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Frequently asked questions

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    The "Send a ticket" function is available in the event edition. The function allows you to send 1 ticket to a specific person. Just provide the name, surname and e-mail address of the recipient. For an event with ticket variants, select a ticket variant from the list.

    After confirming the provided data in the form:

    • An event ticket will be created with the status "Approved".
    • An automatic message with a PDF ticket will be sent to the recipient.

    You can use this function regardless of your sales activity

    • You can also send a ticket when ticket sales or registration for the event have already ended.
    • When you have set a ticket limit for an event, sending 1 ticket will reduce the ticket pool by one ticket.
    This tool also allows you to send an access to videos or files.

    You can use this tool to:

    • send free tickets to your guests, VIPs, etc.
    • sell tickets in person

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    Any person, company or organization can register on our platform as an organizer for free. We do not verify whether someone has or does not have the legal title to sell tickets for their events or sell files. This is not our job. Our task is to create sales opportunities for all interested parties.

    Familiarize yourself with local laws based on your tax residence. If in doubt, seek expert legal advice.

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    If the event organizer has not set up individual sales, you can purchase a maximum of 20 tickets within the same registration. Within the same registration, you can only buy tickets from the same organizer.

    After making the payment or the payment being approved by the organizer, you will receive 1 PDF file with individual tickets on each page. The ticket contains the name and surname of the buyer, not the actual participant of the event. The ticket is verified not on the basis of these data, but on the unique QR code found on each ticket.

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    The organizer may send you a certificate confirming your participation in the event. The certificate in the form of a PDF file will be sent to the e-mail address provided when registering for the event. If you want to receive a certificate, please contact the event organizer.

    Each certificate has a unique number and key. Thanks to this, anyone to whom you show your certificate (e.g. employer) can verify on our website whether this certificate is real. Just go to the Certificate Database and follow the instructions.

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    In the event edition, you can set individual sales, thanks to which the user will be able to buy only 1 ticket per order (registration). Otherwise, the user will be able to buy or acquire a maximum of 20 tickets, provided that the available ticket pool defined by you in the event edition allows it.

    The "ticket limit" field in the event edition is a dynamic field. For example, if you initially set the available ticket pool to 100, and then 4 people buy tickets, the current value, i.e. 96, will appear in the "ticket limit" field. If you cancel a ticket, the available ticket pool will increase by the number of canceled tickets.

    If the ordering party buys tickets for a larger number of people, the PDF ticket will contain as many pages with individual tickets as were previously ordered. Each individual ticket contains a unique QR code and the buyer's name and surname. Ticket validation involves verifying the QR code using our application.

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    The question concerns the situation when:

    • The organizer's account settings include the details of entity no. 1.
    • Online payment integration will occur between the organizer's account, entity no. 1, and the Stripe account used by entity no. 2.

    This is technically possible, but it should be noted that:

    • On the event website and subsequent pages of the ticket purchase process, entity no. 1 will be listed as the event organizer and ticket seller.
    • Entity no. 1 will be the legal party to the contract concluded with the user.
    • Upon navigating to the Stripe online payment page, the user will see the name of entity no. 2.
    • Fiscal and tax consequences and obligations will be the responsibility of entity no. 2, as entity no. 2 will actually generate revenue.
    • Invoicing will be the responsibility of entity no. 2, which actually accepts payments for the ticket.

    When choosing this solution, it is important to consider the reputational risk and loss of trust for users who see details of a different entity on the online payment page than on the event page on the Event on Click platform.

    In this situation, it's worth adding a note in the event description that the payment recipient will be another entity and providing its full details.

    It's also worth regulating this type of collaboration in the form of an agreement between the two entities. Before making a decision, consult a specialist.

     

    This type of situation most often occurs when a social organization that doesn't have the legal right to sell (it doesn't conduct business or statutory paid activities) collaborates with a third party that does.

     

    How do I integrate the organizer's Event on Click account with the online payment recipient's Stripe account?

    In this situation, this is a more difficult undertaking than in the classic case, where we're dealing with a single entity acting as both the event organizer and the payment recipient.

    As a reminder: integration is achieved by logging in to the organizer's dashboard, going to the "Online Payments" tab, and clicking the button that initiates the connection to your Stripe account. You will then be redirected to the Stripe account login page, where you must confirm the integration of both accounts.

    In this situation, we can distinguish two cases:

    • The legal representative of entity 1 is also the legal representative of entity 2: if the same person is the legal representative of both entities and the user of both Event on Click and Stripe accounts, the merger of both accounts will proceed smoothly and without any issues.
    • The legal representative of entity 1 is a different person than the legal representative of entity 2: if we are dealing with two individuals who are legal representatives of both entities and have different account users (Event on Click and Stripe), they must work together at the same time and place. It is also important to maintain the security and confidentiality of your account access details (Event on Click or Stripe).

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    It depends on the event organizer. Typically, presenting a ticket on a mobile device is also accepted. In the case of a stationary event, it is important for the organizer to verify the QR code on your ticket. You can easily scan this code from your mobile phone's display.

    If you have any doubts, please contact the event organizer directly. You will find the organizer's contact details on your ticket and on the event registration page.

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    It's up to you as the event organizer. We recommend that you also accept presenting your ticket on a mobile device. In both cases, you can easily scan the QR code on the ticket.

    How to scan QR codes on tickets?

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    In the event edition, there is a function for generating a bearer ticket, which you can use during stationary ticket sales at the event venue.

    In this tool, you do not provide any data about the ticket purchaser.

    After clicking the "Generate bearer ticket" button:

    • A ticket for 1 person will be created without refreshing the page
    • After a short while, a red button "Download PDF ticket" will appear in the same view
    • In the case of an event with ticket price variants, select the ticket variant from the list
    • Tickets generated in this way will be visible on the list of participants with the designation "bearer ticket"

     

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    Participants' data are stored according to the principle: the data storage period depends on the ticket status.

    • Ticket "Approved" / "Paid" / "Payment refund": 6 months.
    • "Pending", "Processing" and "On hold" ticket: 3 months.
    • "Cancelled" and "Failed" ticket: 1 day.
    • The participant may request faster deletion of his/her data.

    Who is the administrator of personal data of events? How, for what purpose and by whom they are processed - all this is determined by the documents published on the platform (in Polish): Privacy Policy and Platform Regulations.

    Summary:

    1. The event organizer is the administrator of participants' personal data.
    2. The organizer entrusts the owner of the Event on Click platform (legal name: Association "Graduates living out of a suitcases", Poland in Europe) with the participants' data for processing in order to ensure the proper functioning of the platform.
    3. The organizer may use participants' personal data only for purposes related to the organized event.
    4. The Organizer cannot, based on the consents declared by the participant during registration: send newsletters or any commercial information by electronic means, conduct telemarketing activities using the participant's telephone number.
    5. In order for the organizer to use the participant's data for marketing purposes, the participant must consent to it. For this purpose, you must use your own external solutions.

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    We store your data for a period depending on the status of your ticket:

    Ticket "Approved" / "Paid" / "Payment refund": 6 months
    Ticket "In progress", "On hold" and "Waiting for payment": 3 months
    "Cancelled" ticket: 1 day

    You can also request that your data be deleted more quickly. To do this, write us an e-mail from the e-mail address you provided when registering for the event.

    We may cancel all your event registrations immediately.

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    Any private person, company or organization can activate online payments on their organizer account.

    You don't sign a classic contract with a payment operator, and the entire process of creating and configuring an account will take several minutes.

    Instructions for activating online payments

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    You cannot change the participant's data yourself. If the participant provided incorrect or incorrect data during registration, please contact us by e-mail providing the correct participant data.

    Alternatively: the participant can re-register and you can cancel the older ticket, which will be deleted after a short time (within approximately 1 day).

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    Go to the "Participants" tab in your panel and then click "Edit" next to the selected participant. On the ticket edit page there is a simple form with 2 options:

    1. Sending an individual message to the participant: the content of your message will be saved in the order history.
    2. Adding a private note to the ticket that will only be visible to you: the content of the note will also be visible in the order history.

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    Write us a message from the email address associated with your organizer account. All your settings and events will be irreversibly deleted.

    The data of participants of your events are stored in accordance with the adopted principles set out in the privacy policy.

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    If you would like to hide the invoice details form from view when registering for an event, please go to your account settings to find the appropriate options. Remember that this does not release you from the obligation to issue invoices to participants who make such a request to you.

    You, as the event organizer and ticket seller, are responsible for issuing invoices to participants. The participants' money goes directly to the bank account you indicate or a technical account on the online payment operator's website.

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    Participants' data can be downloaded as a file and is available in two places:

    1. "Events" tab. In the edition of each event there is a tab with a list of participants, which you can download to an Excel file.
    2. "Participants" tab, where you can download all participants' data to a CSV file or filtered data to an Excel file.

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    A help article on this topic is available on a dedicated page.

    QR code scanning instructions

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    A help article on this topic is available on a dedicated page.

    Files selling instructions

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    1. If you paid for the ticket using online payment: the downloadable ticket is available on the order summary page. There is also a link to this page in the message sent to you.
    2. If you did not receive an email with a link to the page where you can download your ticket: check the spam folder in your email program, make sure you provided your correct email address when registering.

    If you have any doubts, please contact the event organizer directly or write to us.

    You can find the event organizer's contact details on the event registration page.

    Contact us: my@eventon.click

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    The situation concerns an event with active online payments. After registering for the event, you will be redirected to the page with a link to online payment. If for some reason you want to pay for your ticket later, you will find a link to online payment in the message sent to you with the title Pay to get your ticket.

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    If you cancel an event, users must be refunded for their tickets. The return must be made as soon as possible. The procedure depends on the ticket payment method chosen by the user. As a rule, the refund should be made using the same channel as the incoming transaction.

     

    The user made the payment via traditional transfer to your bank account

    1. Ask the user to provide the bank account number for the refund. By default, making a return transfer to the bank account from which the payment was previously made is risky.
    2. The user could make the transfer at a bank's counter. He will then not see the actual bank account owned by the user in his electronic banking.
    3. The user could make a transfer from the account maintained in the FinTech application: the funds to your bank account are then most often transferred via a local bank, so as a recipient you only see the technical bank account number of the payment intermediary, not the user's source bank account number . The user is not the owner of the technical account of the intermediary bank and has no access to it.
    4. The client will receive a refund within a period depending on the completion of the Elixir session by the sender's bank (serving your bank account) and the recipient's bank (serving the bank account indicated by the user).

     

    The user paid for the ticket using online payment

    1. A ticket with the status "Refund" does not result in an actual refund in the online payment operator's system. You must refund the funds yourself from your online payment operator account.
    2. Go to ticket editing and click the "Open the online transaction page" button. You will go to the transaction page on the online payment operator's website, where you will find the refund action button.
    3. The refund amount is fully charged from the available funds in your online payment processor account.
    4. The refund is processed by the online payment operator without any intermediary of Event on Click platform.
      The refund processing time by the online payment operator is from 5 to 10 business days (information about returns in the Stripe system) and depends, among others, on: from the payment channel selected by the user. Most often it is 2-3 business days.
    5. If a customer is waiting longer for a refund, they can contact Stripe support or their bank account.

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    Invoicing settings are available in the organizer's account settings. The page opens in a new window, and in the event editor for each event. These settings allow you to integrate your Event on Click organizer account with your inFakt.pl or wFirma.pl account. These two platforms allow you to automatically generate and send invoices to customers via the email address provided in the ticket purchase (event registration) form. The goal of this type of integration is to automatically generate and send an invoice to the user shortly after completing an online payment or after the organizer approves the registration (in the case of payment by standard bank transfer).

     

    Invoice settings are located in 2 places:

    • Event on Click organizer account settings: where you will provide your API key enabling integration with a selected external service (inFakt.pl or wFirma.pl)
    • Edit event, where you will define the VAT rate, and in the case of VAT exemption, you will add the appropriate information to the invoice
      • For events with the USD or EUR sales currency, you can set a shorter list of countries to choose from in the "invoice data" form. The full list includes as many as 48 countries, however, you can only choose the list of European Union countries (27 countries, you can optionally exclude Poland from this list) or the (incomplete) list of OECD countries (29 countries, you can optionally exclude Poland from this list).

     

    Detailed information about invoices

    1. The invoice will be automatically generated based on the data provided by your client only if the ticket is paid online or the ticket is manually approved by you in the organizer's panel (in the case of payment by traditional transfer).
    2. The invoice will be automatically sent to the client's email address provided in the ticket purchase form (event registration). The sender of this message will be the inFakt.pl or wFirma.pl service. In your account on the invoice operator's website, you will see the appropriate information or messages confirming that the invoice has been sent.
    3. The invoice message will be sent to the client within less than a minute from the moment of paying for the ticket online or manually approving the ticket by you (in the case of traditional transfer). In the case of the infakt.pl website: a copy of the invoice will also be sent to the email address assigned to your account on the inFakt.pl website.
    4. After sending the invoice to your client, in the Event on Click organizer panel you will see the appropriate information in the list of participants in the Participants tab and in the details of the given ticket.
    5. The invoice will be marked on the invoice operator's website as a paid invoice.
    6. In the event edition, you will define the VAT rate ("Payments" tab). Defined ticket prices are always gross amounts. The invoice operator system will automatically calculate the net amount and the VAT amount.
    7. There will be only 1 item on the invoice with the amount of the entire ticket (entire order) regardless of the number of individual tickets purchased as part of the same order. The default name of this service is "Participation in the event", which you can change in the edition of a given event in the "Payments" tab.
    8. Each invoice has a note (a note at the bottom of the invoice) with information about the ticket number in the Event on Click system, e.g. Event on Click: ticket no. 12345678.
    9. When the currency of the ticket (order, transaction) is PLN, the invoice will be generated in Polish. If the currency is USD or EUR - in English.
    10. When the event has a defined currency of PLN, the default country for the "invoice data" form is Poland and such a country will be transferred to the invoice operator service along with the data provided by the customer. If the event has a set currency of USD or EUR, the customer can choose their country independently.
    11. In the case of USD or EUR currency, the invoice will contain a note with information on the average NBP exchange rate from the business day preceding the transaction date. This does not apply if you set the organizer's account to be exempt from VAT. Example note: Exchange rates table No. 013/A/NBP/2025 of 2025-01-21. USD/PLN (exchange rate: 4.1101).
    12. Invoice numbering is according to the default settings in the invoice operator's service.

     

    Screenshots of new settings in the organizer's account and in the event edition

     

    New settings in the organizer's account

     

     

    New settings in event editing

     

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    Sometimes it happens that the organizer cancels the event for various reasons. In this situation, you are entitled to a full refund of the funds spent on purchasing the ticket. The event organizer should refund the money as soon as possible.

     

    The timing of receiving your refund depends on how you paid for your ticket.

     

    1. Traditional transfer to the organizer's bank account

    The organizer should make a traditional transfer to your bank account. To do this, send the organizer the bank account number for the refund.

    In the following situations, the organizer will not know your bank account number:

    • when you make a transfer at a bank counter
    • when you make a transfer from an account held in the FinTech application: funds are transferred to the recipient's account via a local bank, so the recipient only sees the technical bank account number of the payment intermediary, not the source bank account number.

     

    2. Online payment

    The organizer should refund the money through the payment operator's system. The return time is up to 10 business days (information about returns in the Stripe system), but most often it is 2-3 business days.

    If you're waiting longer than 10 business days for your refund, please contact Stripe support.

    The refund is processed directly by the payment operator Stripe.com without any intermediary of the Event on Click platform.

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    In the event edition, you can upload your own files in various places.

    You can upload the following types of files within the allowed sizes:

    • Graphic files (JPG, JPEG, PNG) - max. 1 MB
    • PDF ​​files - max. 16 MB
    • MP4 video files - max. 2 MB
    • MP3 audio files - max. 16 MB

    If you want to sell uploaded / larger files - write to us.

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    This depends on the settings made by the event organizer. There are 2 ways to pay for tickets:

    • Online payments: there are many online payment methods available
    • Traditional transfer to the bank account indicated by the event organizer

    In each case, when you pay for a ticket, you make the payment directly to the event organizer to his bank account or his technical account on the payment operator's website.

    Event on Click is not an intermediary in the sale of tickets, and the sales contract is concluded directly between the participant and the event organizer.

    The event organizer is responsible for issuing invoices for ticket purchases.

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    If the participant has not paid: cancel his / her ticket. Canceling a ticket means that the number of available seats for the event (if a seating limit has been set) will increase by the number of canceled tickets.

     

    If the participant has paid for the ticket and you want to make a refund

    • When editing the ticket, select the "Money back" status. The participant will receive an automatic e-mail about the refund. This action does not result in an actual refund in the payment processor's system.
    • The refund must be made independently, e.g. by making a traditional transfer to the bank account number obtained from the participant or using the refund function on the online payment operator's website. In the ticket edition you will find a direct link to the transaction page on the payment operator's website, where you can make a refund.

     

    If you return the money by making a traditional bank transfer

    • Obtain the participant's bank account number for the refund
    • The ticket purchaser's bank account number visible in your electronic banking may not be his or her actual account number, as the participant could have made a transfer at a bank counter.
    • A special case is when a participant made a transfer from an account maintained in the FinTech application (or other similar financial institutions). Funds from this type of accounts may additionally be indirectly handled by a local bank, so in your electronic banking you will only see the technical bank account number of the payment intermediary, and not the source bank account number of the participant. Making a transfer to this technical account of the intermediary bank will not result in a refund to the participant, because the participant is not the owner of this account and does not have access to it. This account is created automatically based on an agreement a FinTech (or similar institutions) and your local intermediary bank.

     

    Do I have to refund the participant's money if the participant to resigns?

    When purchasing a ticket, a sales contract is concluded between the buyer and the seller, i.e. the event organizer. The possibility of withdrawing from the contract is regulated by local law.

    Even if local law does not provide for the ticket purchaser to withdraw from the contract, as the event organizer you may (but do not have to) refund the money for the unused ticket. As a seller, you may assume a wider scope of liability than provided for by law.

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    You can create 2 types of events:

    Additionally, as part of a simple event, you can create:

    • a page for selling files, e.g. PDF ebooks or MP3 tracks
    • a sales page for access to video, e.g. online courses

    Sample events

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    When purchasing a ticket or files, an agreement is concluded between the buyer and the seller, i.e. the event organizer or file seller. The possibility of withdrawing from the contract is regulated by local law.

    The event or file seller's website should contain detailed information about the seller: legal name and legal form, registered office address and contact details, such as e-mail address and telephone number. Thanks to this data, you will be able to submit your claim to the appropriate entity.

    It is worth remembering that even if local law does not provide for the ticket purchaser to withdraw from the contract, the event organizer may (but does not have to) refund the money for the unused ticket. The seller may assume a wider scope of liability than provided for by law.

    Ask the event organizer for details, whose contact details can be found on their event website and PDF ticket.

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    You will receive your ticket depending on the method of payment for your ticket.

    1. Online payment: you will receive your ticket immediately after making the payment. There will be a ticket download button visible on the order summary page.
    2. Bank transfer: you must wait until the money is credited to the organizer's bank account. Only then will the organizer manually approve your ticket and you will receive an email with your ticket.
    3. Free event: participation will need to be approved by the organizer. You will receive tickets when the organizer approves your ticket.

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    There are several cases, as it depends on the ticket payment methods you have activated.

    Online payment

    Thanks to fast payments, the participant's payment will reach you quickly. The ticket status will be automatically approved and the participant will immediately receive an e-mail with the ticket. This is the most convenient form of selling tickets online.

    Bank transfer

    If the participant pays this way, you must wait until the money is credited to the bank account you have indicated. Only after observing the payment, you should go to the organizer's panel and approve the ticket. Then an e-mail with the ticket will be sent to the participant.

    Free event

    If a participant is registering for a free event, your approval will be required. The participant will receive a ticket when you change the status of his ticket to approved.

    When organizing events, it is common for users to register multiple times for the same event. Thanks to the ticket search engine, you can check all registrations of a given person by name, and then you can cancel duplicate tickets or tickets containing incorrect data. A common practice for users when they make a mistake while entering data in the registration form is to re-register. Before canceling duplicate tickets, it is worth comparing ticket details for the same person (especially the e-mail address) to verify whether any tickets contain errors, e.g. typos or missing words.

    Additionally, the event organizer can use their panel to:

    • send a free ticket to a specific person by providing their name, surname and email address
    • generate a bearer ticket without providing any personal data during stationary ticket sales

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    When the event is paid, the participant can provide invoice details during registration. Invoice data is available in 2 places:

    1. In the "Participants" tab, in the details of a given ticket.

    2. In a CSV file that you can download in the "Participants" tab ("Export all to CSV" button).

    If you would like to hide the invoice details form from view when registering for an event, please go to your account settings to find the appropriate options. Remember that this does not release you from the obligation to issue invoices to participants who make such a request to you.

    You, as the event organizer and ticket seller, are responsible for issuing invoices to participants. The participants' money goes directly to the bank account you indicate or a technical account on the online payment operator's website.

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    The event organizer is the exclusive ticket seller for its event. The event organizer is responsible for issuing invoices for tickets to participants.

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    In each case, when you pay for a ticket, you make the payment directly to the organizer's bank account or its technical account on the payment operator's website. The ticket sales contract is concluded directly between the buyer and the seller, i.e. the event organizer.

    The event organizer is responsible for issuing invoices for ticket purchases.

    The event organizer can hide the "Invoice details" form displayed by default when registering for the event in his settings. Regardless of this, you can send a request to the event organizer to issue an invoice in accordance with applicable legal regulations.

Missing answer to your question? Write to us: my@eventon.click