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Event registration forms (Ticketing)
Event registration forms (Ticketing)

Creating an event registration form - adding ticket options, collecting attendee information and accepting additional donations

Updated over a week ago

Beacon makes it easy to collect event registrations and sell tickets online. There's no code to write, plus we take care of a lot of the things you probably don't want to worry about, like:

  • Security - secure PCI compliant payment processing

  • Data entry - so the data ends up in the right place

  • Email acknowledgements - so event attendees get automated receipts

  • Mobile - Google Pay & Apple Pay


Quick start: Set up a simple event registration form

Connect with payment providers

We connect with industry leading payment processors so you can securely process payments online.

To make it possible for Beacon to accept payments for tickets, go to Settings > Payments in your sidebar (you'll need to be an admin), and connect with Stripe.

Tip: You do not need to connect payment providers if your event is free to attend.

Create your form

  1. Go to Forms in the sidebar

  2. Click the Create form button, give your form a name (this will be shown on the form), and choose Event registration from the form type dropdown.


  3. Choose the event for registration. Start typing in the field and it will show a list of matching events to link to.

  4. Click Create πŸŽ‰

  5. Set the ticket allocation for your event. This is the total number of individual people who can attend. If you're trying to fill a 50 seat theatre, set this to 50.

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  6. Create some ticket options for your form. Click + ADD TICKET OPTION in the bottom left of the Ticket options section. Add some information about this new ticket like the example here.

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  7. Save your form by clicking πŸ’Ύ SAVE CHANGES at the bottom of the page.

  8. Click β†— VIEW FORM in the top right corner of the page. You'll see that a new form is created, and good to go!

  9. That's it! Try running a test registration through the form. After the form is submitted, you'll see that the following happens automatically:

  • New Event attendee records have been created

  • A new Ticket record has been created

  • The person paying for the ticket (the payer) has been created as a Person record (or updated if they already existed)

  • The people named as the ticket holders have been created as a Person record (or updated if they already existed)

  • A Payment record has been created for the ticket, and another for a donation if you made one

  • The payer is acknowledged immediately via email

  • You've been notified via email that the registration and donation happened

Tickets in detail

The following sections take a closer look at how to set up your event registration form.

Ticket options

A ticket option describes a specific type of ticket that can be bought. You might have a ticket option for individual adults, one for children, and one for families. Ticket options allow you to specify the important details about each ticket, like how much they cost and how many people can attend with a single ticket.

Your ticket options are displayed at the top of your membership form and they are configured in the Ticket options section of your form configuration.

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Ticket type

Each ticket option corresponds to a single ticket type. You can only have one option for each ticket type. Typical types could be 'Adult', 'Child', and 'Family' tickets.

Title, subtitle, and description

These fields allow you to describe your ticket option. They appear on your ticket form alongside the price of the ticket.


This is the cost for one of these tickets. Set this to be 0 if you would like your ticket to appear as 'free'.

Number of ticket holders

Note: Group tickets are available on our Standard, Premium, and Ultimate plans.

This corresponds to the number of people who can attend with this ticket. Usually this is just 1, but you can choose a larger number if this ticket can be for multiple people. For example if you're selling a table for 8 at a gala you would set this to 8, or perhaps 5 for a family ticket for 2 adults and 3 children. This corresponds to the number of event attendee records that will be created in Beacon.

Maximum number of tickets per transaction

This restricts the number of tickets of a particular type that can be bought in a single transaction. For example, you can restrict it to only allow 1 VIP ticket per transaction. Leave this field empty if you don't want to have restrictions on the number of tickets allowed to be purchased during a transaction.

Maximum number of tickets available

This sets the maximum number of tickets of a particular type that are available for the entire Event. For example, you can restrict it to only allow 20 VIP tickets. Leave this field empty if you don't want to have restrictions on the number of tickets available for that ticket type.

Discount codes

Each form can have its own discount codes that allow registrants to reduce the cost of their whole order, either by a percentage, or a fixed amount.

To add a discount code to your form:

  1. Click 'Add discount code' in the 'Ticket options' section of your form

  2. Enter the code you'd like to use, and what value you'd like it to be

    ​Tip: If you'd like to make tickets free, add a 100 percentage code!

  3. When supporters use your form, they will be able to enter their code and change the price of their whole order

  4. When looking at a discounted Ticket record in Beacon, you will see the 'Face value' of the ticket's original price, the discount code used, and the linked payment will reflect the amount that the person paid.


Time slots

Note: Time slots are available on our Standard, Premium, and Ultimate plans.

Time slots allow you to set several time slots for one event. For example, you may have a morning and an afternoon session for the same webinar, or you may want to stagger the people coming to your new exhibition opening to keep traffic consistent.

Time slots are optional and you don't have to divide your event into time slots. You can create as many time slots you want in the Ticket time slots section of your form configuration.

You can set an allocation for each time slot. This limits the number of people who can attend this time slot.

The time slot is stored on the ticket record that is created when someone buys a ticket.

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You'll be able to set limits on how many tickets can be purchased by slot (morning/evening) and will see the form react accordingly if a slot has been filled.

Collecting information about your attendees

The Ticket holder details section in your form configuration allows you to collect information about your attendees. The section provides a list that corresponds to your ticket options and allows you to choose the fields that you would like to collect for each of these options.

You can add any fields that appear on either Person or Event attendee records. These fields will appear on your form and can be filled in.

For example, you can include a dropdown for collecting dietary preferences for each of your attendees, or add an option for them to provide their t-shirt size for a challenge event.

For multi-person ticket options, the form will show a space for details to be entered for every attendee. Understandably, the person buying the ticket might not have all of these details to hand - so you can make these details optional.

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Ticket allocations

There are four places where you can set the number of tickets which are available:

  1. At the form level. This is the grand total of people who can attend.

  2. At the time slot level. This is the total number of people who can attend with a ticket with that time slot.

    ​Tip: This availability can be a little confusing because one ticket can allow multiple people to attend. Remember, your allocation is the total number of people who are allowed to attend, not the number of tickets that will be sold.

  3. At the transaction level. This is the number of tickets that can be acquired during 1 transaction.


  4. At the ticket type level. This limits the numbers of tickets of a particular type that are available for the event.

    ​Note: Your event registration form will automatically take care of making sure that people cannot buy more tickets than are available.

Making an additional donation

Note: Additional donations are available on our Standard, Premium, and Ultimate plans.

When someone registers to attend your event, you can take this opportunity to ask them for an additional donation. This works in exactly the same way as a donation form.

You can choose whether to allow people to give additional donations in the Donation amount section of the form.

Note: This section will be included on your membership form by default. If you do not wish to allow members to give an additional donation, you can click to remove this section from your form completely.

You can configure the donation amounts and frequencies in this section just as you would with a donation form.

Donations are created as entirely separate payments and charges in Beacon which makes it easier to track where payments are coming from, and to claim Gift Aid on them where you might not be able to for your ticket sale.

Tip: Want an additional donation to be toggled on by default? Add a URL parameter (such as ?bcn_donation_amount=15) to the end of your URL to default to one of your form's donation options.

Asking event attendees to cover payment processing fees

Note: Covering fees is available on our Standard, Premium, and Ultimate plans.

You can add a section to your event registration form which invites the event attendee to increase their payment to cover the costs of processing.

You can choose a percentage to reflect how much this ticket will cost to process. You can also decide whether this box will be checked by default.

This additional amount is added to both the ticket payment and any additional donations, increasing the value in the 'Amount' field. Gift Aid will be claimed on this total amount if eligible, and processing fees are charged on the total amount.

When an additional donation is made when buying a ticket, both payments will be increased by the desired percentage. The percentage amount added to each payment will be stored in the respective 'Covered fees' section.

Acknowledging event registrants

When someone registers via a Beacon form, Beacon immediately sends an acknowledgement email to them.

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You can customise the subject and content of this email, as well as the team member who the email is from in the acknowledgement area of the form settings. A special field called {{{tickets_summary}}} provides a convenient summary of all of the tickets that have been purchased that can be included in this email.

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Getting notified

It can be useful to know when someone has made a new registration through one of your forms.

In the 'Notifications' section, you can customise who receives email notifications from Beacon each time a registration is made, as well as the subject and content of the email.


Fixed data

When event registration forms are submitted, we automatically create the relevant records in your Beacon database. There's no manual entry.

The fixed data section allows you to set extra fields which will always have the same values. They are not added by your event attendees, they are added automatically by Beacon.

When new records are created via a Beacon form, Beacon sets the fixed data on each record created (as well as the data that comes from the form).

You can customise the fixed data that Beacon sets to fit your needs.

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For more details on customising forms, see our main forms guide.

Frequently asked questions

Why might someone registering need to enter their details twice?

The person purchasing a ticket may be different to the person attending your event - a parent might purchase a camp place for a child, or a colleague may buy tickets for their coworkers. Beacon captures both the purchaser and the attendees, but don't worry - we'll deduplicate them if they're they same!

Registrants can easily re-use details they've entered already by clicking the button next to questions on the form (works for name, email, phone, and address).

Can I set up regular events?

No. This isn't something that is currently supported.

How are the attendee and time slot limits measured in Beacon?

The event limit on your form will be checked against the number of Event attendee records connected to Tickets for that event.

The time slot limits on your form will be checked against the number of Event attendee records connected to Tickets for that event, that have each exact time slot.

For example, you could add staff or volunteers as event attendees for that event and they won't affect the overall capacity as they're not connected to Tickets. You can also amend or archive existing Event attendee or Ticket records in Beacon and your forms will correctly calculate the changes you've made.

How do I cancel or refund a ticket?

Follow our guide here for how to manage cancellations.

Yes! You can link to your terms and conditions in the 'description' field of any section of your form.

You can also include a submission agreement if you'd like submitters to acknowledge them:

Can I ask different questions for each attendee of a multiple-person ticket?

No. You can collect different details for different ticket options but the details collected are the same for all attendees of a particular ticket type. Consider making your ticket holder details optional so they can be skipped.

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