Running events and payment links in Tixello

Most venues start using Tixello for one event and then discover the other half of it: it will take a payment for anything at all. A bus trip, a members' raffle book, a deposit on a function room, a fundraiser plate. If you can describe the thing and put a price on it, you can have a link for it in about five minutes — and that link works from a Facebook post, a text message, or a QR code on a poster in the foyer.

01 — The short versionIf your website is one of ours

Venues on a Caidence website get the setup done for them. When an event goes onto your site, the matching Tixello event, its ticket types and its payment link are created at the same time and the link is wired into the What's On listing. Nobody at your end has to build anything.

What that means day to day:

• You don't create the event. Send us the event the way you always do — poster, dates, prices, what's included — and it appears on the website and in Tixello together.
• You log in to look, not to build. Sign in when you want to know how many have sold, who's coming, or what's been taken so far.
• The Book now button on your site is the Tixello link. Same page, same checkout, whether someone arrives from your website, a Facebook post or a QR code.
• You can still edit it. Everything in this guide works on an event we created for you — change the description, add a ticket type, pause sales.

02 — Getting inSigning in and finding things

Tixello lives at app.tixello.com.au. You sign in with your own email address and a password we email you — there's no shared venue login, because the whole point is being able to see who did what.

Once you're in, there are five things down the left-hand side and they do what they say:

An order and an attendee aren't the same thing, and the difference catches people out. One member buying four tickets is one order and four attendees. When you're counting chairs, use Attendees. When you're reconciling money, use Orders.

03 — Building oneCreating an event yourself

From Events, press New event. The first screen is deliberately short — it only asks for enough to create the thing, and everything else is added afterwards.

04 — TicketsTicket types, prices and capacity

Open the event and go to the Tickets tab. Every event needs at least one ticket type, even a free one — that's the thing people actually select at checkout.

Press Add and you get five fields:

Pause is the useful one. Early-bird finished, members' allocation gone, kitchen has capped the sit-down numbers — pause the ticket type and it disappears from the checkout while everything already sold stays exactly as it is. Deleting is almost never what you want.

Below the ticket types is Custom attendee fields. Name and email are always collected, so you only need this for extras — dietary requirements, table or group name, member number, a bus pick-up point. Add them before you publish; adding one halfway through means the people who booked early never answered it.

05 — The pageMaking the event page look right

Two tabs control what the public sees. Everything on both applies to the live page as soon as you save.

Content

Your description sits at the top. Underneath it, Page blocks let you add proper sections rather than one long paragraph — pick a type per block, fill in its fields, reorder with the arrows:

Design

Your club's colours, logo and fonts are already set once, centrally, and every event inherits them — so you shouldn't normally need this tab at all. It's there for the one-off: a themed night that wants its own accent colour, a dark background behind a light poster, or a page where the ticket panel reads better below the content than beside it. Leave a field blank and it inherits. If in doubt, leave it alone — a consistent look across every event is worth more than a bespoke one.

06 — Going livePublishing and sharing the link

Down the right-hand side of the event is the Publish panel. Press it and the page goes live and starts accepting bookings; Unpublish takes it straight back off sale without deleting anything.

Underneath is the Public URL with a Copy button. That's the link, and it's the only thing you need to share. Every event has its own — there's no single page listing all your events, which is exactly why your website's What's On page matters.

Where to put it:

• Your website's event listing — automatic if we built your site.
• The Facebook event and post, and your Instagram bio link.
• The members' newsletter — on the button, not typed out as raw text.
• A QR code on posters, table talkers and the screens. Send us the link and we'll send back a print-quality QR code, or put it straight onto the artwork for you. Generating them inside Tixello is on its way — until then, just ask.

Holding the tickets back

By default a ticket is emailed the instant someone pays. On the event's Details tab, Tickets send date changes that: buyers still get an immediate order confirmation, but the ticket itself doesn't go out until the date you choose. Useful when the artwork isn't finished, when seat or table allocations are decided later, or when you'd simply rather the ticket land in someone's inbox the week of the event than three months before it.

07 — The other halfPayment links for things that aren't events

This is the part most venues don't realise they have. Tixello only really knows one trick — publish a page, take a payment, email a receipt — and nothing forces that page to be an event. Anything you'd otherwise take cash or an EFTPOS payment for at the desk can be a link instead.

Things clubs use it for:

You build it exactly the same way: New event, give it a plain name people will recognise on their bank statement, put a date on it (use the closing date if there's no actual event), add a ticket type per thing being paid for, publish, copy the link. Then text it, post it, or hand it over as a QR code.

08 — On the nightCheck-in and door sales

Checking people in

Open the event and press Check in at the top right. Point the camera at the QR code on someone's ticket and it checks them in; if the camera won't play or someone's turned up with a printout, type the ticket code into Manual entry instead. A running Checked in count sits on the same screen.

Practical notes for the door:

• Use a phone or tablet, not the office PC. The camera scanner needs a camera, and it needs you to allow camera access the first time.
• Sign in before the doors open, not while there's a queue. Have the check-in screen already up.
• Keep the Attendees list open on a second device. Someone will arrive having deleted the email, and finding them by surname is faster than arguing about it.
• Have a plan for no internet. Print or export the attendee list that afternoon. A paper list and a pen has saved more events than any app.

Someone who isn't on the list

Go to Attendees and press Add attendee. Choose the ticket type, put in their first name, surname and email, and they're added and issued a ticket. That covers the walk-up who paid at the door, the committee member who was always coming, the raffle winner, the sponsor's guests.

The one thing to be clear about: adding someone here doesn't take any money. It records that they hold a ticket. If they've paid cash at the door, that cash still has to go through your till the way it always has, or your Tixello figures and your takings won't agree.

The pencil beside each attendee corrects a name, email or phone number — worth doing rather than adding a duplicate, because a wrong email means the ticket never arrives. The paper-plane icon beside each attendee and each order resends the ticket, which answers the most common phone call you'll get.

09 — Telling themEmailing everyone who's coming

On the event page, under Communications, Email attendees writes to everyone holding a ticket or RSVP for that event. Give it a subject and a message and send.

It's the right tool for the things that come up between selling the ticket and the night itself:

• A reminder two or three days out, with the start time and where to park.
• A change of room, time or line-up.
• Weather calls for anything outdoors.
• A thank-you afterwards, with the date of the next one.

10 — The moneyStripe, payouts and refunds

Card payments run through Stripe, connected to your club's own account. This is the bit worth understanding properly, because it's different from most ticketing platforms:

• The money lands in your Stripe account, not ours. Tixello never holds your funds and takes no cut of the ticket price.
• Stripe pays out to your bank automatically on a rolling schedule once payments start. The Payouts page shows what's available, what's still clearing, and the recent transfers.
• Free and RSVP events don't need Stripe at all. You only need it connected to sell a paid ticket — and a paid event can't be published until it is.
• Bank details, payout schedule and card disputes live in Stripe, not in Tixello. There's a link straight through to the Stripe dashboard on both the Stripe and Payouts pages.

Refunds

Because the money is sitting in your Stripe account, a refund is issued from your Stripe dashboard — Tixello shows the order's status rather than being the place you press the button. In practice: find the payment in Stripe, refund it there, and the order reads back as refunded, with the refunded total reflected in the event's report.

Two things worth deciding before your first refund rather than during it: whether you refund at all for a change of mind, and by when. Put whatever you decide in the event description so it's answered before someone buys. If you're not sure how your venue's Stripe access is set up, or nobody's done a refund before, ring us and we'll walk you through the first one.

11 — DiscountsPromo codes

Promo codes in the left-hand menu makes discount codes for paid events. New code asks for:

12 — NumbersReports and exports

Each event has a Report tab: tickets sold, net revenue, orders, capacity left, and a breakdown of gross ticket value, booking fees, discounts, what was collected, what was refunded and the net. Below that, a per-ticket-type table — how many Adult, how many Concession, how many free — with Export CSV for a spreadsheet.

The Attendees page has its own Export CSV, which is the one you actually want the week of the event: every name and email, filtered by event, ready to print as a door list or hand to the kitchen as a headcount.

Worth building the habit of exporting the attendee list the afternoon of the event. It's your fallback if the internet drops out at the front door, and it's the version of the list nobody can accidentally change.

13 — AccessWho can log in

Under Settings ▸ Team you can invite colleagues. Each person signs in with their own email and their own password — please don't share one login around the duty managers.

When someone leaves, deactivate them rather than deleting: their history stays intact and their sign-in stops working. The last remaining owner can't be removed, which is deliberate — it stops a venue locking itself out. Add Tixello to your staff access checklist so it's handled on someone's last day rather than remembered six months later.

14 — QuestionsQuick answers

Last reviewed 2 August 2026. Written against the Tixello portal as it stands at that date; screens and wording change as the product develops, so tell us if something here doesn't match what you're seeing. Features vary by plan. Raffles, trade promotions and public fundraising are regulated separately in NSW and QLD — taking the payment online doesn't change what permit you need, so check with whoever handles your compliance. This guide covers the software, not your club's ticketing, refund or privacy policies.