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.
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.
Here you may configure various paramaters that will determine how your attendees will sign-up and what information will be displayed.
Add any additional items that attendees may select from when signing up, e.g. Social events, or Merchandise.
Add and configure the attendee fields captured on the registration form.
Define how to refer to event items and specify additional information for attendees.
You may change how to refer to specific items and documents. You can edit the wording by selecting 'Definitions' and choosing to change the wording on the following items or documents.
Specify how to refer to the actual items the attendees can sign-up for.
Specify how to refer to the document generated as confirmation of payment.
Specify how to refer to the statement summarizing the total charges.
You can configure the invoice generated for attendees after signing up by following these steps:
Select 'Edit event & tickets' and enter your VAT number. This will make provision for VAT on all invoices and include VAT on all fees payable by attendees.
Select 'Definitions' and enter your terms under the 'Terms & conditions' field.
Select 'Definitions' and enter your contact number or address.
Select 'Definitions' and choose 'Summary' from the 'Invoice wording' dropdown field.
You may create a limit on the number of attendees that can sign-up for any individual agenda item for your event.
Select 'Event settings' and enter the maximum total allowed under 'Max total attendees'. Leave this field zero if there should be no limit.
Select 'Edit event & tickets' enter the quantity available for each ticket option. Leave this field zero if there should be no limit.
Select 'Additional items to sell' and add or edit an additional item category. Enter the quantity available for every option or leave zero if there should be no limit.
You may configure specific resitrictions on the combination of items that attendees may sign-up for.
Select 'Event settings' and un-check the 'Allow multiple options' checkbox. Leave checked in order to allow signup for more than one of the options.
Select 'Event settings' and check the 'Require selection' checkbox. Leave un-checked in order to allow attendees to select none of the ticket options.
Select 'Additional items to sell', edit the specific additional item category and un-check the 'Allow multiple options' checkbox. Leave checked in order to allow signup for more than one of the options.
Select 'Additional items to sell', edit the specific additional item category and check the 'Require selection' checkbox. Leave un-checked in order to allow attendees to select none of the options.
Select 'Edit event & tickets' and click the settings icon next to the item you would like to edit. Then check the 'Organiser only' check-box. This will hide the specific item for attendees.
Further to the ticket options that you may add when creating an event, you may also add additional items that attendees can sign-up for like social events and merchandise. You may also add and configure the registration fields to capture.
Select 'Additional items to sell', click the 'Add Additional Item Category' button and then add the options that attendees can choose from.
Select 'Registration fields to capture' and check the appropriate check-boxes in order to mark fields to include and specify as required. You may also add custom fields by clicking the 'Add Custom Field' button.
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.
You can view a list of all attendees or filter the list according to the specific criteria which you need to see.
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'.
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.
Use the Search box to enter the attendee name or surname to search for a specific attendee.
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:
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.
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
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).
You can export a list of all attendees or filter the list according to the specific criteria which you need to see.
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'.
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.
You can cancel an attendee ticket and view a list of all cancellations at any time.
The general steps for cancellations include:
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).
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.
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:
Follow the 'Send bulk email' menu item. To send email to all attendees click the 'Send Bulk Email' button onscreen. Enter the subject and text and click Send to send the email to all attendees.
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.
You can generate invoices or receipts for specific attendees when needed
The general steps for each are:
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
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
You may add manual payments to an attendee ticket at any time, or issue refunds as per your event's refund policy. There are four different payment options to choose from .
The general steps for adding payments or issuing refunds include:
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'.
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.
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.
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.
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.
Please contact us should you wish to rent scanners from us.
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.
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.
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.
Receipts for all payments received may be printed in bulk by going to the 'Payments' report and following the 'Print receipts' link in the top right corner.
A new page listing all receipts will be opened with a page break between each receipt.
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.
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.
When you choose 'Sales Report' you will see visual representations of your event sales
The 'Sales vs Paid-up' chart shows all tickets booked compared to all tickets that are fully paid
'Sales per category' depicts the sales for your main item/event compared to the additional items
'Event tickets' displays the details of the event's overall sales in table and piechart format
'Additional items' displays the details of the additional items sold. Tables and graphs for any additional items will only display when tickets are sold.
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.