FAQ

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The “Send free ticket” function is available in the event edition. The function allows you to send 1 free 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 free ticket when ticket sales or registration for the free event have already ended.
• When you have set a ticket limit for an event, sending 1 free ticket will reduce the ticket pool by one ticket.

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

Instructions for creating events with ticket price variants

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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: 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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Any person, company or organization can activate online payments in their organizer account.

You do not need to sign any contracts, 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.

Instructions for sending PDF certificates to participants of your events

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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 may have made a transfer from a Revolut account (or other similar financial institutions): 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 (more information the page opens in a new window) 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 the page opens in a new window or their bank account.

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When editing the event, you can enter an abbreviation of the time zone name to indicate the local time for the place of residence of the event participants.

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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 the participant made a transfer from a Revolut account (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 between Revolut (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 3 types of events:

• Simple event
• Event with ticket price variants: read instructions for creating an event with ticket variants
• Bookable event: user selects a date and time on the calendar

Additionally, page to sale of files (as part of a simple event): e. g. PDF ebooks, MP3 tracks.

Only simple events are available in the free plan.

View sample events

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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.

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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.