Overview
The Event Management system allows you to host workshops, networking events, training sessions, and member gatherings with professional ticket sales and payment processing. Create paid or free events, manage capacity, track attendance, and handle payments all within your dashboard.
Key Benefits:
Automated Ticket Sales: Members purchase tickets directly through the Members App with instant or manual confirmation
Payment-First Workflow: Tickets are only confirmed after payment completion, preventing overbooking
Capacity Management: Set seat limits and track real-time availability to prevent overcrowding
Flexible Payment Methods: Accept PayPal for instant confirmation or manual methods like bank transfer for pending approval
Complete Financial Integration: Automatic invoice generation, payment tracking, and revenue reporting
Creating Events
Navigate to Dashboard → Events to manage your events.
Event Information
Event Name: Clear, descriptive title (e.g., "Digital Marketing Workshop", "Monthly Networking Night")
Description: Detailed information about what attendees can expect
Date & Time: Select start and end date/time for your event
Location: Specify where the event takes place (room name, floor, online link)
Images: Upload photos to make your event visually appealing in the Members App
Pricing & Capacity
Ticket Price: Set to 0 for free events or specify the price per ticket
Seat Limit: Optional capacity limit. Only confirmed tickets count toward this limit, preventing overbooking from pending payments
Availability: Toggle to make the event visible and bookable in the Members App
Membership Restrictions (Optional)
Restrict event access to specific membership plans
Leave empty to make the event available to all members
Great for creating exclusive events for premium members
How Ticket Sales Work
The system uses a payment-first workflow to ensure tickets are only confirmed after payment completion:
Ticket Statuses
Pending Payment: Member reserved a ticket but payment is awaiting confirmation (manual methods like bank transfer)
Confirmed: Payment completed, ticket is valid, and counts toward event capacity
Cancelled: Ticket was refunded or cancelled, seat is available again
Payment Methods
Instant Confirmation (PayPal):
Member completes payment through PayPal
Ticket is immediately confirmed
Member receives confirmation email instantly
Seat is reserved and counts toward capacity
Manual Confirmation (Bank Transfer, Cash):
Member selects manual payment method and receives instructions
Ticket status: Pending Payment
Seat is not reserved until you approve payment
You manually approve payment in Finance → Transactions
Upon approval, ticket is confirmed automatically
Member receives confirmation email
💡 Capacity Protection: Only confirmed tickets count toward your seat limit. This prevents the problem of events appearing "sold out" due to unpaid reservations.
Managing Event Participants
Viewing Participant Lists
Open the Events page in your dashboard
Click the three-dot menu on any event card
Select View Participants
The participant dialog shows:
All Tickets: Confirmed, pending, and cancelled tickets
Status Badges: Clear visual indicators for each ticket status
Confirmed Count: Highlighted count of confirmed attendees
Member Links: Click member names to view their profiles
Capacity Tracking
Event cards display "X/Y Confirmed" where X is confirmed tickets and Y is seat limit
Real-time updates as tickets are confirmed or cancelled
Automatic prevention of overbooking in the Members App
Managing Event Payments
Approving Pending Payments
Navigate to Finance → Transactions
Filter by Pending status to see awaiting payments
Event ticket payments show the event name in the "Item" column
Click the three-dot menu and select Mark as completed
The ticket is automatically confirmed and member receives email
Refunding Event Tickets
If you need to refund an event ticket:
Go to Finance → Transactions
Find the event ticket payment
Click the three-dot menu and select Mark as refunded
Enter full or partial refund amount
Confirm the refund
What Happens Automatically:
Ticket status updated to Cancelled
Seat becomes available again for other attendees
Member receives cancellation email notification
Invoice updated to reflect the refund
Activity feed shows refund event
⚠️ Important: Marking as refunded updates the system status. You must still process the actual refund manually through your payment provider (bank, PayPal, etc.).
What Members See
Understanding your members' experience helps you provide better support:
Browsing Events
Members see events on the Events tab in their Members App
Events show name, date, location, price, and available seats
Event images and descriptions help members decide
"Sold Out" badge appears when capacity is reached
Purchasing Tickets
Member clicks Register on an event
Registration modal shows event details and pricing
Member selects payment method
For PayPal: Completes payment and receives instant confirmation
For manual methods: Receives payment instructions and "Pending Payment" status
Ticket Status Display
Pending Payment: Yellow badge with payment instructions displayed
Confirmed: Green badge, member is registered and ready to attend
Register button is disabled once member has a ticket (prevents duplicate purchases)
Free Events
Events with price set to 0 work differently:
No payment method required
Tickets are instantly confirmed upon registration
No invoice created (no payment to track)
Still counts toward capacity if seat limit is set
Perfect for casual meetups, coffee hours, or community gatherings
Financial Integration
Automatic Invoice Generation
When a member purchases an event ticket, the system automatically:
Creates an invoice with the event ticket as a line item
Links the invoice to the payment record
Includes tax calculations if configured
Applies any discount codes used during purchase
Records payment processing fees
Revenue Reporting
Event ticket revenue appears in Reports → Revenue
Separate "Events" category with ticket icon
Track revenue by event name
Compare event performance over time
See breakdown by payment method
Best Practices
Event Planning
Set Realistic Capacity: Consider room size and comfort when setting seat limits
Clear Descriptions: Explain what attendees will experience and what they should bring
Compelling Images: Use quality photos that represent your event type
Advance Notice: Create events well in advance to allow members to plan
Payment Handling
Enable PayPal: For best member experience, enable instant confirmation
Prompt Approval: Review and approve pending payments quickly to confirm tickets
Clear Instructions: Provide detailed payment instructions for manual methods
Refund Policy: Establish clear refund policies and communicate them to members
Member Communication
Event Reminders: Send reminders through group chats or email before events
Payment Follow-up: Check pending payments and follow up with members if needed
Post-Event: Share photos and gather feedback in group chats
Common Scenarios
Event Appears Sold Out But Has Pending Tickets
This is expected behavior. Only confirmed tickets count toward capacity. You have two options:
Wait for Payment: Follow up with members who have pending payments
Cancel Pending Tickets: If payment deadline passes, cancel the payment in Transactions to free up seats
Member Wants to Purchase Multiple Tickets
Currently, members can purchase one ticket per event. If they need multiple seats (e.g., bringing guests), they should:
Contact you directly
You can manually create additional memberships or payments for guests if needed
Cancelling an Event
If you need to cancel an event:
Set the event to Unavailable to prevent new registrations
Manually refund each ticket payment through Finance → Transactions
Notify members through group chats or email
Consider deleting the event or keeping it for records
Troubleshooting
Ticket Not Confirming After Payment Approval
Ensure you marked the payment as "Completed" (not "Cancelled")
Check that the payment record includes ticket information in the "Item" column
Verify the member received a confirmation email
Check the participant list to see the updated status
Capacity Count Not Updating
Remember: Only confirmed tickets count toward capacity
Pending and cancelled tickets don't affect the count
Refresh the page to see the latest numbers
Member Can't Register for Event
Check these common causes:
Event is at capacity (all confirmed seats taken)
Event is marked as unavailable
Member already has a ticket (pending or confirmed)
Member's plan is not included in event restrictions