Box office and check-in
hayaterp.com ↗Sell and admit in Hayat Events — the box office with seat picker, promo codes, cash or card and complimentary tickets; ticket orders and their statuses; taking payments and sending pay links; refunds with the event's policy and fee; cancelling pending orders and resending tickets; attendees and badge printing; door check-in by QR scanner or phone camera, duplicate warnings, offline mode with sync, live counts per gate; organiser settlement and payouts.
The Box office, Ticket orders and the order page need events.manage. The Check-in screen needs events.checkin only, so door staff see nothing else.
Box office
- Box office: choose the event and session.
- Enter the quantity of each ticket type. For seated types pick the seats on the map (the counter shows how many are still to pick).
- Optional: a promo code (Apply).
- Quote shows the lines, discount and total.
- Fill the buyer: name, phone and / or email (the tickets are sent there). To bill a company account, choose it under Invoice to customer; otherwise the order goes on the walk-in customer.
- Choose the method and the amount received — leave it blank for the full amount, type 0 to reserve unpaid. Tick Complimentary (free) for guest passes.
- Confirm order. The order opens with its tickets; Print tickets prints them with their QR codes.
A box-office order is confirmed at once: the Sales invoice and the receipt are posted, and the tickets link is sent if the buyer gave a phone or email.
Ticket orders
Ticket orders lists every order, online and box office. Filter by event, session, status, payment status, channel (Online, Box office, Complimentary, Registration) or Needs attention; search by order or invoice number, buyer name, or the exact phone or email.
| Order status | Means |
|---|---|
| Pending | An online buyer is paying; seats are held for Seat hold while paying minutes |
| Confirmed | Tickets issued (paid, reserved unpaid, free or complimentary) |
| Expired | The hold ran out without payment; seats freed |
| Cancelled | Cancelled by staff, or an unpaid reservation not paid in time |
| Refunded | All tickets refunded |
The payment status beside it is Unpaid, Part paid, Paid, Free, Part refunded or Refunded. Unpaid reservations are cancelled by themselves when their pay by time passes (staff are told if part was paid).
On the order page
| Button | Does |
|---|---|
| Receive payment | Amount, method, reference and date — a Sales receipt on the order's invoice |
| Pay link | An online payment link for what is due, to send to the buyer |
| Refund… | Refund some or all tickets (below) |
| Cancel order | Only a pending order; its seats are freed |
| Resend tickets | Sends the tickets link again by the channels in the settings |
| Print tickets | One QR ticket per person |
Needs attention marks an order where an online payment arrived after the order had expired and the seats were already sold. The money is kept as a customer advance — refund it to the buyer.
Refunds
Refund…: tick the tickets (or all), give the reason and how the money is paid back. The event's refund policy decides:
- None — no refunds; Full — refunds any time; Until days before — refunds up to that many days before the session.
- The refund fee % of the event is kept, unless you tick Waive the refund fee, or the event or session was cancelled.
- A checked-in ticket, or a refund outside the policy, needs Override the policy.
Hayat posts a Sales credit note for the refundable part and pays back up to what was paid; unpaid tickets are simply cancelled. Refunded tickets stop working at the door.
For a cancelled event, Refund all on the event refunds every order in full in one go.
Attendees and badges
Attendees lists every ticket of an event — name, ticket type, session, seat, status, check-in time and gate — with search. You can correct an attendee's name and answers, and Undo check-in of someone scanned by mistake.
Badges: choose the event (and session or ticket type) and Print … badge(s). Each badge has the name, ticket type, seat, the QR code and the form answers marked on badge.
Check-in at the door
- On a phone, tablet or a PC with a scanner, open Check-in.
- Choose the event and the session, and type the Gate name (Gate 1, VIP door). The screen remembers them.
- Scan each ticket: with a barcode scanner that types into the code box, or 📷 Camera to use the device's camera. A ticket code can also be typed.
- Read the big result and let the person in — or not.
| Result | Colour | Means |
|---|---|---|
| Admitted | Green | Valid; now checked in (with the amount still due if unpaid tickets are let in) |
| Duplicate | Amber | Already in — at what time and gate |
| Unpaid | Red | Money is due and Door: admit unpaid reservations is off |
| Cancelled | Red | The ticket was refunded or cancelled, or the order is not confirmed |
| Wrong event / Wrong session | Red | A ticket for another event or show |
| Invalid | Red | Not a ticket of yours, or a forged QR |
The QR codes are signed, so a made-up or altered code is refused. Every scan is logged, including refused ones. The camera works in browsers that can read barcodes by themselves (Chrome on Android, for example); otherwise use a scanner or type the code.
Offline mode — for a hall or ground with weak internet:
- While online, tick Offline mode and Download list. The device keeps the session's valid tickets.
- Scan as usual; tickets are checked on the device and the scans are queued.
- When the connection is back, Sync now sends the queued scans (up to 5,000 at a time), in the order they happened.
Two gates offline at the same time cannot see each other's scans until both have synced; a duplicate then shows up in the sync result.
Live counts at the bottom refresh every 12 seconds: expected, admitted, still to come, arrivals in the last 15 minutes, per gate (in, duplicates, refused) and per ticket type. The same counts are on the event's Check-in tab.
Organiser settlement and payouts
For an organiser's event, every confirmed order splits its net sales into your commission (commission % + fee per ticket) and the organiser's share, which waits in Payable to Event Organisers.
The event's Settlement tab, and Organisers → Settlement for all their events, show per event: orders, tickets, gross, discounts, refunds, net sales, commission, organiser share, paid out and balance.
Pay out (on the organiser): the amount (up to the balance), the event, the method and reference. It is posted at once (number EVP-…) and listed under Organiser payouts. The Settlement (organisers) report gives the same figures for a date range.