Help section

 

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:

  • Edit event & tickets

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

  • Event settings

    Here you may configure various paramaters that will determine how your attendees will sign-up and what information will be displayed.

  • Additional items to sell

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

  • Registration fields to capture

    Add and configure the attendee fields captured on the registration 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.

Change the wording on forms

You may change how to refer to specific items and documents. You can edit the wording by selecting 'Event settings' and choosing to change the wording on the following items or documents.

  • Ticket wording

    Specify how to refer to the actual items the attendees can sign-up for.

  • Confirmation wording

    Specify how to refer to the document generated as confirmation of payment.

  • Invoice wording

    Specify how to refer to the statement summarizing the total charges.

Configure invoice

You can configure the invoice generated for attendees after signing up by following these steps:

  • Create VAT invoices

    Select 'Edit event & tickets' and enter your VAT number. This will make provision for VAT on all invoices and include 15% VAT on all fees payable by attendees.

  • Add specific terms to be displayed on invoices

    Select 'Event settings' and enter your terms under the 'Terms' field.

  • Add contact address on invoices

    Select 'Event settings' and enter your address under the 'Contact address' field.

  • Rename all invoices to 'Summary'

    Select 'Event settings' and choose 'Summary' from the 'Invoice wording' dropdown field.

Limit the number of attendees

You may create a limit on the number of attendees that can sign-up for any individual agenda item for your event.

  • Limit the total number of attendees for all tickets

    Select 'Event settings' and enter the maximum total allowed under 'Max total attendees'. Leave this field zero if there should be no limit.

  • Limit the number of attendees per individual ticket

    Select 'Edit event & tickets' enter the quantity available for each ticket option. Leave this field zero if there should be no limit.

  • Limit the number of attendees for additional items

    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.

Restrict the items that attendees can choose

You may configure specific resitrictions on the the combination of items that attendees may sign-up for.

  • Restrict attendees to choose only one of the available ticket options

    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.

  • Require attendees to select at least one of the ticket 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.

  • Restrict attendees to choose only one of the additional item 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.

  • Require attendees to select at least one of the additional item 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.

  • Make an item only selectable by administrative users

    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.

Capture additional information

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.

  • Add additional items like social events and merchandise

    Select 'Additional items to sell', click the 'Add Additional Item Category' button and then add the options that attendees can choose from.

  • Add & configure registration fields to capture

    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.

Create a 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 folow the 'Confirmation letter' link in the menu and enter all the paragraphs before submitting the form.

View a list of 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.

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).

Export attendees

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

  • 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.

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 attendees 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.

Add & manage payments

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:

  • 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.

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 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.

Attendee reports

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 onthe actual field name next to toggle column.

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

Orders and payments

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 poayment and who the payment was made for.

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.

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.