Managing Events & Tickets

Once you’ve created an event, you can manage your event, tickets, attendees, and other event-related activities directly from the Events section of your Rubric account.

Finding your event

  1. Log in to your Club account.

  2. Go to Operations from the main menu.

  3. Click on Events.

  4. Find the event you want to manage.

Each event appears as a card showing key information such as:

  • Event name and banner

  • Event link

  • Tickets sold

  • Revenue generated

  • Number of attendees checked in

  • Event status

You can click Manage Event to open the event management page, or click the Edit icon to edit the event directly.

You can also click the three dots (⋮) on an event to access additional actions, including:

  • Sell Cash Tickets

  • View Refunds

  • Ticket Scanners

  • View Waiting List

  • Get QR Code

  • View Purchases

  • Duplicate Event

  • Delete Event

Note: Depending on your university or student union's settings, some event features may be restricted or unavailable. Your campus administrator controls which event functions clubs can access.

Editing an event

You can edit an event after it has been created by clicking the Edit icon on the event card, right next to Manage Event.

You can update most of your event details, including information such as:

  • Event name

  • Date and time

  • Banner image

  • Event address

  • Event description

  • Privacy settings

  • Ticket settings

  • Refund policy

  • Terms & conditions

  • Compliance information

Important: Be careful when changing event or ticket settings while tickets are already on sale. Changes to things such as ticket quantities, availability, or pricing may affect existing ticket sales.

We recommend avoiding changes to ticket settings while tickets are being sold unless necessary.

Promoting your event

Once your event is live, you can promote it by clicking the Manage Event button on the event. You can also click the three dots (⋮) on an event to access additional actions.

Share your event link

Each event has its own event link that you can share with students through social media, email, websites, or other communication channels.

Share your QR code

You can generate a QR code for your event from the event's actions. Download the QR code and share it online or print it for posters, campus boards, club spaces, or other promotional materials.

Promote through your Link In Bio

Your event will automatically appear on your club's Link In Bio once published or approved, making it easy for students to discover and purchase tickets alongside your other club content.

Email your members

You can also promote your event by sending an email campaign to your members or ticket buyers through Rubric's communication tools.

Viewing ticket sales and attendees

To view the tickets sold for an event:

  1. Open the event from the Events page.

  2. Click Manage Event.

  3. Select Purchases from the left menu.

The Purchases page shows all tickets purchased for your event. At the top of the page, you’ll see a quick summary of:

  • Sales - All tickets that have been purchased for your event.

  • Refunds - Tickets that have been refunded.

  • Pending Info - Tickets that have been purchased but where the attendee still needs to provide additional information, such as their name, mobile number, or seating details.

  • Attendance - The number of attendees who have been checked in.

You can click through the different tabs to quickly view Sales, Refunds, or Pending Info.

What information can I see?

The Sales tab shows details for each ticket, including:

  • Ticket ID

  • Order ID

  • Total amount

  • Attendee name

  • Mobile number

  • Ticket email address

  • Scanned status

  • Ticket type

  • Payment method

  • Student ID, if collected

  • Table number, if your event uses tables or groups

  • Purchase date

  • Last updated date

  • Any other information collected during ticket purchase

You can use the search bar to find a specific attendee and sort the list by clicking on the relevant column.

Exporting your attendee list

To download your attendee list, click the Download icon in the top-right corner of the table on the Purchases page.

This will export your attendee information as a CSV file.

Editing, transferring, or refunding a ticket

You can manage an individual ticket directly from the Purchases page.

  1. Open the event from the Events page.

  2. Click Manage Event.

  3. Select Purchases from the left menu.

  4. Find the ticket you want to manage and click Edit.

The Ticket Detail page shows the ticket's key information, including the ticket ID, order ID, ticket type, payment method, attendee details, seating information, and purchase dates.

From this page, you can take several actions:

Update or transfer a ticket

From the Ticket Detail page, you can update the attendee's name or mobile number.

To correct an attendee's information or transfer the ticket to someone else, enter the name under Transfer Name and the phone number under Transfer Mobile, then click Update.

Note: Transferring a ticket does not involve a payment. It simply assigns the existing ticket to another attendee.

Cancel or refund a ticket

The action available depends on whether the ticket is free or paid:

  • Free ticket: Click Cancel Free Ticket. The ticket will be marked as unpaid and cancelled.

  • Paid ticket: Click Refund to refund the ticket to the original payment method.

Note: Paid ticket refunds may take up to 10 business days to appear in the attendee's account. Booking fees charged on tickets sold through Rubric are non-refundable.

Processing bulk refunds

If you need to process a large number of refunds, contact the Rubric support team with the relevant ticket IDs.

Selling tickets in person

You can sell tickets in person directly from the Manage Event page using Sell Cash Tickets.

  1. Open your event from the Events page.

  2. Click Manage Event.

  3. Select Sell Cash Tickets from the left menu.

  4. Select the Payment Method.

  5. Under Ticket Details, select the ticket type you want to sell.

  6. Enter the attendee's:

    • Full Name

    • Mobile Number

    • Email

  7. Click Submit order to issue the ticket.

Adding multiple tickets to an order

You can add multiple tickets to the same order by clicking + Add another ticket to order. You can add up to 10 tickets per order.

Each ticket can have its own ticket type and attendee details. If you add a ticket by mistake, click the Delete icon on that ticket to remove it from the order before submitting.

Note: Tickets sold through Sell Cash Tickets are recorded as paid using the selected payment method.

Checking in attendees

You can check attendees in at the door using either the Ticket Scanner or manually from the Purchases page.

Using the Ticket Scanner

The Ticket Scanner allows you to scan attendees’ tickets using the Rubric app.

To set up a Ticket Scanner:

  1. Go to Operations from the main menu.

  2. Click on Events.

  3. Find the event you want to manage.

  4. Click Manage Event.

  5. Select Ticket Scanners from the left menu.

  6. Add the name and mobile number of each person who will be scanning tickets at the door.

  7. Each ticket scanner will receive a text message with a link to the Rubric app.

  8. Open the Rubric app and tap the Ticket Scanner icon in the bottom menu.

  9. Select your event and hit Scan Ticket to start scanning each attendee's ticket.

Once the event is selected, the Ticket Scanner will show a list of attendees and their tickets.

You can check someone in in either of these ways:

  • Scan their ticket: Use the camera to scan the attendee's ticket.

  • Search manually: Use the search bar to find the attendee by name, then select their ticket.

When you select an attendee, a pop-up will show their name and ticket details. You can then select Increment Scan Count to record another entry for the same attendee. The scan count shown next to their ticket will update each time.

If a ticket has already been scanned, the Ticket Scanner will notify you.

Note: Make sure the device being used as a Ticket Scanner has a stable internet connection while checking in attendees.

Manually checking in attendees

You can also mark attendees as checked in directly from the Purchases page:

  1. Open your event and click Manage Event.

  2. Select Purchases from the left menu.

  3. Find the attendee you want to check in.

  4. Click Mark Attendance.

  5. Hit Ok.

You can also manually check in attendees this way if you're not using the ticket scanner.

Managing the waiting list

When an event reaches its ticket capacity while ticket sales are still open, a waiting list will automatically become available on the event page.

Instead of showing an option to purchase tickets, students will see Tickets are sold out and can select Join waiting list.

How students join the waiting list

When a student joins the waiting list, they will:

  1. Select the number of tickets they would like.

  2. Enter their ticket information, such as their name and mobile number.

  3. Submit their request to join the waiting list.

Viewing your waiting list

To view the waiting list for an event:

  1. Log in to your Club account.

  2. Go to Operations from the main menu.

  3. Click Events.

  4. Find the event you want to manage.

  5. Click Manage Event.

  6. Select Waiting List from the left menu.

The waiting list shows the following information for each request:

  • Offer Ticket - Use this to offer an available ticket to the student.

  • Ticket ID

  • Order ID

  • Number of tickets in order - The number of tickets the student requested.

  • Full Name

  • Mobile Number

  • Email

  • Ticket Type

  • Ticket Offered - Shows whether a ticket has been offered to the student.

  • Paid - Shows the payment status, if any.

  • Tickets already purchased - Shows how many tickets the student has already purchased for the event.

  • Join timestamp - Shows when the student joined the waiting list.

Offering tickets to students

When a student first joins the waiting list, their status will show as Pending Acceptance for 10 minutes.

After 10 minutes, the status will change to Offer Ticket. Click Offer Ticket to offer the available ticket(s) to the student.

A confirmation window will appear:

Click OK to confirm ticket offer - offers remain valid for 24 hours. (Free tickets are issued instantly.)

Click OK to confirm the offer.

The student will then receive a text message letting them know that their ticket is available.

  • Paid tickets: The student will need to complete payment to receive their ticket.

  • Free tickets: The ticket will be issued automatically.

Once the ticket has been issued for a free ticket or payment has been completed for a paid ticket, the status under Offer Ticket will change to Paid.

Students can access their ticket through their Rubric student account on the app or web app.

Deleting an event

If you need to permanently remove an event:

  1. Log in to your Club account.

  2. Go to Operations from the main menu.

  3. Click on Events.

  4. Find the event you want to manage.

  5. Click the three dots (⋮) on the event card.

  6. Select Delete Event.

Warning: Deleting an event is permanent and may also remove access for collaborators associated with the event.

Other event management tools

Your Manage Event page also includes a few additional actions:

  • Prevent marketplace listings - Rubric allows students to safely resell tickets to your event through the in-app marketplace. You can turn marketplace listings on or off for your event from here.

  • Duplicate Event - Create a copy of your existing event. This can be useful if you're running a similar event again and want to reuse the existing setup.

  • View Approval Submission - If your university or student union requires event approval, you can view the information submitted for approval from here as well as approval status and notes.

Note: The options available on your Manage Event page may vary depending on your event setup and the controls enabled by your university or student union.