Types of Events
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      2. Events
      3. Types of Events

      Paid events

      In this article you will learn how to set up and manage paid events.

      Note: The “paid events” module is a paid extension and is not included in every eyevip license.

       

      Table of contents

      Caution: We currently recommend not to use the waiting list function in combination with paid events. If the waiting list is activated, no payment is initiated in the registration process for the waiting list. However, the registration data and the desired ticket type are added to the guest list.

      Stripe

      Stripe is a payment and financial service provider and processes payments securely and easily. Learn more about Stripe.

      Create account

      Please create an account for Stripe yourself to be able to use the “paid events” function. If you have any questions, please contact Stripe support.

      Note: The creation and use of an account is free of charge. Stripe charges payment processing fees for credit cards.

      It is important that you add us as a user to your account so that we can link the account with eyevip.

      Also important for you:

      • Enter all company data for your account.
      • Link the account to a bank account and set the currency.
      • Discuss with your accounting department how the offsetting of taxes should be determined.

      Create product

      You can create your product under the Product catalog tab in Stripe. 

      1. Select Add product.
      2. Give the product a name (if it is a multilingual event, set a name that is as neutral as possible and suitable for all languages). Names cannot be set in multiple languages.
      3. Give the product a description.
      4. Select the desired product tax code.
      5. Set the One-off payment button (you are probably selling a one-time service such as a ticket).
      6. Set the amount for the product.
      7. Click on Add product.

      Note: The products are displayed in eyevip in the order in which you created them in Stripe. The order of the products cannot be changed afterwards.

      Archive product

      If you no longer wish to use a product, you can archive it. It is not possible to delete a product if it has already been used.

      1. Click on the three dots on the right-hand side of the product.
      2. Select Archive product.

      bezahlte_events_produkt_archivieren_en

      Branding

      Under the gear icon at the top right Settings > Business > Branding you can make small adjustments to the branding for email receipts and checkout and payment links. 

      bezahlte_events_branding_en

      Payments

      Under Transactions > Payments you can find an overview of all payments that have been made.

      bezahlte_events_zahlungen_en

      Good to know: You can easily refund payments to your guests. To do so, click on the three dots on the right-hand side of the product and select Refund payment.

      Activate option in the event

      To make the Stripe products visible in your event, you must activate them.

      1. Navigate to General Information > Online Registration.
      2. Select Event Type > Stripe and then add the desired Stripe Account.
      3. All products registered in Stripe will now come up as a list.

      bezahlte_events_stripe_account_en

      Product settings

      You can specify whether a product should only be available for the guest or also for the accompanying person. A product can also be activated for the accompanying person only.

      Caution: The “Ticket type” field must be added to the form in order to display the product in the registration form. Make the field mandatory.

      Import product

      Check the Import product box if you want to add it to the event. 

      bezahlte_events_produkt_importieren_en

      Form (guest)

      Activate the Form (guest) option to make the product available for guests as a ticket type in the registration form. 

      bezahlte_events_produkt_gast_en

      Form (companion)

      Activate the Form (companion) option to make the product available as a ticket type for companions in the registration form.

      bezahlte_events_produkt_begleitung_en

      Prepare registration form

      In order to display the products from Stripe in the guest registration form, you must add the “Ticket type” field to the form.

      1. Drag and drop the Ticket type field into the form.
      2. Mark the field as mandatory.
      3. Also select Accompanying person and Mandatory Accompanying person if you also provide Stripe products for accompanying persons.
      4. Save the settings.

      bezahlte_events_formular_ticket-typ_en

      Registration process Guest

      In the registration form, the guest selects the "Ticket Type" and, with a click on Send, is taken to the Summary of the data prior to the payment process page. 

      Clicking on Checkout takes the guest to the Stripe interface, where the payment can be made by credit card. 

      As soon as the payment has been completed, the guest is taken to the page Registration Confirmation of accepted invitation. At the same time, the registration confirmation is sent by e-mail. 

      Note: We recommend to send the QR ticket at the same time as the registration confirmation. Once payment has been made, the guest is probably expecting to receive the paid ticket for the event immediately. The selected ticket type is shown on the QR ticket.

      Guest status

      In addition to the already known guest status in the guest list, your eyevip receives an additional guest status with the “paid events” module:

      Icon Status Trigger
      hourglass-start-solid pending The guest has canceled the payment process.

      The status “pending” indicates that the process was canceled before the ticket was paid. The guest remains in the “pending” status and can only return to the payment process by receiving the “payment reminder” email.

      By receiving the “payment reminder” e-mail, the guest can complete the registration and pay or cancel the registration.  

      The “payment reminder” should only be sent as long as the payment session has not expired. The session expires after 24 hours. As soon as the cross icon (payment expired) appears in the Payment column, the status must be set to “created” or “invited” so that the person can register again and complete the payment.

      Note: A guest with the status “pending” can no longer register via the public registration form, as their e-mail address already exists in the guest list. A new registration via the public registration form is only possible if the guest is deleted from the guest list. 

      Payment status

      In the guest list, you can find the guest's current payment status in the Payment column: 

      Icon Status Trigger
      circle-check-solid Paid The ticket has been paid for.
      rotate-left-solid Refunded The ticket amount has been refunded.
      circle-x-solid Expired The payment process has not been completed and has expired.

      If the payment status “expired” is displayed, you should note the information on the guest status "pending".

      Payment session

      In the guest list, you can find a column called “Payment session” in which a specific code for the particular session from Stripe is displayed. This code is used for support purposes.

      bezahlte_events_zahlsession_en

      Frequently asked questions (FAQ)

      Can I invite guests to paid events at the same time without them having to pay (e.g. VIPs)?

      Yes, you can do this by creating free products in Stripe. Create a product with a price of CHF 0.00. You must then assign the product in the guest list to those guests who do not have to pay. The payment process is bypassed in their registration process. Please note that this is only possible for closed events.

      Can I set the ticket type for the guest in the guest list in advance?

      The ticket type can be set with the guest in advance. As soon as the guest arrives at the registration form, the saved ticket type is displayed. 

      If there are several products to choose from, the guest can change the ticket type.

      The same applies to the accompanying person. You can set the ticket type for the accompanying person in the guest settings.

      If there is only one product to choose from, this product will be displayed. In this case, the Ticket type field could be removed from the form. The ticket type must be set for the guest. The guest should be informed in the communication that this is a paid event. The guest will be redirected to the Stripe interface for payment during the registration process. 

      Can I filter my guest list by ticket type?

      Yes, use the ticket type filter in the filter options.

      bezahlte_events_ticket-type_en

      Why can't I see the ticket type for the accompanying person(s) in the registration form?

      Please make sure that you have checked the box for Accompanying Person and Required for Accompaniment in the Ticket type field in the form editor. 

      bezahlte_events_formulareditor_en

      In addition, the product must be selected for the accompaniment in the event settings under Form (companion).