected, allowing for targeted communication and access controls. Learn more about Groups here.
Sale Start and End Dates: Define when the ticket can be acquired and when it will no longer be available.
Description: (Optional) Add a description to provide additional context or highlight what attendees will access with this ticket.
There's no limit on the number of types of Tickets that can be created.
Use the Ticket Preview panel to view the current saved version of your ticket.
After making changes, click Save to update the preview.
How to create paid tickets for your event?
This article walks you through the set up of paid tickets to ensure a smooth payment experience for both organizers and attendees.
How to access your tickets
After tickets are created, they will be displayed in a table with the following details:
Ticket Name,
Status ( available, scheduled, ended)
Price,
Usage ( how many tickets have been used and how many remain),
Valid From Date,
Valid Until Date,
Group,
Visibility
You can also reorder tickets using a drag-and-drop feature. The order in Studio will mirror the order displayed on the registration form for users.
Additionally, you can track your tickets' sales or uses in the tickets dashboard.
To search for specific tickets, you can:
Search by ticket name to quickly find the ticket you're looking for.
Filter by moderation: All, Yes, or No.
Filter by visibility: All, Visible, or Hidden.
Combine search and filters to narrow down results even faster.
đĄ You can switch a user's ticket from free to paid, learn how in this article
How to send confirmation emails to your attendees
Need to ensure attendees receive their confirmation emails? You can resend confirmation emails instantlyâeither to a single attendee or to multiple attendees in bulkâdirectly from your event dashboard.
Go to your event dashboard
Open the People tab
Click on the name of a Registered attendee to view their registration record
Look for the Send Confirmation Email button
Confirm the attendee's status is Registered
Click the button to open a confirmation dialog
Confirm your choice to resend the email
A success or failure message will appear after the email is sent
How to resend emails to multiple attendees
Use the checkboxes to select multiple attendees
Click the Resend Confirmation Email button in the bulk action toolbar
The button is active only when at least one Registered attendee is selected
A confirmation dialog shows how many emails will be sent
After sending, a summary notification confirms successes or alerts any failures
When you have created ticket-specific confirmation emails, resending a confirmation sends the email linked to that attendee's ticket. To learn how to link a confirmation email to a ticket, see Set up and Manage Email Campaigns.
You can also open the email that a ticket uses directly from the ticket: click the ticket, then click Edit email in its Registration Confirmation email section.
Control your audience with Moderated Registration
đ This feature is a paid add-on.
You can take full control of event attendance by enabling Moderated Registration, a feature that allows you to manually review and approve participants before their attendance is confirmed.
How it works
Registration submission
Attendees submit their registration through the usual online form.Pending review
The registration is placed in a Pending state and is not yet confirmed.Approval or decline
- For paid tickets: They are prompted to pay via an email.
- For free tickets: They receive the confirmation email immediately
The final Confirmation email is sent once the payment is completed (for paid tickets) or immediately upon your approval (for free tickets).This ensures your event remains high-quality and curated while automating the communication workflow for every request.
You can also customize the confirmation page displayed to attendees after they submit a registration that requires approval.
Using the same editor as the existing Registration Confirmation page, you can customize:
Title
Description and body text
Image
Text formatting and other supported content
This provides a consistent editing experience while allowing you to create a more informative and personalized confirmation page.
Moderation emails
Moderated registration uses the emails of the Campaign for Registration, in Communications âĄď¸ Emails. Each email has a fixed role, and Swapcard picks the one to send from the attendee's registration status, never from its subject, content or position in the list:
Pending approval email: sent when someone registers with a moderated ticket.
Approval email with payment link: sent when you approve a registration that still has an amount to pay.
Registration confirmation email: sent when a registration is confirmed, right away for non-moderated tickets, when you approve a free moderated ticket, or once payment is completed. Attendees receive the confirmation email linked to their ticket, or the default one. Send Confirmation Email always sends this email.
Refusal email: sent when you decline a registration.
Moderation emails are created disabled. The pending approval, approval and refusal emails are added to the Campaign for Registration when the Moderated Registration add-on is activated, for the events that exist at that time. Review them and click Enable: an email that isn't enabled is never sent. If an event doesn't have these emails, for example because it was created after the add-on was activated, contact your Swapcard representative.
The default registration confirmation is shared by all tickets without their own confirmation email. If you rewrite it, for example as a "request under review" message, every confirmed attendee on these tickets receives that text, including attendees on non-moderated tickets. To tell attendees that their request is under review, edit and enable the pending approval email instead, and don't rename or rewrite an email to play another email's role.
Important Considerations
Restricted Features: Some advanced ticketing features, such as creating paid tickets or more complex segmentation options, may be restricted based on your subscription plan. Contact support if you need access to advanced registration features.
Ticket Management: Regularly review and adjust ticket availability and visibility to optimize attendee management and ensure youâre meeting your registration goals.
Setting up free tickets in Swapcard helps you effectively manage your eventâs registration process, segment your audience, and ensure the right attendees have access to the right content. By leveraging customizable ticket options, you can enhance your eventâs organization and provide a smooth registration experience for all participants.