How to keep track of what's happening across your event

Vicky Carmichael avatar
Written by Vicky Carmichael
Updated over a week ago

Activities is a powerful feature that can be used in lots of ways, including:

  • Dynamically keeping track of numbers across different ticket types

  • Adding dates, times and venues to different components of your event

  • Specifying options like workshops that attendees can select from (beta)

Setting up an activity

Give your activity a name and, optionally, a capacity and description. Next, select which kind of activity this should be:

  • Internal activities are just for your team reference, and aren't displayed to attendees at all. Use them for keeping track of numbers across different ticket types and managing capacity across multi-day events.

  • Automatic activities are great for building out an itinerary and adding times and a schedule if your event encompasses multiple components.

  • Option activities (beta) can be used for things like workshops or sessions that attendees can choose from, included within their ticket. This kind of activity must be used in conjunction with our activity groups feature.

Optionally set the date, time, venue (add under Settings > Locations first) and attach any questions you'd like to ask.

Finally, be sure to attach your activities to the relevant tickets (or activity groups, in the case of Option activities).

Don't miss this last step, otherwise your activities won't be included!

Example use cases with step-by-step instructions

Events with multiple components

Let's say your event comprises a Conference, a Workshop and a Dinner. These are three components or "activities" taking place within your overall event. You're selling a few different ticket types: conference only, conference + workshop, conference + dinner, workshop only, etc.

Looking at the totals for how many of each ticket type you've sold, it'd be hard to get a sense of how many people are actually coming to the conference, how many are coming to the workshop, and how many are coming to the dinner. To solve this, you would set up three activities as follows.

  • Conference — attach to any ticket that includes conference access

  • Workshop — attach to any ticket that includes workshop access

  • Dinner — attach to any ticket that includes dinner access

You can either make these activities Internal if this is just for your team's use, or Automatic if you want to display the activities on the attendees' calendar file and PDF ticket. For the latter use, you might also want to set different times and locations (add first under Settings > Locations) for each activity.

Now, when tickets are sold, you just need to look at the number next to each activity to see at a glance how many people are coming to each component of your event. You can set a capacity on activities — when reached, any attached tickets will automatically come off sale any tickets so you don't go over capacity.

A screenshot of three Activities named "Conference", "Dinner", and "Workshop."

Keeping count across different ticket types

Let’s say you’re running a one-day conference at a venue with a capacity of 1,000 seats. You have a bunch of different ticket types. Most of your ticket types count as a seat in the lecture theatre, but some of them don’t.

The Tito dashboard tells you the total number of registrations, but if you want to know how many seats in the theatre have been filled, you’d need to get out your calculator and start adding up the relevant ticket types. Or you can use activities to do this automatically:

  • Create an Internal activity called Seats

  • Set the capacity to 1000

  • Attach the activity to all the ticket types that count as a seat

Under activities, you’ll now be able to see the total count across all of those different ticket types and as a bonus, because you’ve set a capacity of 1000, the attached tickets will automatically come off sale when you reach that limit. So you can be sure your event won’t accidentally go over capacity.

A screenshot of an activity called "Seats". 209 out of a capacity of 1000 have been claimed.

Managing capacity across multi-day events

You’re running a two-day event and you’re selling Day 1, Day 2 and Both days tickets. You don’t know in advance whether day 1 or day 2 is going to prove more popular, so you’d need to keep an eye on how sales are going and adjust your totals for each ticket as you go along. Or you can use Activities to handle this all for you. Here’s how:

  • Create an Internal activity for the first day of your conference called Day 1 and set the capacity based on the total amount of space in your venue each day

  • Attach it to any tickets which include access to day 1 of the event (i.e. Day 1 and Both days)

  • Repeat these steps for the second day of your conference (attaching it to Day 2 and Both days)

Now, not only can you see how many people are coming to each day of your event, but Tito will also automatically take the attached tickets off sale if you hit the activity capacity across the different ticket types.

So for instance if you hit capacity for the day two Activity, attendees will no longer be able to purchase either a Day 2  ticket or a Both days  ticket.

A screenshot of 2 activities: "Day 1" and "Day 2."

Troubleshooting: Ticket sold out even though quantity isn't reached

Activities is really good at what it’s designed to do, which is take attached tickets off sale when the Activity capacity is reached. So if a ticket ever shows as sold out even though its capacity hasn’t been reached, make sure there isn’t an attached Activity restricting the quantity available. You'll see a warning like the below:

A screenshot of a ticket summary in Tito. The attached activity is sold out.

Activities demo

If you're more of a visual learner, you can watch this video of activities in action, but please note this features an older version of the UI that did not include Option activities, and had a visibility status instead of the activity kind field.

Still need help? Search our FAQs for instant answers. You can also leave a message for our support team by email or in-app, and we'll get back to you by the next working day.

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