How it works

With our event management software it is easy to create an online registration and payment solution for your event. You can customize the registration form to your requirements and our electronic payment options automates the entire registration and payment workflow with absolutely no admin required. See the videos below for an overview of individual and group registrations.

Individual online registration:

Group online registration:

Event configuration

Create or Edit Event

You may create any number of events by following the ‘Create Event’ button in the top menu after signing up for an account. Complete all the required fields and enter the tickets that your attendees need to select from when signing up for your event.

After creating your event you may edit and configure the event by following the ‘My Events’ link in the top menu and then selecting your event by clicking on the title. You may configure your event by selecting from the menu items listed under ‘Configuration’ of the event menu. The general steps for configuration of an event include:

You may edit your event at any time and upload a logo that is displayed on your sign-up form.

Payment details

Add the bank account details used to transfer electronic funds processed through our payment facility. This will also be the account details displayed on invoices for manual transfers.

Event settings

Here you may configure additional parameters that will determine how your attendees sign-up and how information is displayed to users.

Additional items to sell

Add any additional items that attendees may select from when signing up, e.g. Social events, Workshops, or Merchandise.

Registration fields to capture

Design your registration form by adding and configuring additional attendee fields captured on the registration form.

Edit name badge

You may change the design of name badges generated by the system. You can decide the layout and size as well as which fields to include.

Attendance tracking

You may add sessions for your event in order to track attendance to these sessions by scanning attendees using a bar-code scanner. An attendance certificate is created for each attendee which can be emailed if required.

Definitions

Here you may specify how to refer to items related to your event and enter any special text to display on confirmations and other forms.

Confirmation Letter

You may create a confirmation letter that is emailed to attendees upon signing up and paying for your event. An example would be sending your attendees a letter of invitation for visa applications.

Simply follow the ‘Confirmation letter’ link in the menu and enter all the paragraphs before submitting the form.

Attendee management

Add or update attendees

You may manually add any number of attendees by following the ‘Add attendee’ button. When necessary you may also edit and configure any attendee’s details or tickets.

The general steps for configuration of attendees include: 

  • Add attendee: Follow the ‘Add attendee’ button and choose the correct ticket options. Continue to the next page and enter the attendee details. Choose a payment method and finish the transaction.
  •  Edit attendee: Follow the ‘Manage attendees’ button and search for the specific attendee by using the Search box. Click on the manage icon to proceed to the editing screen. Choose ‘Edit’ to edit the participant’s personal details; ‘Update Order’ to change the items on the ticket; ‘Cancel Order’ to cancel the person’s ticket (note the refund message upon cancellation) and ‘Add Payment’ to enter a manual payment
  • Add group registration: If group registration has been activated, you will be able to add multiple attendees to a particular registration and pay for the entire group. You will also be able to specify the entity to which the invoice must be addressed to. Simply follow the ‘Add group registration’ link in ‘Group registration’ menu (note that group registration needs to be activated).

Manage attendees

You can view a list of all attendees or filter the list according to the specific criteria which you need to see.

  • View full list of attendees: Select ‘Manage attendees’. The list of attendees that is displayed in the table can be exported by clicking on the CSV, Excel or PDF buttons, or click on ‘Export Full Database’.
  • Filter the list of attendees: After selecting ‘Manage attendees’ you can filter the displayed list according to the criteria in the drop-down boxes above the list of attendees. Choose your criteria and click on ‘Filter’ to display the filtered list. This list can be exported by clicking on the CSV, Excel or PDF buttons.
  • Search for attendee/s: Use the Search box to enter the attendee name or surname to search for a specific attendee.
  • Export full list of attendees: Select ‘Manage attendees’. The list of attendees that is displayed in the table can be exported by clicking on the CSV, Excel or PDF buttons, or click on ‘Export Full Database’.
  • Export a filtered list of attendees: After selecting ‘Manage attendees’ you can filter the displayed list according to the criteria in the drop-down boxes above the list of attendees. Choose your criteria and click on ‘Filter’ to display the filtered list. This list can be exported by clicking on the CSV, Excel or PDF buttons.
  • Add credit card payment: Go to ‘Manage attendees’ and use the search function to find the attendee. Click on the manage icon next to the attendee’s name to go to the ticket details. Click on ‘Add Payment’ and choose ‘Credit Card’. Enter all the required information on the payment screen and click ‘Pay now’.
  • Add instant EFT payment: Go to ‘Manage attendees’ and use the search function to find the attendee. Click on the manage icon next to the attendee’s name to go to the ticket details. Click on ‘Add Payment’ and choose ‘SID instant EFT’. Choose the relevant bank and enter all the required information on the payment screen. Click ‘Proceed with payment’ and follow the steps to complete the transaction.
  • Add manual transfer or cash payment: Go to ‘Manage attendees’ and use the search function to find the attendee. Click on the manage icon next to the attendee’s name to go to the ticket details. Click on ‘Add Payment’ and choose either ‘Manual transfer’ or ‘Cash’. Enter the correct amount on the Payment screen and choose whether to send a confirmation email to the attendee. Submit when finished. 
  • Issue a refund: Go to ‘Manage attendees’ and use the search function to find the attendee. Click on the manage icon next to the attendee’s name to go to the ticket details. Click on ‘Add Refund’ and enter the correct amount on the Add refund screen. Choose whether to send a confirmation email to the attendee and click Submit when finished.
  • Print invoice: Go to ‘Manage attendees’ and use the search function to find the attendee. Click on the manage icon next to the attendee’s name to view the attendee ticket details. Click on ‘Print invoice’ to print the invoice
  • Print receipt: Go to ‘Manage attendees’ and use the search function to find the attendee. Click on the manage icon next to the attendee’s name to view the attendee ticket details. Click on ‘Print receipt’ to print the receipt. Note that the wording may say Ticket as per your original event set-up.

Group Registrations

If group registration has been activated, you will be able to add multiple attendees to a particular registration and pay for the entire group. You will also be able to specify the entity to which the invoice will be addressed to.

  • Add group registration: Select ‘Group registration’ from the menu. Then click the ‘Add Group Registration’ button and complete the form by entering the group data, followed by each attendee that should be part of the group. Note that group registration is only available if group registration is activated in event settings.
  • View group registrations: Select ‘Group registration’ from the menu to see a list of all group registrations with outstanding amounts. Click on the group number to open and manage an individual group registration.
  • Manage group registration: At any time you may open a group registration in order to edit the group details, add additional attendees, or add a payment. Individual group attendees may be edited by clicking on the group attendee’s name. You can also delete individual attendees from a group, if the group registration is not fully paid up.
  • Print invoice: The invoice will summarize all the attendees and display the total registration amount including VAT (if applicable).
  • Generate a quote: A quote can be generated if the entity responsible for payment requires a quotation before making payment. You can generate a quote by clicking on the ‘Print quote’ button under any group registration. The link to the quote can also be emailed to anyone. issuing the quote.

If required, you can also enter a purchase order number to display on the invoice. Simply click on ‘Edit group’ to enter a purchase order number.

Cancellations

You can cancel an attendee ticket and view a list of all cancellations at any time. The general steps for cancellations include: 

  • Cancel attendee ticket: Follow the ‘Manage attendees’ button and search for the specific attendee by using the Search box. Click on the manage icon to proceed to the editing screen. Choose ‘Cancel Order’ to cancel the person’s ticket (note the refund message upon cancellation).
  • View list of cancellations: All the details of attendees whose tickets are cancelled is kept on the system for reference. View this list by going to ‘Cancellations’ in the left menu. The list can be filtered according to certain criteria by using the drop-down boxes and you can export the list by choosing from the ‘CSV’, ‘Excel’ or ‘PDF’ buttons.

Send Bulk Email

You may send bulk email to all attendees for a specific event or to a filtered list of attendees only. The general steps for configuration of bulk emails are: 

  • Send bulk mail to all attendees: Follow the ‘Send bulk email’ menu item. To send email to all attendeePAEMGS2021s click the ‘Send Bulk Email’ button onscreen. Enter the subject and text and click Send to send the email to all attendees.
  • Send mail to some attendees only: Follow the ‘Send bulk email’ menu item. Use the drop-down boxes to filter the list of email recipients according to your desired criteria. Once the filtered list shows on screen, click the ‘Send Bulk Email’ button. Enter the subject and text and click Send to send the email to the selected attendees.

Request confirmations

You may send an email to attendees to confirm or cancel their attendance via an online form.

Check-in attendees

You may control access to your event by using a pre-printed guest list or by using our online check-in app.

Our online check-in app can be used to control access at your event by simply scanning a QR coded name badge or ticket. Alternatively, you may enter the unique signup reference code or attendee’s email address.

The app can be used off-line and one can save the scanned results to the database.

Record Attendance at Event

You may record attendance to your pre-configured event sessions by using our online check-in app to scan attendees’ QR coded name badges or tickets.

  • Check-in app: After recording attendance you may use the ‘Email all certificates’ feature to automatically email all attendees a PDF attendance certificate. The certificate may be configured under the Attendance tracking configuration menu.

Reports

Orders

The ‘Orders’ report will list all orders placed for the event, including group registrations. This report will indicate if there is an outstanding amount payable. It is also easy to search for a specific order by just searching on the reference number or name.

Payments

The ‘Payments’ report lists all payments and refunds issued on the system. It also indicates the method of payment and who the payment was made for. 

Attendee Fields

Further to the various reports available under the attendee and group registration management screens, you may select the ‘Attendee fields’ report from the menu in order to select specific fields to display in your report.

Simply toggle the various fields available by clicking on the actual field name next to toggle column.

You can also use the filters and search forms generate a shortlist of items.

 

Sales Report

When you choose ‘Sales Report’ you will see visual representations of your event sales.

  • Sales and paid-up tickets: The ‘Sales vs Paid-up’ chart shows all tickets booked compared to all tickets that are fully paid
  • Sales per category: ‘Sales per category’ depicts the sales for your main item/event compared to the additional items
  • Event tickets: ‘Event tickets’ displays the details of the event’s overall sales in table and piechart format
  • Additional items: ‘Additional items’ displays the details of the additional items sold. Tables and graphs for any additional items will only display when tickets are sold.

Merchant statement

The merchant statement is a summary of all electronic payments (credit card and SID instant EFT) processed in our merchant account.

It lists all fees charged and the actual amount that was transferred to your bank account. In order to see a breakdown of the fee structure, just click on the reference number listed in the table.

 

Income statement

The income statement summarizes all income and expenses for your event.

The report lists income generated through manual and electronic payments and expenses which consist of commission charges, payment fees as well as refund charges if applicable.

Print name badges

You may print name badges of all paid up attendees in bulk. You have the option of printing eight name badges to fit an ‘A4’ size page or printing one name badge on an ‘A6’ size page. Note that you may need to fold or cut the badges to fit your pouches.