Managing the behind-the-scenes details of your events can make or break your success. In our latest webinar, we walked through the essential tools and workflows that help event organizers run smoother, more efficient events from start to finish.

Event ticketing management webinar overview

This session focused on one core challenge: how to confidently manage the operational side of your event ticketing, such as granting team permissions or issuing refunds. The webinar was presented by Kristina Velilla, Senior Account Manager at TicketLeap. She broke down how to use TicketLeap as your central hub for managing events, users, and ticketing operations.

Top takeaways

1. Assign the right roles to the right people

One of the most powerful ways to streamline your event operations is by assigning the right permissions to the right people. Kristina walked through how to create users with specific roles (e.g., Admin, Event Manager, or Ticket Check-In) so each team member only has access to what they need. This keeps your account secure, encourages greater visibility, and gives your team the access they need without exposing sensitive information.

Actionable tip: Before your next event, map out your team’s responsibilities and assign roles accordingly. For example, give volunteers Ticket Check-In access instead of full admin control, and reserve financial access for trusted team members.

2. Use discounts and promo codes strategically

Discounts are a key marketing tool that every event organizer should tap into! Kristina highlighted how promo codes can drive early sales, reward loyal attendees, and support partnerships. After all, smart discounting can motivate people to act now, rather than wait to buy tickets.

The webinar dove into creating percentage or dollar-off discounts, limiting usage, and applying them to specific events or dates. It also highlighted a workaround for comps: use a 100% discount code so tickets only count against inventory when redeemed.

Actionable tip: Create unique promo codes for each marketing channel or partner (e.g., sponsors, email campaigns) so you can measure what’s actually driving ticket sales.

3. Be prepared for event changes

No matter how well you plan, things change. Events get rescheduled, weather interferes, and attendees need refunds or exchanges. Kristina demonstrated how to process full or partial refunds, exchange tickets for different dates, as well as properly cancel an event by pausing ticket sales and communicating with attendees.

Actionable tip: Create a simple internal checklist for handling cancellations or changes (pause sales → email attendees → process refunds) so your team can act fast when needed.

Q&A summary from event ticketing webinar

Here are some of the most insightful questions from webinar participants:

Can I issue bulk refunds on TicketLeap?

Absolutely! TicketLeap’s support team can help you process bulk refunds, and you can specify exactly which orders to include.

How can I create a waitlist for my event?

You can do this by creating a free ticket type called “Waitlist” to collect interested attendees and follow up later once your ticket sales are live.

Why did my online event ticket sales stop unexpectedly?

This often happens when an event doesn’t have an end time set. If this is the case, sales will automatically stop one minute before the event start time.

How do I embed a video on my event page?

Simply paste a YouTube link into the event description using the built-in video tool to display it directly on the page.

Watch the full webinar

Want to see these tools in action? Check out the full recording here:

Final thoughts

That's a wrap on our session! We hope these tips empower you to take full control of your events and feel completely confident managing your ticketing operations. By mastering tools like user permissions, discounts, and refunds, you can turn your ticketing platform into a true command center for success.

Looking ahead, don’t miss our next webinar: “Social Media & Email Marketing: Build Community, Sell More Tickets” on May 20th to level up your event marketing strategy. You can register for this and for upcoming sessions on our webinar page: https://www.ticketleap.events/events/webinars.