How to Set Up Your Airtable Base to Manage Events and Track Ticket Sales

You’re an event promoter using Airtable to track everything from community member applications to event details and ticket sales.

Your base works, but there’s one major gap. You can’t easily track how much income you’re actually earning from ticket sales in real time.

Right now, your base includes three tables:

• Member List — stores member details
• Events — lists all your events such as Party A, Party B, or Party C
• Ticket Types — defines each type of ticket such as Full price, 25% off, 50% off, or comped

The issue is that none of these tables include pricing details. You want a way to directly record which member purchased which ticket for which event, along with the ticket’s price and any discount applied.

That way, you could easily see something like this:
John Smith bought a Tier 2 ticket to Party A at $100, used the Friends and Family discount, and your net income was $75.

From there, you could analyze your top-spending members, the impact of discounts, and your overall revenue trends without exporting data or juggling spreadsheets.

So how do you structure your base to make that happen?

Correct Way to structure your tables

When building a system like this in Airtable, the first thing to remember is that you should create a separate table for each entity type that can have a one-to-many, many-to-one, or many-to-many relationship with another.

In this case, members can attend multiple events, events can have multiple pricing tiers, and sales can involve both discounts and prices. So, here’s how to structure your base in a clean and logical way:

1. Members Table

This table stores all your members or attendees. Each record represents one person.

Example fields: Name, Email, Phone, Linked Sales (from the Sales table)

This gives you an overview of who’s attending which events and how much they’ve spent over time.

2. Events Table

Each record in this table represents a single event such as “Party A,” “Party B,” or “Charity Gala.”
Example fields: Event Name, Date, Location, Linked Pricing options, Linked Sales

This setup helps you quickly see all ticket tiers, discounts, and total revenue for each event.

3. Pricing Table

This table defines all possible ticket prices for your events. Each pricing record connects to one event.

Example fields: Event (linked to Events table), Ticket Tier (Early Bird, General, VIP, etc.), Base Price

Example:

“Early Bird $50” linked to Party A
“General $100” linked to Party A
“VIP $150” linked to Party A

This way, each event can have multiple pricing options without cluttering your Events table.

4. Discount Codes Table

This table stores all discount codes that might apply to one or more events.

Example fields: Discount Code Name (Friends and Family, Early Supporter, etc.), Discount Percentage, Applicable Events (linked to Events table)

This allows you to reuse discount codes across multiple events or track which promotions drive the most sales.

5. Sales Table

This is the heart of your setup. It connects all the other tables. Each record represents one ticket sale.

Example fields: Member (linked to Members table), Pricing (linked to Pricing table), Discount Code (linked to Discount Codes table), Calculated Revenue (formula to apply discount to price)

You can use Lookup fields in this table to automatically bring in the base price and discount percentage, and then a Formula field to calculate the final price paid.

{Base Price} * (1 - {Discount Percentage})

With this setup, you can easily view total income by event, track which members spend the most, and see the effect of each discount code without needing external tools or manual calculations.