How to set up payments, launch events, sell tickets, and scan guests.

1. Create your organizer account or sign in to the Organizer Portal.
2. Use the dashboard checklist to connect Stripe or Square, create an event, publish it, and share it.
3. Open Account settings → Payments to connect or reconnect payment processors and choose the active checkout.
4. Create an event with the guided wizard: Basic Info → Tickets → Payments → Review.
5. For multi-day events, enable the multi-day toggle and choose each ticket type’s scan rule.
6. Review event payment fees and refund policy before publishing.
7. Publish the event when it is ready, then share the public event page or download the purchase QR poster.
8. Before doors open, create an event scanner link for check-in staff or use the Admin QR scanner as a manager.

What to use first

1. Use the setup checklist if you are new. It tracks payment connection, event creation, publishing, and sharing.
2. Use Quick Actions for common tasks like Create Event, View Sales, and payment setup when a processor still needs work.
3. Use the dashboard metrics to spot active events, tickets sold, revenue, and upcoming events quickly.
4. Use the Your events search and status filter to find events by name, date, location, draft, published, canceled, or expired status.
5. Use each event card’s progress bar to understand sold percentage, remaining tickets, capacity, and pending holds.

How to choose the active checkout

1. Open the Organizer Portal and sign in.
2. Open Account settings, then choose the Payments tab.
3. Review Stripe and Square connection status. Connected processors show as ready or connected.
4. Click “Use Stripe checkout” or “Use Square checkout” on the processor you want customers to use.
5. Confirm the dashboard shows the correct active checkout before sharing event links.

1. Sign in to the Organizer Portal.
2. Open Account settings → Payments, or use the dashboard Stripe setup quick action if it appears.
3. Click “Connect Stripe” if you have not started yet. If Stripe setup was started but not finished, click “Continue Stripe onboarding”.
4. A secure Stripe page will open. Follow Stripe’s instructions and enter the requested business, banking, tax, or identity information.
5. When Stripe sends you back to TixFlo, check the Stripe status in the Account card.
6. If Stripe still says action is needed, open the Stripe setup again and complete the missing fields.
7. When Stripe shows connected/ready, click “Use Stripe checkout” if you want customers to pay through Stripe.

Reconnect Stripe from Account settings

1. Open the Organizer Portal.
2. Click “Account settings” in the Account card.
3. Open the Payments tab.
4. Click “Reconnect Stripe”.
5. Complete any Stripe prompts, then return to TixFlo.

1. Sign in to the Organizer Portal.
2. Open Account settings → Payments, or use the dashboard Square setup quick action if it appears.
3. Click “Connect Square”.
4. Square will open and ask you to sign in to your Square seller account.
5. Approve the requested permissions. These permissions allow TixFlo to create checkout pages and route the correct service fee.
6. Square will send you back to TixFlo after approval.
7. Check that Square now shows connected in the Account card.
8. Click “Use Square checkout” if you want customers to pay through Square.

Reconnect Square from Account settings

1. Open the Organizer Portal.
2. Click “Account settings” in the Account card.
3. Open the Payments tab.
4. Click “Reconnect Square”.
5. Approve the Square permissions again.
6. Return to TixFlo and retry checkout.

Create a new event

1. Sign in to the Organizer Portal.
2. Click “Create Event” from Quick Actions or from the Your events area.
3. Step 1 — Basic Info: enter event name, optional description, date/time, and location.
4. If the event spans multiple days, turn on “Is this a multi-day event?” and add the end date/time.
5. Step 2 — Tickets: add ticket types with name, price, quantity, and scan rule.
6. Step 3 — Payments: review payment processor and processing-fee pass-through behavior.
7. Step 4 — Review: confirm the public-facing details, then create the draft.
8. The wizard autosaves draft progress locally while you work.

Multi-day scan rules

1. Single scan — the ticket can be used once for the whole event.
2. Once per day — the ticket can be scanned once on each eligible event day.
3. Unlimited per day — the ticket can be scanned multiple times per eligible day.

Ticket type examples

1. General Admission — one standard ticket price for everyone.
2. VIP — a higher-priced ticket with extra access or perks.
3. Early Bird — a limited quantity at a lower price.
4. Table for 4 — a ticket type that represents a group package.

Publish an event

1. Open the draft event in “Your events”.
2. Review the date, time, location, ticket types, prices, and quantities.
3. Make sure your active checkout processor is connected and ready.
4. Click “Publish for customers”.
5. After publishing, the public event page link appears from the event card title and Event actions menu.
6. Open the public link to confirm the customer page looks right.
7. Share the public event link with customers by text, email, social media, flyers, or your website.
8. Use “Download purchase QR” if you want a printable QR poster for flyers or the front desk.

Edit a draft

1. Draft events can be edited before publishing.
2. Open the event card’s Event actions menu and click “Edit draft”.
3. Update the name, date, time, location, or ticket types.
4. Save the draft again.

Payment fees

1. Open the event card.
2. Open the Event actions menu.
3. Click “Payment fees”.
4. Choose whether Stripe card processing fees should be passed to the customer.
5. Save the payment fee setting.

Refund policy

1. Open the event card.
2. Open the Event actions menu.
3. Click “Refund policy”.
4. Choose whether customers can request refunds.
5. Set the refund cutoff before the event. For example, 24 hours means customers cannot request a normal refund inside the final 24 hours before the event.
6. Choose whether unused tickets can be refunded after the event.
7. Set the unused-ticket refund window in days.
8. Set the canceled-event refund window in days.
9. Save the refund policy.

Copy an event

1. Use “Copy event” when you are running a similar event again.
2. Choose the new event name, date, time, and location.
3. Choose whether to copy ticket types and prices.
4. The copied event is created as a draft so you can review it before publishing.

Cancel or delete an event

1. Cancel an event when the event should stop selling tickets but you need to keep the record.
2. Canceling stops ticket sales immediately.
3. Buyers may be able to request refunds based on the canceled-event refund window.
4. Delete is only for events that do not have orders yet.
5. Be careful: delete is permanent.

What each tab is for

1. General — review account basics and common settings.
2. Payments — connect/reconnect Stripe or Square and choose the active checkout processor.
3. Scanner — open the Admin QR scanner and review event scanner guidance.
4. Notifications — review email and reminder behavior for buyers and organizers.
5. Security — request password reset help or sign out.
6. Organization — review organization details and organizer actions.

Buyer flow

1. The buyer opens the public event page or scans a purchase QR poster.
2. They choose quantities for one or more ticket types.
3. They enter the email address where receipt and ticket access should be sent. Phone is optional.
4. They review selected tickets and estimated total before leaving TixFlo.
5. They complete payment through Stripe or Square hosted checkout.
6. Tickets are held for 30 minutes while checkout is pending.
7. QR tickets unlock only after the processor confirms payment by webhook.
8. If checkout is abandoned, TixFlo sends one reminder after 10 minutes with the original checkout link.

Create a scanner link

1. Sign in to the Organizer Portal.
2. Go to “Your events”.
3. Find the event you want to check in.
4. Open the Event actions menu and click “Create scanner link”.
5. TixFlo creates scanner access details for that event.
6. Copy the scanner link and share it only with trusted staff.

Use the scanner at the door

1. Open the scanner link on the phone, tablet, or computer used at check-in.
2. Allow camera access if the browser asks for permission.
3. Scan the QR code on the customer’s ticket.
4. A valid result means the ticket can enter.
5. A duplicate result means that ticket was already scanned for the current allowed scan period. Check the guest carefully before allowing entry.
6. An invalid result means the QR code is not accepted for that event.
7. Recent scans appear on the scanner page so staff can see what was just checked.

Manual scanner entry

1. If the camera is not working, staff can type or paste the ticket QR token into the scanner form.
2. Enter a device name if you want to identify which gate or staff device scanned the ticket.
3. Submit the form to validate the ticket.

Revoke scanner access

1. If a scanner link was sent to the wrong person, revoke it from the event card.
2. After revoking, existing copies of that scanner link stop working.
3. Create a new scanner link if trusted staff still need access.

Open the Admin QR scanner

1. Sign in to the Organizer Portal.
2. Find the Account card at the top of the dashboard.
3. Click “Account settings”.
4. Open the Scanner tab.
5. Click “Admin QR scanner”.
6. The admin scanner opens with your organizer account permissions. If your account has more than one organization, choose the correct organization before scanning.

Look up a ticket

1. Open the Admin QR scanner on a phone, tablet, or computer.
2. Allow camera access if you want to scan with the device camera.
3. Scan the customer’s QR code, or paste the QR token into the manual lookup box.
4. Review the ticket label, event, ticket type, buyer email, purchase time, paid time, amount paid, payment status, refund status, and scan history.
5. Scan history shows the device label and time for scans that have already happened.

Use elevated actions

1. Use “Mark ticket used” when you need to manually check in a valid unused ticket. TixFlo records a scan for the device label shown on the page.
2. Use “Refund this ticket” when the event refund policy allows a refund for that specific unused ticket.
3. Ticket-level refunds return the ticket price plus applicable proportional tax. TixFlo service fees and processing fees are not refunded.
4. A refunded ticket can no longer be used for entry, and its QR code is hidden from the buyer order page.