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

An event team needs to know which tickets have sold, who bought them, and how much each event has earned. Airtable can keep those details together when every sale is linked to the right event and ticket type.

I'll use a local makers festival as the example. The festival has Early Bird, General Admission, and VIP tickets. Each ticket type has its own price, and each sale should show the customer, payment status, and event.

Create the three main tables

Start with these tables:

Add a Customer field to Sales as a linked record field connected to a Customers table if the same people may buy tickets for more than one event. For a one-off event, a name and email field in Sales may be enough.

Link each ticket type to an event

In Ticket Types, create an Event field that links to Events. Add one record for each ticket option.

For the makers festival, your Ticket Types table might contain:

In Sales, create an Event field linked to Events and a Ticket Type field linked to Ticket Types. Add a lookup field that brings the ticket type's Ticket Price into the sale record.

When someone enters a sale, they choose the event and ticket type. Make sure the ticket type belongs to the event selected in the same sale. Airtable fills in the ticket price through the lookup field.

Track the amount paid

If every ticket sells at its listed price, use the Ticket Price lookup as the amount for the sale.

If you offer discounts, create a Discount Codes table with Code and Discount Percentage fields. Link the sale to a discount code and add a lookup for the percentage.

Then add a formula field called Amount Paid in Sales:

{Ticket Price} * (1 - IF({Discount Percentage}, {Discount Percentage}, 0))

A $100 ticket with a 25% discount produces an Amount Paid value of $75. A sale without a discount uses the full ticket price.

If ticket prices can change after people buy them, save the price on the sale when it is confirmed instead of relying only on a live lookup. See how to keep old Airtable sales records accurate when product prices change.

See sales and revenue for each event

The Events table receives a linked field for the sales connected to it. Add a rollup field that totals Amount Paid from those linked sales and use:

SUM(values)

Add a count field if you also want to see how many tickets have sold. To count only paid sales, add a condition to the count or rollup so it includes records where Payment Status is Paid.

If each ticket type has a fixed capacity, add a Capacity field to Ticket Types and count its linked paid sales. For a registration form that hides full options, see how to create a registration form with limited slots in Airtable.

Add payment and registration details

Airtable can store the sale and payment status, but an Airtable form does not collect the payment itself.

If people should register and pay in the same flow, use Fillout with Stripe. Fillout can collect the registration details and payment, then create the sale record in Airtable after the payment succeeds.

If payment happens through a separate checkout or ticketing service, add the confirmed purchase to Sales and store the payment provider's transaction ID. This lets Airtable report on the sale without becoming the payment system.

Track attendance separately

A ticket sale tells you that someone bought a ticket. It does not tell you whether they attended the event.

If you need check-in or attendance status, keep that information in an event participation table linked to the customer and event. See how to design event-based relationships in Airtable and how to track attendance in Airtable.