FAQ content

Tickets & Passes: How patrons can book tickets and passes

In this article

What are tickets & passes?

Part of the LibCal Equipment module, Tickets & Passes is an online platform for managing digital and physical passes for free or discounted admission to local institutions—museums, galleries, cultural centers, and more. Passes can be booked by your patrons online or reserved by library staff on their behalf.

For digital passes:

  • When booking a digital pass, patrons choose the date that they will visit the institution. It is valid on that date only.
  • Patrons receive a PDF ticket via email. Depending on the institution's preference, they can show the digital ticket as saved on their personal device to institution staff for admittance, or they may need to print the PDF ticket.
  • The digital pass does not need to be returned to the library.

For physical passes:

  • When booking a physical pass, patrons choose the date that they will pick up the pass from a particular library location.
  • Patrons keep the pass as long as the booking duration permits (as configured in its equipment category booking limits) and can visit the institution at any time during that checkout period. As needed, specific institution hours or closures can be communicated via the terms & conditions for the pass, printed directly on the pass, etc.
  • Patrons show the pass to institution staff for admittance but keep the pass. Patrons then return the pass to the library so it can be checked in and recirculated.

The public passes homepage

The Tickets & Passes homepage—also known as the passes catalog or passes landing page—allows patrons to book digital and physical passes. To link directly to this page, append /passes to your LibCal site's URL. For example, if your URL is mylibrary.libcal.com, you would access this page at: mylibrary.libcal.com/passes

Patrons can switch between browsing by institution or by availability date by clicking the link in the top right.

The link in the top right of the passes homepage to browse by date or browse by institution.
Use the Browse by Date link to switch to searching for passes by a specific date.

Browse by institution

The institution page shows a card view of each institution, along with its image and description, if available.

  1. Find the desired institution and click its image, name, or the Book Now button.
Clicking the Book Now button for an institution.
  1. Under Passes Availability choose the desired pass type. It's best to choose one option at a time:
    1. Check the box by Show Digital Pass Availability to view the dates when digital passes are available and will be used to visit the institution on that date.
    2. Check the box by Show Physical Pass Availability to view the dates when physical passes can be picked up from a library location.
    3. If you check the box for physical passes, select a library location from the dropdown to see the physical passes available at that specific location.
  2. Use the arrows to move between months if needed.
  3. Click the desired Available date.
    1. The key below the date grid shows what each color and/or pattern indicates for Available, Unavailable, and Closed dates.
Selecting a pass type and date for an institution.
  1. Continue the booking process by submitting a booking.

Browse by Date

The date page shows a list of institutions with passes available on a specific date, along with a thumbnail image and description, if available.

  1. Under Passes Availability choose the desired pass type.
    1. Check the box by Show Digital Pass Availability to view the dates when digital passes are available, to visit the institution on that date.
    2. Check the box by Show Physical Pass Availability to view the dates when physical passes can be picked up from a library location.
    3. If you check the box for physical passes, select a library location from the dropdown to see the physical passes available at that specific location.
  2. Select a date by clicking Go To Date and choosing a date from the calendar or use the arrows to move forward or backward by one day at a time.
    1. The currently selected day is shown above the institution list.
  3. For a desired institution, click the link for the type of pass you would like, if available: Book Digital Pass Now or Book Physical Pass Now.
Selecting a date and then pass type for an institution.
  1. Continue the booking process by submitting a booking.

Submit a booking

After selecting a date or pass type, the booking process continues with the booking details and the booking form.

Review Digital Pass Booking Details

  1. The selected Institution is shown.
  2. The Type shows Digital Pass.
  3. Admits shows how many adults and children the pass admits.
    • If this section isn't here, the pass is a single admittance pass.
  4. The Date is the date the pass is valid to visit the museum.

If needed, click "back" on your browser to start over.

Example of booking details for a digital pass.
Example of booking details for a digital pass.

Review Physical Pass Booking Details

  1. The selected Institution is shown.
  2. The Type shows Physical Pass.
  3. From is the date the pass should be picked up from the library.
  4. To is the date the pass is due back at the library.
  5. Select Remove to cancel your current selection. You'll return to the passes catalog so you can browse and select a different pass.
Example of booking details for a physical pass.
Example of booking details for a physical pass.

Complete the booking form

  1. If applicable, review any terms & conditions that display for the institution or pass. Click Continue. If LibAuth is enabled, you will be prompted to authenticate before submitting your booking.
Accepting the Terms & Conditions
  1. Fill out the booking form.
  2. Click the Submit My Booking button.
    • For digital passes: The booking is confirmed immediately. A confirmation email is sent to the patron with the digital ticket attached as a PDF.
    • For physical passes: If email verification is required, the patron will receive a notification email to confirm the booking. Once the booking has been confirmed (via email verification, automatically, or by mediation), the patron will receive a confirmation/mediation approved email with an ICS file for the booking. 
Completing and submitting the booking form