Help centre
Promoter handbook
Practical guidance for running events on FlippinTickets: when to use each feature, where it lives in admin, and how to get results. Download the PDF to share with your team.
Introduction
This handbook is for promoters (organisers) and their team members who manage events on FlippinTickets. It explains what each feature is for, when to use it, and where to find it in admin.
Admin lives at /admin after you sign in. Draft events show Details, Collaborators, and Gallery. After an event is published you also get Dashboard, Guest list, Printed tickets, Cashouts, and Marketing.
You can download this handbook as a PDF from the help centre for offline sharing with your team.
Roles & team
When to use: add door staff, ticket sellers, or marketing partners before the event so the right people have access without sharing your password.
Where: Promoters → your organisation → Team members.
Roles
Each team member has one role. The dashboard only shows actions their role allows.
- Organiser / Admin — full event, ticket, cashout, team, and promoter settings.
- Scanner — view events, scan tickets, use the guest list.
- Ticket seller — scan tickets and sell or record printed tickets.
- Affiliate / Influencer — view events and marketing-related tools.
- User — read-only visibility on events and dashboards.
Invite a team member
On Team members, add someone by searching for an existing user or entering their email and full name. Assign a role and choose whether they receive event communications.
Invitees get a welcome email and sign in at /admin/signin with PIN sign-in — no password is required on first access.
Create & publish an event
When to use: starting a new listing from scratch.
Where: Admin → Events → Create new event, then open the event at /admin/events/[slug].
Create checklist
The create flow walks you through promoter/market/venue, event details, and tickets. Gallery is optional at create time and can be finished later.
Publish or request to publish
When the draft is ready for public sale, use Request to publish from the event header (promoters with permission). Platform admins can Publish event directly.
Publish only when tickets, venue, and dates are correct — buyers will see the public event page immediately after publish.
Event details
When to use: set everything buyers need before and after publish.
Where: Event → Details tab, with sub-tabs Overview, Tickets, Discovery, and Applications.
Overview
Edit name, description, dates, and tags. Add or update event addresses (venues). Use About HTML for longer formatted copy on the public page. Set refund fee percent and refund window hours so buyers and your guest-list refunds follow clear rules.
Tickets & ticket groups
Create ticket types with prices and inventory. Ticket groups organise tiers (for example Early bird, General, VIP) into sections on the public picker. If you use groups, every ticket must belong to a group.
At the door, scanners can check in one ticket or the remaining tickets in a purchase group — useful when friends arrive together.
Discovery
Download share QR codes for the public event page and WhatsApp tickets {eventId} purchase. Link the event to a festival when lineup, schedule, and sponsors should appear on a festival microsite. Optionally feature the event on the FlippinTickets homepage with an image, overlay, and expiry date.
Applications
Enable vendor and/or artist applications, set disclaimer HTML, and restrict allowed categories or profile types. When open, Apply CTAs appear on the public event page (labels follow your promoter display names — for example Exhibitors).
Collaborators
When to use: build the public experience beyond tickets — lineup, schedule, sponsors, and vendor approvals.
Where: Event → Collaborators tab.
Lineup
Link artist/performer profiles to the event. Tab labels use your organiser terminology (for example Artists or Performers). Lineup also feeds festival homepages when this event is the festival primary event.
Schedule
Add time-ordered schedule items (title, time, location, image) for day-of agendas on the event or festival site.
Sponsors
Add sponsor displays with tier (platinum, gold, silver, partner), logo, optional URL, and sort order. Active sponsors appear on the public event page after About, before reactions, and on festival homepages when linked.
Vendors
Review pending applications, approve or reject, and invite vendors directly as approved when needed. Requires vendors:manage permission.
Gallery
When to use: upload posters, banners, and gallery images for the public page.
Where: Event → Gallery. Categories include Gallery, Poster, Banner, and Media. The first gallery image can fill poster/thumbnail when those still use defaults.
After publish: dashboard, guest list & refunds
When to use: day-to-day sales monitoring and customer support after tickets are live.
Dashboard
Where: Event → Dashboard. Review activity, sales metrics, remaining inventory, trends, and affiliate performance charts.
Guest list & refunds
Where: Event → Guest list. Search orders and purchases, see holders and scan/refund status. Process eligible refunds for un-scanned purchases within your refund policy window.
Door ops: scan & printed tickets
When to use: entry on the day, and physical ticket stock for outlets or door sales.
Scan tickets
Where: Event header → Scan tickets, or /admin/events/[slug]/scan on published events.
Point the camera at each QR code. For multi-ticket purchases you can check in one ticket or the remaining group. Organisers can scan from about five hours before start until shortly after the event; platform admins can scan anytime.
- Allow camera permissions and use good lighting.
- Each QR code can be scanned once for entry.
Printed tickets
Where: Event → Printed tickets. Generate numbered stock for a ticket type, customise print design (headline, footer, colours), preview/download PDF sheets, and record door or outlet sales. Inventory stats show total, available, sold, and scanned.
Cashouts & wallets
When to use: request payouts after sales land, and reconcile balances.
Event cashouts
Where: Event → Cashouts (published). Each currency shows revenue, already cashed out, pending, and available. Request a cashout with amount, currency, and due date (cashouts:write). Track history on the same tab. Platform admins complete requests with proof and can close remaining balances when an event ends.
Wallets
Where: Promoters → your organisation → Wallets. View balances per market/currency and ledger entries after sales and cashouts.
Marketing
When to use: after publish, to drive and attribute ticket sales.
Where: Event → Marketing tab (published only).
Affiliate marketing
Create affiliate codes per event. Share links like /events/[slug]?ftk=CODE. Dashboard charts show pageviews, orders, and purchases per affiliate.
Promo codes
Create event-scoped discounts under Marketing → Promo codes, or organiser-level coupons under Promoters → Coupons for cross-event codes.
Marketing reachouts
Email and/or WhatsApp owned audiences and lookalike buyers. Use abandoned-cart recovery for buyers who started checkout but did not finish. Respect consent and cooldown rules shown in the UI.
Surveys & polls
Build surveys (text, single choice, rating) and polls to engage buyers and collect feedback after the event.
Promoter profile settings
When to use: set how your organisation appears publicly and how money and messaging work.
Where: Promoters → your organisation.
Information & display names
Edit name, about, logo, fee toggles, and cashout method via Edit Details. Use About HTML for the public promoter page. Display names let you rename Vendors/Artists (for example Exhibitors/Performers) across fresh and festival surfaces.
What buyers and applicants see
When to use: QA your listing before and after publish.
Public event page (/events/[slug]): tickets, gallery, map, sponsors, share links, Apply CTAs when applications are open, and reactions.
Vendor apply: /events/[slug]/apply (or the festival apply URL when the event is festival-linked). Artist apply: /events/[slug]/apply/artist.
Your public promoter profile is at /promoters/[slug]. Festival consumer sites use the festival consumerSiteUrl when configured.
WhatsApp for promoters
When to use: sell without web checkout, and check balances or request cashouts from your phone.
Share the event WhatsApp tickets QR from Discovery so buyers message tickets {eventId} to the FlippinTickets WhatsApp number.
With your WhatsApp number on your user profile you can message cashout with an amount (for example cashout $50) and Balance for per-event balance reports. Platform admins can text balance {eventId} for a specific event.
Get help
In-app tours appear for organisers on key admin screens (create event, publish, scan, cashouts, and more).
Return to the help centre for attendee guides and legal pages. Contact support from the contact page with your event or order ID when you need hands-on help.
Download
Keep an offline copy for door staff and new team members, or share the pitch deck with prospective organisers.
Need more help?
Contact support from the contact page, or return to the help centre.