Skip to main content
Skip table of contents

How to create an event?

Once you log in to your QPay Clubs account, head to the Events page and click on Create New Event on the top right of your screen. On this page, you’ll find all the steps to create an event on QPay.

Step 1: Add your event details

  • Event Name: Give your event a title
    Tips: If you have multiple events with the same name, we recommend adding the date of the event to the title

  • Event URL: This is the link that you will share with your event attendees. By giving your event a name, a link to your event will automatically be generated. The URL can be edited until you create your event.
    Tips: The event URL has a character limit to make sure it is short and concise.

  • Event Date & Time: Add your event’s date and start time.

  • Event Banner: Add an event banner to personalise your event and highlight the most important information about your event. The event banner must be a PNG, JPEG, or GIF file type and we recommend having a width of 930px.
    Tips: Clubs and societies usually add their event name, event organiser name, and event date to the event banner.

  • Event Address: Click the toggle if your event is online or add the address of your event venue if your event is in-person.

  • Event Description: Give some information about your event (i.e. is there a theme? who is invited? is there a dress code?). Keep it short and sweet!

  • Facebook URL: If you created a Facebook event, drop the link here!
    This field is optional

  • Refund Policy: You can add a refund policy specific to your event.
    There are a few options to choose from:

    • On a case-by-case basis

    • Up to 1 day before the event starts

    • Up to 7 days before the event starts

    • Up to 30 days before the event starts

    • No refunds

This field is optional.

Step 2: Set up your tickets

General ticket settings

This section is generic to your whole event. If you’d like to modify the details of a specific ticket type, head to the category below.

  • When do you want to start selling: Set a start date for your general ticket sales

  • When do you want to stop selling: Set an end date for your general ticket sales

  • Total number of tickets for event: Set a limit to your event if it has a maximum capacity
    This field is optional

  • Maximum tickets per order: Set a limit of tickets each attendee can purchase in one transaction/order. Capping orders prevent scalping! By default, this number is set to 10.

  • Ticket fees: We charge a small booking fee for paid events. You can decide whether to:

    • Pass the ticket fees onto the buyers

    • Absorb the ticket fees

QPay is free to use for free events!

  • Does your event have tables or groups: The grouping functionality can help you organise your event and divide your attendees into groups. As an example, if you organise a ball, you can set up tables and your attendees will be prompted to choose their seats when purchasing their tickets.
    To get started, set up the following:

    • Type of group: Choose if you’d like to group your attendees by tables, teams, buses, or cabins depending on the type of event you’re setting up.

    • Number of groups: Choose how many groups you’d like to divide your attendees into. As an example, if you’ll have 10 tables at your venue, set this field to 10.

    • Number of tickets per group: Choose how many attendees can join each group. As an example, if each table has 8 seats, set this field to 8.

Create tickets

Click on Add Ticket to get started with the creation of tickets! You can create as many ticket types as you want.

  • Ticket name: Give your ticket a name! The most popular ticket types on QPay are:

    • Member and non-member tickets

    • Multiple releases tickets (i.e.: Early Bird/ First Release, Second Release, etc.)

    • General admission

You can also mix & match and create both 🙂

  • Available ticket quantity: Set a cap for the number of available tickets of this type
    This field is optional

  • Ticket price: Set a price for your ticket. If your ticket is free, set it to 0. The price of your ticket including booking fees (for paid events) will appear on the right.

  • Allow only club members to buy this ticket: Tick this box if you have a membership list on QPay and would like to restrict your ticket type to your members. Make sure that your members have valid phone numbers or email addresses for this to work. You can restrict your ticket type to one or more membership types.

    If you don’t have members on QPay, head to our here to see how you can set this up!
    Tips: It’s a good idea to set this up if you’d like to give a price discount to your members! You can also organise members-only events this way.

  • Allow custom start/stop time for this ticket type: Set a start/stop date and time for your ticket type’s sales. This is usually useful if you organise multiple releases (i.e. early bird, second release, etc.).
    This field is optional

Advanced ticket settings

  • Set a password to purchase this: Tick this box if you’d like your ticket type to be protected by a code/password. Your attendees will be prompted to enter the password in order to purchase this ticket type.

  • Enforce minimum order quantity for this ticket type: Tick this box if you’d like to offer ticket packages with a minimum number of tickets to be sold in the same order.
    Tips: Most clubs set this up when they offer ticket bundles or packages. For example, buy 4 tickets get 1 free, or buy 2 tickets for the price of 1. Follow the steps below to set this up.

Special ticket type: GROUP DISCOUNT TICKET

What is Group Discount Ticket?

Group Discount Ticket offers a certain discount to buyers when they buy at least a number of tickets, e.g: buy at least 3 tickets and get 10% off

How to set it up?

To set up discount for group tickets, you need to create a separate ticket type for group tickets

  • Click “Add Ticket”

  • Set “Ticket name” as Group ticket

  • Set “Available ticket quantity”

  • Set “Ticket Price”
    Enter the discounted ticket price for each ticket.
    For example:
    A general ticket price: $5
    If you offer 10% off for an order of at least 3 tickets, the discounted ticket price will be: $4.5 (= 5*90%)

  • In Advanced Ticket Settings, turn on the toggle for “Enforce minimum order quantity for this ticket type” and enter the minimum number of tickets that the buyers need to buy to get the discount.
    With the example above, enter 3 for the minimum ticket order

  • Click “Save”

Optional steps

You can still enable other ticket settings with Group Discount Ticket type such as: Membership-only, Password protected ticket, Custom start and stop sale time, Add extra questions for buyers.

  • Collect extra information from buyers: Attendees are prompted to add the full names and phone numbers on each ticket they purchase. If you’d like to collect any additional information, tick the options in this section or add additional questions! You can add as many additional questions as you want and choose if the questions as optional or mandatory.

Step 3: Summary

In this last step, you can review your event details. Then publish your event or save it as a draft!

What happens once I publish an event?

After clicking “Publish”, your event will be published and you can start promoting it - here’s how to!

Your event will appear on the QPay App under the Events section with all the other live events at your uni. You can also share the link or QR code to start selling tickets.

You can always come back later to edit your event after publishing it - most settings can be edited once your event is published.

JavaScript errors detected

Please note, these errors can depend on your browser setup.

If this problem persists, please contact our support.