Hayat Events — events and ticketing
hayaterp.com ↗Hayat Events is the opt-in Hayat ERP module for venues, promoters, conference and seminar organisers, clubs and schools that sell tickets or take registrations — venues with seat maps, events with sessions, ticket types and promo codes, a public event page where buyers choose seats and pay online, the box office, QR tickets by SMS, email and WhatsApp, refunds, door check-in with offline mode, badges, organiser settlement and payouts. Who it is for, who does what, switching it on, demo data and how money reaches the accounts.
Hayat Events sells tickets — online on your own public event page, and at the box office — and lets your door staff scan them in. Every paid order is a normal Sales invoice and every payment a Sales receipt, so ticket income, refunds and what you owe to outside organisers are in your books the moment they happen.
Who it is for
| You run | What Hayat Events does for you |
|---|---|
| Venue, hall or arts council | Seat maps by section and row, several shows of one event, seats held while the buyer pays, box-office sales, door scanning at several gates. |
| Promoter or ticketing agent | Events for outside organisers with your commission and fee per ticket, the organiser's settlement and payouts. |
| Conference, seminar or expo organiser | Free registration with your own questions per attendee, badges with QR codes, live check-in counts. |
| Club, school or community group | Early-bird, group, VIP and complimentary tickets, promo codes, reserve now, pay later. |
The menu
| Menu item | What it is |
|---|---|
| Events dashboard | Upcoming events, sales today and in 30 days, tickets sold, pending orders, unpaid reservations, orders that need attention |
| Events | Every event; the event page with its tabs |
| Box office | Sell at the counter (events.manage) |
| Ticket orders | Every order, online and box office |
| Attendees / Badges | Ticket holders; badge printing |
| Check-in | The door scanner (events.checkin) |
| Venues & seat maps / Organisers | Places and their seats; the outside organisers you sell for |
| Event reports | The six reports below |
| Event settings | Holds, reservations, messages, door rules, accounts (events.manage only) |
Each event page has the tabs Details, Sessions, Ticket types, Promo codes, Form, Orders, Attendees, Check-in and Settlement.
Who does what
| Permission | Typical person | Can do |
|---|---|---|
| events.view | Everyone in the events team | See venues, events, orders, attendees, check-in counts, settlement and reports. |
| events.manage | Events manager, box-office cashier | Set up venues, seat maps, organisers, events, sessions, ticket types, promo codes and forms; sell at the box office; take payments, send pay links, refund and cancel; pay organisers; settings; demo data. |
| events.checkin | Door staff | The Check-in screen: scan tickets, offline mode, live counts; print badges. Works without events.view. |
Suggested roles (Settings → Roles): Events Manager (all three), Box Office (view + manage), Door Staff (checkin). See Roles.
Switch it on
Hayat Events is opt-in: a new business starts without it. Until it is on, every screen says Hayat Events is not part of your subscription and the public event pages show not found.
- Hayat team (super admin): in admin.hayaterp.com → Subscribers, open the business, tick Hayat Events under Modules and click Save modules. See Switch modules on or off.
- Business admin: in Settings → Roles give the events permissions to the right roles, and those roles to the users. The menu group Hayat Events appears at their next screen load.
- Events manager: fill the Event settings. For online payment set up online payments; for ticket links by SMS, email or WhatsApp set up the channels in Marketing.
- Add the venue, the event and its tickets and publish it.
Try it with demo data
With no events yet, a user with events.manage sees Load demo data on the Events dashboard. It adds a venue with a seat map (two seated sections and a standing floor), an organiser, a ticketed concert with two shows, five ticket types and a promo code, a free registration summit with a form, an event for the organiser, some free registrations and — when your chart of accounts is set up — two paid box-office orders invoiced through Sales.
Settings
| Setting | Default | Means |
|---|---|---|
| Seat hold while paying (minutes, 3–60) | 10 | How long seats and places stay held for an online buyer who is paying |
| Unpaid reservation valid (hours, 1–720) | 48 | How long a reserve now, pay later order waits for payment (never past the show) |
| Max tickets per order | 20 | |
| Public event and ticket pages | On | The my.hayaterp.com/e/… pages |
| Door: admit unpaid reservations | Off | Let unpaid tickets in with a warning instead of refusing them |
| Tickets carry sales tax | Off | Prices include sales tax; off = exempt |
| Email, SMS, WhatsApp | On, On, Off | How ticket links are sent |
| Reminder before the session (hours) | 24 | For the event soon reminder |
| Accounts | see below |
The reminder to buyers before their show is Event starting soon (tickets) in Marketing → Reminders — switch it on there and edit its text if you like. The default is Dear {name}, {event} starts {date} at {venue}. Your tickets: {link} — {business}; {order} can be used too.
How money reaches the accounts
| What happens | Posting |
|---|---|
| An order is confirmed with a total above zero | One Sales invoice, a line per ticket type. The customer is the one chosen at the box office, or the walk-in customer Event ticket buyers (walk-in) |
| Your own event | The net (without tax) moves to Event Ticket Sales |
| An organiser's event | Your commission (% of net + fee per ticket) to Ticketing Commission; the rest to Payable to Event Organisers |
| Payment — box office or online | A Sales receipt against the invoice (cash, card, wallet …) |
| Refund | A Sales credit note for the refundable part, the income moved back in proportion, and the money paid back |
| Payout to an organiser | Dr Payable to Event Organisers / Cr cash or bank, up to their balance |
| An online payment arriving after the order expired and the seats were gone | Kept as a customer advance; the order is marked Needs attention so staff refund it |
Hayat Events adds three accounts the first time it needs them; each can be changed in the settings:
| Code | Account | Kind |
|---|---|---|
| 4760 | Event Ticket Sales | Income |
| 4765 | Ticketing Commission | Income |
| 2760 | Payable to Event Organisers | Liability |
Document numbers: EVO orders, EVP payouts; Sales numbers its own invoices, receipts and credit notes.
Reports
Event reports filter by event and dates and download as CSV.
| Report | Shows |
|---|---|
| Sales by ticket type | Units, tickets, gross, discounts, net, cancelled |
| Sales by day | Orders, tickets, sales, refunds, collected; online, box office and free |
| Check-ins & no-shows | Per session: expected, admitted, no-shows, attendance %, refused scans |
| Settlement (organisers) | Per event: gross, discounts, refunds, net, commission, organiser's share, paid out, balance |
| Attendee list | Every ticket of one event: name, type, session, seat, status, check-in time and gate, buyer, answers |
| Promo code usage | Orders, discount and sales per code |
In Hayat Reports two datasets are added: Event ticket sales and Event check-ins.
Getting started in order
- Fill the Event settings and switch on the payment and message channels.
- Add the venue — and its seat map if seats are numbered.
- Add any organiser you sell for.
- Create the event, sessions and ticket types, promo codes and the registration form.
- Publish (on sale) and share the public event page.
- Sell at the box office and check people in on the day.
Hayat Events pages
| Page | For |
|---|---|
| Set up and sell | Venues and seat maps, organisers, events, sessions, ticket types, promo codes, registration forms, publishing and cancelling |
| Box office and check-in | Box office, orders, payments and pay links, refunds, attendees and badges, door check-in and offline mode, organiser settlement and payouts |
| The public event page | What buyers see: the event page, choosing tickets and seats, paying or reserving, the tickets page with QR codes |