Connecting Eventbrite

Eventbrite

You need this only if you sell some of your classes on Eventbrite. You can keep selling there and still run everything from FullClass. Publish a class date to Eventbrite from FullClass, or link an Eventbrite event you made yourself. Every Eventbrite order then arrives here as a booking. The booking takes up its spots, so FullClass never sells those places a second time. Your reports include what you sold on Eventbrite.

FullClass never takes or sends money for an Eventbrite order. The buyer pays Eventbrite, and refunds are made on Eventbrite.

Connecting

1. Go to Settings → Integrations → Eventbrite. Only the account owner can open it.
2. Press Connect Eventbrite, sign in to Eventbrite and allow FullClass. You come back to the same page, now connected.
3. There is nothing to copy or paste. FullClass asks Eventbrite to tell it about new orders on its own.

The page may say Eventbrite did not let FullClass watch for new orders. Orders still arrive, but within the hour instead of within seconds. Disconnecting and connecting again usually fixes it. The page may instead say Eventbrite stopped accepting the connection. This happens after a password change, or when the app is removed in Eventbrite. Then press Connect Eventbrite again.

If it says the Eventbrite account is not set up to organize events yet, open Eventbrite's organizer dashboard once with that account (for example with Create events on Eventbrite), then connect again.

Publishing class dates to Eventbrite

You do not have to make each event on Eventbrite by hand. Publish your class dates there from FullClass instead. FullClass creates the Eventbrite event, links it to the class date and keeps it up to date.

1. On Settings → Integrations → Eventbrite, find Publish class dates to Eventbrite.
2. Tick the class dates to publish. For a repeating class, tick every date you want on Eventbrite. Each one becomes its own Eventbrite event.
3. In Spots for Eventbrite, say how many of each date's spots Eventbrite may sell, for example 6 of 12. Leave it empty to give Eventbrite half the spots left.
4. In Eventbrite stops selling, choose when Eventbrite's sales end. The choices are 1 hour, 1 day, 2 days or 1 week before class. 1 day is chosen for you.
5. Press Publish to Eventbrite.

Or do it while adding the date. On the new event page, open Eventbrite under More settings, tick Also list on Eventbrite and say how many spots it may sell. For a repeating event, every date goes on Eventbrite. Sales stop a day before class.

Eventbrite gets the class name (or the date's own title), the class description and its first picture. It also gets the location's name and address (or an online event for an online location), the start and end time in the location's time zone, and the date's price per spot. A free class becomes a free ticket. The event is public on Eventbrite. Eventbrite's own fees, taxes and payout settings stay as you set them on Eventbrite.

Tax and payment settings (template event)

Eventbrite does not let FullClass set an event's tax or payment settings. In Canada, Eventbrite will not put a paid event on sale without tax settings. So set them up once on a template event (an event you copy from), and every date you publish gets them.

1. On Eventbrite, create one event for this. It can stay an unpublished draft. Give it a paid ticket in the same currency as your classes.
2. On that event, open Event Finances → Tax Settings, answer the tax questions and save. Set its payout and refund settings the way you want them too.
3. On Settings → Integrations → Eventbrite, under Template event for tax and payments, choose that event and press Save.

From then on, FullClass makes each class date as a copy of the template. So it has the template's tax, payout and refund settings. Everything else comes from the class, as above. A class with no picture gets the template's picture. The template's currency has to match the class date's, or FullClass will not publish the date. Leave the template itself unpublished.

The spots you give Eventbrite

The spots you give Eventbrite are held for it straight away, so your own booking page offers that many fewer. When someone buys on Eventbrite, one of those held spots becomes their booking. The number your own booking page offers does not change. Because the two sites never sell the same spots, a published class cannot go over capacity.

When Eventbrite stops selling, any spots it did not sell go back on sale on your own booking page by themselves, a few minutes later. A ticket refunded on Eventbrite before then goes back to Eventbrite's share.

Staff can still book a held spot by hand from Bookings → New booking by ticking Override spot limit.

Changing or removing a published date

• Each published date in Linked events shows whether it is on sale, and how many of Eventbrite's spots have sold or are still held. It also has a View on Eventbrite link.
• To give Eventbrite more or fewer spots, change Spots for Eventbrite on that date and press Save. You cannot go below what Eventbrite has already sold, or above the spots you have free.
• Changes you make in FullClass reach Eventbrite when you save them. This covers the class name, description and picture, and the date's title, time, location and price. If you move the class, the time Eventbrite stops selling moves too.
• Eventbrite does not allow a price change once a ticket has sold there. If you change the price after that, Eventbrite keeps selling at the old price and the page tells you. Change it on Eventbrite if you need to.
• Take off Eventbrite removes the date from Eventbrite and keeps the class. If Eventbrite has no orders for it, the Eventbrite event is deleted and you can publish the date again later. If it has orders, Eventbrite stops selling, its unsold spots come back to you, and the orders it has keep syncing.
• If the class date has no Eventbrite orders, cancelling it in FullClass cancels it on Eventbrite too. Eventbrite does not let you cancel an event with orders until they are refunded, so FullClass stops its sales instead. Refund those buyers on Eventbrite, then cancel the event there.

Sometimes Eventbrite creates the event but will not put it on sale. The date then shows as a draft with Eventbrite's reason. On a new Eventbrite account, Eventbrite usually wants your phone number verified first. It asks for this on the event's publish page. Verify it there and publish the event, or wait, because FullClass tries again within the hour. Its spots stay held for Eventbrite in the meantime, so take the date off Eventbrite if you change your mind.

The class dates you can publish are the same ones you can link (see the list below).

Linking your events

Use this for events you made on Eventbrite yourself. The page lists your upcoming Eventbrite events. For each one, choose the FullClass class date it is for and press Link. A class date that starts at the same time is chosen for you. When you link it, the orders the event already has come across as bookings, and the page tells you how many.

• Each Eventbrite event links to one class date, and each class date to one Eventbrite event.
• A repeating Eventbrite series lists each date separately, so link each date to its own class date.
• Some class dates cannot be linked or published. These are dates that have already started or are cancelled, sessions of a course, private events, and classes with price options. A date with no spots free cannot be published, and neither can one whose location has no address, because Eventbrite needs an address for the venue.
• FullClass keeps how many tickets the event can sell on Eventbrite in step with the spots left here. Within a minute of a booking with you, Eventbrite's limit drops to match, and it rises again when a spot frees up. It never goes above a limit you set on Eventbrite yourself. When the class is full here, FullClass hides the event's tickets on Eventbrite, so it stops selling, and shows them again when a spot frees up. Tickets you hid yourself stay hidden. The linked event shows how many more Eventbrite can sell.
• Unlink stops new orders for that event from arriving, and gives the event back the ticket limit it had on Eventbrite. Bookings already made from it stay.

How the spots stay in balance, by example

Say you run a pasta class with 10 spots, and you also sell it through an Eventbrite event you made yourself and linked here.

• You link the event. Nobody has booked yet, so FullClass sets the event's ticket limit on Eventbrite to 10 straight away.
• Someone books on your website. They take 3 spots, so 7 are left here. Within a minute, Eventbrite's limit drops to 7.
• Someone buys on Eventbrite. They buy 2 tickets, and the order arrives here as a booking, leaving 5 spots. Eventbrite has sold 2 of its 7, so it can sell 5 more, which already matches. Nothing needs to change.
• A customer cancels here. The 3 spots from your website free up, leaving 8. Within a minute, Eventbrite can sell 8 more again.
• The class fills up here. You sell the last spots by phone. FullClass hides the event's tickets on Eventbrite, so anyone opening the event sees it as unavailable. The linked event here says Eventbrite sales are stopped.
• A spot frees up again. Someone cancels. Within a minute, FullClass shows the tickets on Eventbrite again, with room to sell 1.
• You only offer some spots on Eventbrite. If you set the event's limit on Eventbrite to 4, FullClass never raises it above 4. If 8 people then book here, leaving 2 spots, Eventbrite's limit drops to 2.
• You hid a ticket on purpose. Say the event has a "General" ticket on sale and a "Staff" ticket you hid yourself. When the class fills, FullClass hides "General". When a spot frees up, it shows "General" again and leaves "Staff" hidden.
• You unlink the event. FullClass puts it back how you had it on Eventbrite, with your own limit (or none) and every ticket it hid shown again. Bookings already made stay. Disconnecting Eventbrite does the same for every linked event.
• Both sites sell the last spot in the same minute. This is rare, but Eventbrite gives FullClass no way to stop it. Both bookings are kept, and you get an email so you can sort it out. See When a class goes over capacity.
• A date you published from FullClass. None of this applies. The spots you gave Eventbrite are held for it and cannot be booked here, so the two sites never sell the same spot.

What an Eventbrite booking looks like

Each order becomes one booking, recorded the same way as a booking you add by hand with Sold on another site, with Eventbrite as the site name.

• The price recorded is your class's own FullClass price, counted as paid on another site. Stripe and Square are not involved.
• Your revenue and tax reports count it, and the revenue report's Sold on other sites table shows it under Eventbrite.
• A free Eventbrite ticket, or one a discount code made free, is recorded as complimentary, so it adds nothing to revenue.
• The buyer becomes one of your FullClass customers, matched by email. If you already have a customer with that email, the booking goes on their record. No marketing consent is recorded for Eventbrite buyers.
• Eventbrite buyers did not see your FullClass waiver or terms, so the booking has no acceptance and the waivers report shows it unsigned.

Orders usually arrive within seconds. FullClass also checks every linked event once an hour, just in case. So an order Eventbrite did not tell us about still arrives within the hour.

Refunds and cancellations

Refund and cancel Eventbrite orders on Eventbrite. FullClass follows what happens there automatically.

• If one ticket of several is refunded, that spot comes off the booking and its share of the price is recorded as refunded.
• If the whole order is refunded, the booking is cancelled and the full refund is recorded.
• If the order is cancelled without a refund, the booking is cancelled and no refund is recorded.

When a class goes over capacity

This only applies to Eventbrite events you made yourself and linked. FullClass lowers how many tickets those can sell within a minute of each booking with you, but Eventbrite has no way to do it at the very same moment. So someone may buy on Eventbrite in the same minute as someone else books the last spot with you. The class can then end up with more people than spots. The Eventbrite order is still recorded, because the buyer has already paid, and the class shows 0 spots left.

When that happens, everyone who gets booking notifications receives an email titled "An Eventbrite order put a class over capacity". Make room in the class, or refund the order on Eventbrite.

If Eventbrite refuses FullClass's change to an event's ticket limit, the linked event says so with Eventbrite's reason. Until you fix it, it may sell spots that are gone here. Lower the event's ticket limit on Eventbrite to the spots left here, or unlink the event.

Emails to Eventbrite buyers

Eventbrite already sends the buyer a confirmation, so by default FullClass sends Eventbrite buyers nothing. There is no FullClass confirmation, class reminder or review request.

To send them your class reminders and review requests too, tick Send class reminders and review requests to Eventbrite buyers on the Eventbrite settings page and press Save. It applies to Eventbrite bookings made from then on. FullClass never sends its own confirmation for an Eventbrite booking.

Limits

• Tickets added to an existing Eventbrite order are not added to its booking. Add those spots by hand.
• If a ticket is cancelled without a refund and refunded later on Eventbrite, its spot is removed but the later refund is not recorded.
• For an Eventbrite event you linked yourself, FullClass lowers its ticket limit within a minute of each sale here, so a class sold in both places in the same minute can still go over capacity. The over-capacity email is there for exactly that.
• Disconnect stops new orders from arriving. Class dates you published from FullClass stop selling on Eventbrite, and their held spots go back on sale with you. Eventbrite events you linked yourself get back the ticket limit they had. Bookings already made from Eventbrite stay, and your links are kept for when you connect again.