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

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

Activities allows you to keep track of what's happening at your event and across your different ticket types. It also allows you to generate a schedule for your attendees.

It's a very powerful but sometimes misunderstood feature. The key thing to understand is that any Activity you attach to a Ticket should be something that is automatically included within that Ticket.

Some things you can do with Activities include keeping track of numbers dynamically across different ticket types and adding times to different components of your event.

A practical example

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 + Workshop + Dinner

  • Conference + Dinner

  • Workshop only

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 .

Activities allows you to solve this problem.

You'd set up three Activities:

  • Conference

  • Workshop

  • Dinner

You'd attach the Conference  Activity to any ticket which includes conference access (so in the example above, every ticket type except Workshop only ). You'd attach the Workshop  Activity to any ticket that includes workshop access. And you'd attach the Dinner  Activity to any ticket that includes Dinner access.

Good to know

  • 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, e.g. to know how many dinners to order.

  • You can set different times and locations for each Activity and this will generate a personalised itinerary for the attendee, depending which ticket they've bought, so they know where they need to be and when.

  • You can set a capacity on Activities which, when reached, will automatically take off sale any tickets attached to that Activity, so you don't go over capacity.

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

If you're more of a visual learner, this introductory video gives an overview of what you can do with Activities.

If Tito looks different for you than what's in the video, it means you're using our old UI. Here's a video showing how Activities works in the old Tito.

More examples

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: Early bird , Standard , Last chance , Exhibitor , Student , Staff , Speaker  and so on. Most of your ticket types count as a seat in the lecture theatre, but some of them don’t.

A selection of 8 tickets where 6 are "seats" (e.g. Early bird ticket) and 2 are not "seats" (e.g. Staff ticket)

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 activity called something like Seats

  • Set the capacity to 1000

  • Set visibility to hidden, as this activity is for internal use

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

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 included 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

Now let’s say you’re running a two-day event and you’re selling tickets to each day separately, as well as a ticket to both days.

A screenshot of 3 ticket options: Day 1 Early bird, Day 2 Early bird, and Both days Early bird. There's a $25 discount on the last.

You don’t know in advance whether Day 1  or Day 2  is going to prove more popular, so it’s tricky to guess what you should set as the capacity for each. 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 Activity for the first day of your conference called Day 1 

  • Set your capacity at whatever the total amount of space is in your venue for each separate day

  • Set visibility to hidden, as this activity is for internal use

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

  • Repeat these steps for the second day of your conference (attaching it to your Day Two and Both Days  tickets)

Now, not only will Activities reveal how many people are coming to each day of your event, Tito will 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."

Adding times and a schedule to your event

So far, all our examples have been about how Activities can help you as an event organiser better manage your numbers. But you can also use Activities to add times to events for the benefit of attendees, and generate a public-facing schedule with dates, times and venues for all components of your event experience.

A screenshot of a sample schedule in Tito. The times and dates for three parts of the event are displayed.

Here’s how:

  • Add any venues under the Settings  > Locations  menu (optional step)

  • Create an Activity for each component and set the date, start time and end time

  • Optionally attach a venue from the list of ones available

  • Attach each Activity to the relevant ticket

  • Make sure the Activity is set to visible

Not only can you now keep track of numbers, and have a schedule displayed on the event homepage, but the ticketholder’s calendar file and PDF ticket will also include their personalised itinerary, based on their order.

And if you want to display the time of your event on your homepage, you simply need to create a public Activity with the date, start and end time, and ensure this is attached to your tickets. This will then display on the homepage.

One thing to watch out for

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.


Need help with something specific? Search our FAQs section to find instant answers. 

If you can’t see what you need, drop us a line at or chat with us in-app and we’ll get back to you as quickly as we can.

Did this answer your question?