Event Pricing & Add-Ons

Events that charge a registration fee use pricing tiers and optional add-ons to calculate what each family owes. Configure these from the Payments section in your event's admin panel before opening registration.

Tip

Set up your pricing tiers and add-ons before opening registration to the public. This ensures registrants see accurate pricing from the start.

Pricing Tiers

Pricing tiers let you set different per-person rates based on registration timing. A common pattern is early bird, standard, and late registration — each with its own price and deadline.

Navigate to the Pricing tab

In the admin panel, open the Pricing tab under the Payments section in the sidebar.

Add a pricing tier

Click Add Tier and fill in:

Name — a label like "Early Bird" or "Standard"
Price per Person — the cost per child in dollars
Deposit per Person — an optional partial payment amount due at registration
Deadline — the date this tier expires (leave blank for the default tier)
Default — toggle on for the tier that applies when no deadline matches

Pricing tier creation dialog with name, price, deposit, and deadline fields — Creating a new pricing tier with a per-person rate and optional deposit

Review your tiers

Each tier appears as a card showing its name, per-person rate, deposit, and deadline. The default tier is labeled with a tag.

Three pricing tier cards showing Early Bird at $25, Standard at $35, and Late Registration at $45 — Pricing tiers with early bird, standard, and late registration rates

Warning

If you have tiers with deadlines but none is marked as the default, registrations submitted after all deadlines pass will have no pricing tier assigned. Always designate one tier as the default.

Add-Ons

Add-ons are optional purchasable items that families can select during registration — things like t-shirts, snack packs, or photo packages.

Navigate to the Add-Ons tab

In the admin panel, open the Add-Ons tab under the Payments section.

Create an add-on

Click Add Add-On and configure:

Name — what the item is (e.g., "T-Shirt")
Price — the cost per unit in dollars
Variants — optional size or type options (type each variant and press Enter to add)
Max per Registration — limits how many a family can select (leave blank for unlimited)
Active — only active add-ons appear in the registration form

Add-on creation dialog with name, price, variant tags, and max per registration — Creating a T-Shirt add-on with size variants

Review your add-ons

Add-on cards show the name, price, variants (as tag pills), per-registration limit, and active status. Inactive add-ons appear grayed out.

Five add-on cards including T-Shirt with size variants, Snack Pack, Water Bottle, Photo Package, and an inactive Craft Kit — Add-ons list with active items and one inactive add-on

Tip

Deactivating an add-on hides it from new registrations but does not remove it from existing ones. Use this to stop selling an item that's out of stock without affecting families who already selected it.

Managing Payments

Once families register, you can track payment status from the registrations list and record payments manually.

Payment Status

Each registration shows one of four payment statuses:

Unpaid — no payments received
Partial — some payment received (e.g., deposit only)
Paid — total paid equals or exceeds amount due
Overridden — admin manually marked the balance as settled

Registration list showing families with different payment statuses — Paid, Partial, and Unpaid — The registrations list with color-coded payment status for each family

Recording a Manual Payment

Open the registration

From the registrations list, click on a family to view their registration details.

Record a payment

Click Record Payment and enter:

Amount — the payment amount in dollars
Payment Method — Cash, Check, or Other
Note — optional description (e.g., "Check #1234")

Record Payment dialog with amount, payment method dropdown, and note field — Recording a manual cash or check payment

The registration's payment status updates automatically based on total payments received. Online payments made through Stripe by the registrant are recorded automatically.

Payment Ledger

The Payments tab provides a read-only ledger of every payment recorded for the event. Each entry shows:

Family or registration name
Amount
Type — Payment, Deposit, Refund, or Override (color-coded)
Method — Stripe, Cash, Check, or Other
Who recorded the payment
Any notes attached to the payment

Summary cards at the top show Total Collected, Outstanding Balance, and how many registrations are paid in full.

Payment ledger showing all recorded payments with color-coded types and methods — The payment ledger with Stripe, cash, and check entries

Changing Prices After Registration

Sometimes you need to adjust pricing after families have already registered. Here's what happens in each scenario.

Editing a Pricing Tier's Price

When you change a tier's per-person price, all existing registrations using that tier are automatically updated. Their totalAmountDue is recalculated based on the new rate. This means:

If you lower the price, families who already paid in full may show an overpayment — you can issue a refund or leave the credit
If you raise the price, existing registrations will show an outstanding balance that families need to pay

Warning

Price changes propagate immediately to all registrations on that tier. Communicate with affected families before changing a price they've already seen or paid.

Editing an Add-On's Price

Changing an add-on's price also propagates to existing registrations. The unit price on each line item is updated and the registration's total is recalculated. Families who already selected the add-on will see the new price reflected in their balance.

Deleting a Pricing Tier

Deleting a tier removes it from the list, but registrations that were assigned that tier keep their existing totalAmountDue intact. The tier reference is cleared, so those registrations will show no tier label. If you need to reassign them, use the tier override feature.

Overriding a Registration's Tier

Admins can apply a different pricing tier to any individual registration. This is useful when a family deserves the early bird rate even though they registered after the deadline. Open their registration and select Override Tier to choose a different tier — the total is recalculated immediately.

Tip

Tier overrides are tracked in the payment ledger so you have a record of why a registration's pricing was changed.

Deactivating vs. Deleting an Add-On

Deactivating hides the add-on from new registrations but preserves it on existing ones — use this when an item is out of stock. Deleting removes the add-on entirely, including all line items on existing registrations, and adjusts their totals.

Stripe Integration

To accept online payments from families via credit card, your organization must have Stripe connected. If Stripe is not configured, a banner reminds you to set it up. Families can still register, and you can record manual payments (cash, check) — but online payment will not be available.

See Setting Up Stripe for setup instructions.

Permissions

Managing pricing tiers, add-ons, and recording payments requires the events.manage permission. Viewing the payment ledger requires events.view.