🪄Creating a Show or Class

This page describes how to create, manage, duplicate, or delete a show or class.

Create a Show or Class

Creating a Show or a Class is similar, with a few key differences.

1. To create a Show or Class, use the navigation menu on the left of the Admin Dashboard to select the relevant section, Shows if you want to create a show, and Classes if you want to create a class.

2. Click the + Add New Show/Class button in the upper-right

Direct links: Shows Dashboard | Classes Dashboard | Create New Show | Create New Class

Required Fields

Shows and Classes have two required fields. These fields must be completed before you can save your created show.

• Name: the public name of your event

• Start Date: the start date of your event

Which timezone are these times in? Every time you type here is saved in your theatre's timezone — not your computer's — and there's no per-event timezone. If your event actually happens in another timezone, you have to enter it converted. See Timezone for the full explanation and a conversion table.

Optional Fields

• Description: Include a description of your event

Want to format your description, add images, or embed a video? The description field uses CrowdWork's rich text editor. See Using the Rich Text Editor to learn about formatting options, adding images, embedding YouTube/Vimeo videos, and attaching files.

Global Descriptions

In addition to having descriptions per show or class, you can also add global descriptions to every show or class in the Theatre Settings.

This is helpful for details that you want to repeat across every event type, such as refund information, parking, and more.

• Tags: Group and organize related events with tags. Public tags group events together on your Public page — for example, tag all your "Standup" or "Improv" events so patrons can filter to just those. Internal tags stay private and make it easy to assign discounts and custom checkout fields across events. Pick existing tags or create new ones right from the event form.

Tags replaced Categories

If you used Categories before, Tags have taken their place and added internal (private) tags on top of the public grouping. See Tags for how to create, assign, and order them.

• Venue: This field can be used to specify the specific venue this particular event will be happening at. For example, if you had two stages, you could specify the "upstairs stage" or the "basement theatre." Check Only display the venue above, without the theatre address when the event happens somewhere other than the address set in your Theatre Settings.

• Poster image file: Upload one or multiple images in .gif, .png, and .jpeg format. These images are shown on the Public page of the event.

Poster Images

More about images...
ADD MULTIPLE IMAGES Multiple images will appear in a "carousel" fashion, meaning the user can click or swipe between the different images. You can use multiple aspect ratios and image sizes - they don't need to all match. Images are contained within the card so that the full image is always displayed without cropping. If you add more than one image, drag them into the order you want them shown.
BEST IMAGE DIMENSIONS Images are displayed in landscape orientation and automatically scale to fit within the card area. The full image is always visible — it will never be cropped. For best results, use landscape images with a minimum size of 516×250 pixels (approximately 2:1 ratio). For higher quality images, scale proportionally: 1032×500 (2x scale) 1548×750 (3x scale) 2064×1000 (4x scale) You can also use any resolution that maintains approximately a 2:1 ratio. Pricing badges are positioned in the lower 20% area of the image.	MAXIMUM IMAGE FILE SIZES Upload images under 400KB for optimal performance, though we accept files up to 5MB. Larger files may take longer to load on slower connections.
POSTER IMAGE TEMPLATE GRAPHIC While you can use any images you like, our template can be used as an approximate guide to ensure your poster images display perfectly across all devices. The template shows the most common actual sizes that images are displayed on most users' devices. Safe areas and optimal placement zones for your content are noted. On some pages, pricing badges are displayed in the lower 20% of the poster image.	Download Options: Download SVG Template - Vector format, ideal for design software Download PNG Template - Raster format, works with any image editor

Schedule and End Date

The Schedule section answers one question: how often does this event happen? Set Occurs to Once, Daily, Weekly, or Monthly, enter a Show Starts (or Class Starts) date and time, and — for anything that repeats — a Show Ends / Class Ends date. CrowdWork generates every date in that range for you.

Need two patterns on one listing, like a weekly Thursday class that also meets one extra Saturday? Click + Add Dates for a second schedule row. Each row has its own Occurs setting and its own start and end dates, and every date they produce lands on the same event.

Once ignores the end date.

Occurs: Once always creates exactly one date — the start date. Adding an end date next to it changes nothing, and you get no warning. This is the most common setup mistake here: an eight-week class entered as Once starting Sept 10 and ending Oct 29 becomes a single event on Sept 10, not eight weekly sessions. If your event happens more than once, choose Daily, Weekly, or Monthly.

Here is what each option does:

Occurs	What CrowdWork creates	Choose it for
Once	One date only — the start date. The end date is ignored.	A one-night show, a single workshop, a one-off special event.
Daily	Every calendar day from the start date through the end date, weekends included.	A run of consecutive nights, a festival, a school-break camp.
Weekly	The same weekday as the start date, every week, through the end date.	A multi-week class or workshop, a recurring Friday show, a weekly jam.
Monthly	One date a month through the end date, on the weekday position you pick in the Every and Day of Week fields.	A monthly showcase, a first-Sunday open mic, a last-Thursday variety night.

Occurs: Once

Creates exactly one date, at the start date and time you entered. The end date does nothing here — a Once event with an end date months away is still a single date. Pick Once when the event genuinely happens one time.

Occurs: Daily

Creates a date on every calendar day from the start date through the end date, weekends and holidays included. A start of Mon, Jun 15 with an end of Fri, Jun 19 gives you five dates. Every date uses the start date's time of day. If a few days inside the range should be skipped, list them in the No Shows on... / No Classes on... field rather than splitting the run into separate listings.

Occurs: Weekly

Creates a date every seven days, on the same weekday as the start date, through the end date. There is no separate day-of-week picker — the weekday comes from the start date itself, so a start of Thu, Sept 10 produces Thursdays. This is the right choice for almost every multi-week class or workshop.

Worked example: an eight-week class

Set Occurs to Weekly, Class Starts to Thu, Sept 10 @ 7:00 PM, and Class Ends to Thu, Oct 29 @ 7:00 PM. That generates all eight Thursday sessions.

Then check Dates are purchased as a grouped package so students enroll in the full run instead of buying single nights — see Grouped-Package Classes below.

Occurs: Monthly

Creates one date a month through the end date. Choosing Monthly reveals two more fields — Every (First, Second, Third, Fourth, or Last) and Day of Week — and together they define the date: the first Sunday of each month, the last Thursday, and so on. They open on First / Monday, so set both to match your event. Monthly schedules by weekday position — the first Sunday, the last Thursday — rather than by a fixed date like the 15th.

Check the dates list after you save a monthly event.

Monthly builds its dates from the beginning of the start date's month rather than from the start date itself. So if the weekday position you picked falls earlier in that month than your start date — you start Wed, Sept 10 and choose the First Wednesday — that earlier date is generated too, and it can even land in the past.

Open the saved event, look at the dates it produced, and drop any you did not want using the No Shows on... / No Classes on... field.

Show Ends and Class Ends

The end date is optional, and it is what tells a repeating schedule when to stop. Enter one and CrowdWork generates dates up to it and no further.

Leave it blank — the field is labeled Ends (blank repeats forever) — and the event really does keep going: CrowdWork creates roughly the next year of dates and quietly extends that window every day, so patrons always see about twelve months ahead. For a class with a known last session, enter the end date anyway; it is what tells students how long the course runs.

Excluding Dates

When Daily, Weekly, or Monthly is selected for the Schedule, there is an additional field named No Classes on... (No Shows on... for Shows) This field can be used to specify dates where the event would typically be scheduled, but that will be excluded instead.

This can be used to blackout holidays, special events, or other dates when your regularly scheduled event will not occur. These blackout dates are just for the event specified. Add global date exceptions for every class in the Theatre Settings.

Need to customize a specific date? Once your recurring event is saved, you can override the title, poster image, or pricing for individual dates without affecting the rest of the series. See Editing Specific Dates in a Series for details.

Which date do patrons land on? A recurring event's public page automatically pre-selects the next upcoming date, and patrons can pick any other available date from the list. How long sales stay open around each date follows your theatre's Purchase Window setting.

Grouped-Package Classes

For a class that runs as a single course across several dates — a multi-week workshop, a camp, or a serial event — you can sell the entire run as one purchase. On the class edit screen, check Dates are purchased as a grouped package. Students pay once and are registered for the whole series; individual dates can't be purchased separately.

Grouped vs. drop-in is one setting for the whole listing. The grouped-package setting is all-or-nothing per class — a listing is either fully grouped (one purchase covers the entire run) or fully per-date (students buy individual sessions, drop-in style). It can't be set per pricing tier. To offer both a full-package option and single-session purchases of the same content, create two separate class listings.

Currently, grouped-package classes behave as follows:

• Registrations anchor to the first date. A grouped purchase registers the student for the whole run, anchored to the first session date. Students don't pick a date at checkout — checkout shows the first date with an indication that more dates are included.

• Sales close once the first session passes. A grouped class stops selling after its first session date has passed, since it's sold as a complete run from the start.

Switching this setting doesn't change existing registrations. Turning the grouped-package setting on or off applies to new purchases only. Students who already registered keep exactly what they bought — earlier per-date buyers are not automatically expanded to the full run, and earlier grouped buyers are not split into individual sessions.

Sales Window

• Sales Start On...: If you want to promote an event on the Public page but are not yet ready to allow ticket sales, you can limit the purchase window.

• Sales End On...: The date you want ticket sales to close for this event. After this time, patrons will no longer be able to purchase tickets. By default, patrons can purchase tickets until the event start time. To change this site wide setting, see Theatre > Theatre Details > Purchase Window

Pricing and Tiers

• Cost Tiers: Specify how much your show or class will cost. You can add as many tiers as you need, by clicking the + Add Tier button in the upper-right.

  • Each tier you can specify the Cost, Tier Name, Quantity for Tier

  • The More Tier Options section adds a few extra per-tier controls:

    • Tier Opens and Tier Closes set when the tier is available to buy. Because dates repeat, these are relative amounts of time (days and hours) measured against each event date, so the tier always opens and closes at the right time no matter when the event runs. Use Tier Closes to create "Early Bird" pricing that ends ahead of the event.

    • Tier Password requires a password to unlock that specific tier.

    • Confirmation Email Text adds copy that's only included in the confirmation email when this tier is purchased — handy for tier-specific instructions like VIP entrance details.

  • In addition, you can also set a Maximum Global Quantity that applies across all tiers for the event, and a Maximum Purchase Quantity that limits how many admissions a single patron can buy in one order.

Sold Out? When your event reaches max capacity, patrons can join a waitlist to be notified if spots open up. Waitlists are enabled by default. See Setting Up Waitlists for details.

How tiers appear to patrons: On your public event page, tiers are displayed in a specific order to help patrons find what's available. Tiers that are currently available for purchase appear first, followed by tiers with an upcoming purchase window that hasn't opened yet, and finally any sold-out tiers appear last.

• Enable "Pay What You Want" pricing: When enabled, this feature lets patrons pay an amount they choose for their event ticket.

Fine-Tune

The Fine-Tune section gathers the final details that affect how your event is found, presented, and accessed.

The Fine-Tune section on the event edit screen showing URL Slug, Checkout Button Label, External Purchase Link, and Access fields

• URL Slug: Customize the public URL for this event. The current URL is shown below the field (e.g., crowdwork.com/e/your-event-slug). If the slug you choose is already in use, a unique ID will be added automatically. Useful for memorable links in printed materials, email campaigns, or social posts. Note: Editing this field is only available after saving your event.

• Checkout Button Label (optional): Override the default button text — "Get Tickets" for shows, "Enroll" for classes — with your own wording. CrowdWork lets you sell access to whatever your patrons need, so use this field to better reflect what they're signing up for. See below for ideas and use cases.

• External Purchase Link (optional): This field is used to link to an external website that isn't CrowdWork.

• Access: Choose how patrons can reach this event.

  • Public is the default choice, meaning your event is normally listed on your Public page.

  • Unlisted means that, while your event won't be visible on your Public page, it will be accessible for someone with the event's URL.

  • Password means that the specified password is required to access the event page.

Checkout Button Label Ideas

Match the wording to the nature of the event so patrons know exactly what they're getting. A few starting points:

• RSVP or Reserve Your Spot for a free community event

• Join for Free for an open-access livestream

• Pre-Order Now for an advance-sale window

• Register to Watch for a webinar-style event

• Book Now for a coaching session or scheduled appointment

• Claim Your Comp for a complimentary ticket flow

• Join Waitlist for a sold-out event placeholder

Keep it short — two or three words usually scans best.

Enrollment Requirements

The Enrollment Requirements section lets you require that a patron meet certain conditions before they can purchase this show or class — most commonly a prerequisite, like requiring Level 1 before someone can enroll in Level 2.

It has three fields:

• Tags granted on purchase: tags added to the patron's account when they purchase this event

• Tags required to purchase: tags the patron must already hold in order to purchase. Leave empty for no requirement

• Message when requirements aren't met: an optional message shown at checkout to a patron who isn't yet eligible

Setting up a prerequisite? See Conditional Enrollments for the full walkthrough, including how to grant a tag to a patron who completed the prerequisite offline.

Confirmation Email

The Confirmation Email section customizes the receipt each patron gets after they buy. Add copy to the Specific Details field — event-specific notes like directions, what to bring, or a thank-you message — and it appears only on this event's confirmation email. Any global descriptions set in your Theatre Settings are included automatically as well.

Tier-specific confirmation text. Individual pricing tiers can carry their own confirmation copy too — see Confirmation Email Text under More Tier Options in the Pricing and Tiers section above.

Automatic Reminder Emails

Alongside the confirmation email, CrowdWork automatically sends the patron who placed an order a reminder shortly before the first upcoming event in that order — generally the day before or the morning of. It goes out on its own for both shows and classes, so there's nothing to switch on, schedule, or write.

The reminder arrives with the subject "Reminder: [Event Name] is coming up!" and includes:

• The event name, with its date and time

• The patron's order and admission details, so they can show the email when they arrive

• Your venue information

• The event description, along with any global show or class description from your Theatre Settings

Because the reminder pulls the same details as the rest of your event listing, keeping the name, venue, and descriptions accurate is what keeps the reminder accurate — including for an individual date in a recurring series, which uses that date's own details.

Who receives one: the patron who placed the order — one reminder per order — as long as their admission is still active. Reminders aren't sent for orders you've fully refunded, or for events you've paused or archived.

Pausing and Reactivating a Show or Class

Every show and class has a status that controls whether patrons can find and buy it. You can change it at any time — pausing and reactivating never deletes anything and never affects existing sales.

• Active — visible on your Public page and open for sales.

• Paused — hidden from your Public page and not purchasable. Nothing is lost; reactivate whenever you're ready.

• Archived — retired for good while keeping every record. See Archiving Instead of Deleting below.

Pause or reactivate an event

1. Go to the Shows or Classes dashboard.

2. Click the ⋮ menu on the right side of the event's row.

3. Select Pause Show (or Pause Class) to take it offline, or Activate Show (or Activate Class) to bring it back.

You can also change the status from the event's edit screen: click the status button in the upper-right — labeled with the current status, such as Show Active — which offers Activate, Pause, Archive, and, for events with no sales yet, Delete.

Changing several events at once. On the Shows or Classes dashboard, use Actions → Edit Status to pause, activate, or archive multiple events in a single step.

Managing who's attending. To email your ticket holders or students directly, move patrons to a different date, or free up a seat with Standby, use the Admissions table on the event's page — see Managing Admissions.

Duplicating a Show or Class

Instead of building a similar show or class from scratch, you can duplicate an existing one and adjust just the details that change — a new run of a recurring show, a repeat session of a class, or a template you reuse often.

1. Go to the Shows or Classes dashboard.

2. Find the show or class you want to copy, and click the ⋮ menu on the right side of its row.

3. Select Duplicate.

Direct links: Shows Dashboard | Classes Dashboard

No confirmation step. Duplicating happens immediately when you click it — the copy is created right away and you're returned to your list with a confirmation message.

What Carries Over

The duplicate is a full copy of the original's settings:

• Name: the original name with "copy" appended (e.g. "Friday Night Improv copy"). The duplicate gets its own new URL slug automatically.

• Description, poster images, and tags

• Schedule: the recurrence pattern, every date in the series, and any excluded dates

• Pricing and Tiers: all cost tiers, including cost, quantity, and any tier-specific options

• Fine-Tune settings: Checkout Button Label, External Purchase Link, Access, and capacity

Dates copy over exactly as-is. The duplicate's schedule starts out identical to the original's — same dates and times. If you don't update the schedule before activating it, you'll end up with two listings for the same date. Edit the duplicate's dates before publishing it.

What Doesn't Carry Over

• Sales, tickets, and registrations: the duplicate starts with zero sales — none of the original's orders, tickets, or registrations are copied.

The duplicate starts Paused. A new duplicate is created with its status set to Paused, so it won't be visible to patrons or open for sales. Review and update its details — especially the schedule — then activate it from the same ⋮ menu when it's ready to go live.

Deleting a Show or Class

If an event should never have existed at all — a test listing, or a duplicate created by mistake — you can delete it permanently. Deletion is reserved for events with no sales activity yet; once tickets or registrations exist, the event is part of your sales history, so you would archive it instead.

1. Go to the Shows or Classes dashboard and click the event to open its details page.

2. Click Edit Show (or Edit Class).

3. On the edit screen, click the status button in the upper-right — it's labeled with the event's current status, such as Show Active or Class Paused.

4. Select Delete Show (or Delete Class) at the bottom of the menu, then confirm.

Deleting is permanent. There is no trash or undo — the event and its schedule are removed for good. If you might want the event or its records again, choose Archive from the same status menu instead.

When Delete Is Available

To protect your sales records, the Delete option only appears in the status menu for events with no activity:

• Shows: no tickets have been issued — sold, comped, or otherwise.

• Classes: no students have registered.

• No discount codes apply to the event — including discounts that cover all shows, all classes, or one of the event's tags, not just codes created for this specific event.

If you don't see the Delete option, one of the conditions above applies — archive the event instead.

Archiving Instead of Deleting

Archiving retires an event while keeping every ticket, registration, order, and report intact. Choose Archive Show (or Archive Class) from the same status menu on the edit screen. An archived event is hidden from your public page and from the default dashboard view, and its public URL is released so a future event can reuse it. Use the status filter on the Shows or Classes dashboard to find archived events later.

Event not happening as planned? If an event with existing sales is called off, pause or archive it to stop sales and remove it from your public page, then take care of your patrons: issue refunds, and email your ticket holders directly from the event's Admissions table (or reach a broader audience with Email Marketing).

Removing a single date, not the whole event? To take one date out of a recurring series, add it to the No Shows on... (or No Classes on...) field in the event's Schedule instead of deleting anything. To change details for just one date, see Editing Specific Dates in a Series.