EVENTODIT.
EDITABLE WORK DOCUMENT

Booking code setup and release register

Check each code’s purpose, product, session, conditions and test before handing over distribution and sales-counting evidence.

Audience recruitment and promotion
WHAT THIS TEMPLATE HELPS YOU PREPARE

A traceable record of code conditions, tests, releases and unresolved changes

File formats
English XLSX · CSV (UTF-8)
Version
2.0
Editorial review
31 Oct 2026
Use this for
Use before distributing discount or access codes, when sales conditions change, and when confirming reporting rules.

When to use it

Use before distributing discount or access codes, when sales conditions change, and when confirming reporting rules.

State the benefit unit in the type field. Leave the benefit value blank for access codes. Distribution and sales limits are different; a code guarantees neither seats nor new audience acquisition.

Start with the guide: Event discount and presale code operations: a practical guide

Fill in the template step by step

When to use it

Complete after setup and before release approval; retest after changing products, dates or quantities.

What to have ready

  • Code settings and product/session register from the booking platform
  • Channel distribution plan and approved public wording
  • Permitted test-order and reversal procedure
  • Sales report separating payments, cancellations and refunds

  1. Record the code ID and channel, distinguish discount from access, and name the product and session. State the benefit unit.

  2. Verify the period, limit, order or ticket unit and shared inventory in platform settings.

  3. Test the actual public checkout for eligible products, amounts, hidden inventory and expiry; record evidence IDs.

  4. Resolve open conditions before recording approval and distribution. Retest changes and reconcile final counts with the sales ledger.

Worked example

Fictional example, not an actual event or supplier record

Eight columns · scroll horizontally to view the complete worked example.

Booking code setup and release register — fictional worked example
Code ID and channelType, product and sessionBenefit valuePeriod, limit and unitCheckout test and evidenceDistribution and inventoryOrders, cancellations and refundsStatus, action owner and due
DC-A / partner emailDiscount % / T01 / S011011-01 to 11-08 / limit 20 ticketsQA01 / discount confirmed in standalone checkoutNot sent / shared inventory scope unconfirmedR01 counts completed payments; refund treatment unknownHold release / booking lead / reply by 11-01 12:00
AC-B / invitation listAccess / hidden T02 / S02—11-01 to 11-05 / remaining T02 inventoryQA02 / T02 revealed after entry; currently sold outNot sent / no seats remainingDo not count the code as a confirmed seatRevise notice / marketing lead / sold-out notice by 11-01 13:00
DC-C / partnerDiscount % / T03 / S031511-02 to 11-06 / limit 10 ordersQA03 / also applies to wrong session; correction requestedRelease stopped / none distributedLimit uses orders; keep ticket quantity separateRetest pending / booking lead / 11-02 10:00
DC-D / newsletterFixed discount KRW / T04 / S042,00011-01 to 11-07 / limit 30 ticketsQA04-v2 / product, amount and expiry retestedApproval A04 / sent to 40 people at 11-01 15:00; limit 30 ticketsR04 / 7 paid orders; reconcile cancellations and refunds separatelyHanded to settlement / settlement lead / check ledger by 11-08 12:00

Blank template preview

This preview shows a few rows. The downloaded file contains 24 prepared rows.

Eight columns · scroll horizontally to view the complete blank worksheet.

Booking code setup and release register — blank worksheet
Code ID and channelType, product and sessionBenefit valuePeriod, limit and unitCheckout test and evidenceDistribution and inventoryOrders, cancellations and refundsStatus, action owner and due
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Check your completed template

  • Products, sessions, period, benefit and quantity units are confirmed.
  • Actual checkout tests are linked to release approval evidence.
  • Open items have owners and deadlines; orders, tickets and refunds are counted separately.

What to pass to the next person

Booking sends settings and test evidence to marketing, and distribution and counting rules to settlement.

Check before using this template

Verify limits directly with the booking platform. This register does not reserve stock or automatically determine code operation or sales effectiveness.

Sources used to develop this template

EVENTODIT created this template using the working methods described in the public sources below. It is not an official form and has not been reviewed or approved by those organisations.