Getting Started 4 min read Updated 22 Sep 2026

How to setup a box office

This guide shows how to configure a box office checkout for a show in TheatreHQ. It covers adding performances, choosing a box office mode, setting pricing and ticket types, and testing the public booking flow.

1. Add performances to your show

Open the show and scroll to Performances. Click Add performance to enter each date and time; you need at least one performance before Box Office Setup can be configured. Save the show once your performances are added.

Add at least one performance before setting up the box office.

2. Open Box Office Setup

From the show, open the Box Office area and click Set Up Box Office. This takes you to the General Settings page where you choose how the show will sell tickets.

3. Choose a box office mode

Select Internal Box Office to manage bookings directly in TheatreHQ. Not configured hides booking and is useful for older archive shows, while External Box Office links to a third-party site. Click Save Settings to apply your choice.

Choose Internal, External, or Not configured, then save.

4. Set unit of measure and pricing

Choose Seat / Chair (1 person per unit) or Table (multiple people per unit) depending on how you sell. Set the Default Price for single ticket sales, and set a Booking Fee; choose Per order or Per ticket so the fee is applied correctly.

Set how capacity is measured and how base pricing works.

5. Set tickets-on-sale from and pre-release links

Use Tickets on sale from to set the public on-sale date. Before that date, the public sees a Tickets on sale message instead of a Buy Tickets button. Create a pre-release link to let a selected group book early before the public date.

Control when public sales open and create early-access links.

6. Add multiple ticket types

Add multiple ticket types such as Adult and Child instead of relying on one default price. Set each name, price, colour, sort order, and whether it is the default. Leave the list empty if you only sell one ticket type.

Create Adult, Child, and other ticket types with colours and defaults.

7. Add upsells and booking questions

Add Upsells / Add-ons for programmes, ice cream, or other interval items, with a name and price. Add Booking Questions for information you need at checkout, such as parking or access needs, and choose the appropriate Type.

Add optional extras and collect extra booking information.

8. Set performance capacities

If you are not using a seating plan, set the Capacity for each performance so the system knows how many tickets are available. You can set capacities individually for each date and time.

Set a manual capacity for each performance when no seating plan is used.

9. Attach a seating plan to generate inventory

Attach a seating plan and generate inventory to enable allocated seating. The plan's seat count then drives capacity automatically, overriding the manual performance capacities.

Attach a seating plan to switch from manual capacity to seat-based inventory.

10. Set show status for public checkout

A show must be set to On Now or Upcoming, not Draft, before its checkout appears on the public site. Use Status & Visibility in the show editor to change it.

Set the show to On Now or Upcoming to make the checkout public.

11. Test the public booking flow

On the public site, click Buy Tickets and choose a performance. Select ticket types and extras, enter customer details, and confirm booking to reach payment.

Test the customer-facing checkout once the show is live.

Save your settings as you go. With performances, pricing, ticket types, upsells, questions, and capacities configured, you can switch the show to On Now or Upcoming and take bookings through the public checkout.

Filed under box office setup