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2.17. Pricing section

RubiCRM offers two pricing structures. Pricing Structure 1 allows you to set just a "Member Rate" and a "Non Member Rate". Price Structure 2 allows you to set multi-pricing and determine who should receive said pricing based on "Membership Status" and "Membership Type".

Price Structure 1

Assign different price types for your attendees depending on their member/customer status. All active options will be available for bookings created manually in RubiCRM by your users.

To edit/deactivate an existing price type use the pencil icon and amend as needed. To add a new "Price Type" please click the cog icon or visit Main Menu > System > Lists and search for "Booking Price Type".

For web integration purposes, specific price types are used when creating a booking e.g. Full Members will receive the "Member Rate" and any other booking will receive the "Non Member Rate".

Price Structure 2

Assign multiple different price types for your attendees depending on their member/customer status and member/customer type. All options that have "Use On Web" ticked will be available bookable on your web integration. Any price types which do not have "Use On Web" ticked will only be useable internally when creating manual bookings in RubiCRM.

If you are creating an event that both members and non members can book we advise you always have one price type whereby you have not set a membership status or membership type with values. This price essentially will be your "open to all" price.

Guidance

If you had three membership types of "Bronze", "Silver" and "Gold" and you wished to price an event differently for each type of member you could create three price types and assign the relevant membership type the price type should be bookable for.

For example:

Non Member Rate : Membership Status blank | Membership Type blank | Price £50.00 | Saving £0.00
Bronze Rate : Membership Status set as "Full Member" | Membership Type set as "Bronze" | Price £40.00 | Saving £10.00
Silver Rate : Membership Status set as "Full Member" | Membership Type set as "Silver" | Price £30.00 | Saving £20.00
Gold Rate : Membership Status set as "Full Member" | Membership Type set as "Gold" | Price £20.00 | Saving £30.00

Max Bookings per Type

Both Pricing Structures allow you to select the total number of bookings which can be made at the given price type.

When you have created a price type, you can amend the price type () setting the Max Bookings per Type field.

If a value greater than 0 is set, then this sets the total number of bookings that can be made at that given price type. Essentially, the Max Attendees field but per price type.

This feature is best accompanied by Pricing Structure 2.

Please note: Web Integrations need to be set up to accommodate this field.

Web Integration Special Rates

When you add a price rate (Member Rate / Non Member Rate) you can add a “Special Rate Date” and “Special Rate”.

The “Special Rate” is the rate the user should receive up until the “Special Rate Date”.

On the “Special Rate Date” set users will then begin to receive the normal “Price” associated with the “Price Type”.

On the Portal, this would display to the user as the below.

Web Integration Group Pricing

RubiCRM web integrations can support group bookings in two ways. You can configure group pricing using either:

1. A group price type that branches from a single booking price type.

2. The Capacity Used field in the price type.

Method 1: Group Price Type (Branching from a Single Price Type)

When using Method 1, each group price type must have a corresponding single booking price type.

Example

You have a single price type:

Member Rate — £20.00 per booking

You want to offer a discount when 10 places are booked in one transaction. Create a group price type that branches from the single price type, using the naming convention:

<price type> Group <number>

So, the group price type becomes:

Member Rate Group 10

If you want to discount £2.00 per person (total £20.00 discount), set the group price type to:

Member Rate Group 10 — £18.00 per booking

How this calculates

Without a group price type:
10 × £20.00 = £200.00
With the group price type applied:
10 × £18.00 = £180.00

Your web integration automatically checks the basket, determines eligibility, and applies the group price where appropriate.

To see this setup visually, please refer to our training video.

Method 2: Using the Capacity Used Field

Method 2 uses the Capacity Used field when configuring a price type. This determines how many capacity units a booking consumes.

Example

Single booking price type:

Member Rate — £20.00 per booking
Capacity Used: 1

Group booking price type:

Member Table of 10 — £200.00 per booking
Capacity Used: 10

In this scenario, a single “table” booking takes up 10 spaces at once.

Pros & Cons of Each Method

Method 1 — Group Price Types

Pros

Simple to configure and understand.
Automatically applies discounts when thresholds are met.
Flexible for multiple group sizes (e.g., Group 5, Group 10, Group 20).
Best solution for those using the Event Check In. Means each person attending is given a ticket to scan into the event.

Cons

Requires multiple price types for each group size.
Can become harder to manage if there are many variations.
Each booking is shown as a separate line on their invoice. Can result in many line items if bookings of 10 are made.

Method 2 — Capacity Used

Pros

Ideal for selling “bundled” capacity (e.g., tables).
Cleaner setup when the group always books as a single unit.
Pricing is fixed per bundle rather than per person.
Only shows as one line item on their invoice. Cleaner invoices.

Cons

Does not automatically scale discounts per person.
Less flexible.
Not able to see exactly who has attended, only the contact who made the booking.
Less effective with Event Check In.

Not sure if your web integration is compatible with both group booking methods? Raise a support request here.

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