Creating an Event

Step-by-step guide to setting up and publishing an event on TixFlow.

Overview

Creating an event has three steps: event details, tickets, and publishing. You can save a draft at any point and come back later. A live preview of your public event page renders next to the form, so you can see how each change looks to a buyer.

1. Event Details

This step is a set of collapsible groups — Basic Information and Images & Video URL. Open a group to fill it in; if something required is missing, the group holding the error opens automatically when you continue.

Images

Add up to 5 images. The first image becomes the event cover on the purchase page. Use high-quality photos — they directly affect conversion.

Name and Description

Enter a clear name and detailed description. The description supports text formatting: bold, italic, lists, links.

Date and Time

Set the start and end date and time. If the event repeats regularly (weekly, monthly), enable the "Recurring" option.

Venue

Enter an address manually or select from connected venues. The address appears on the event page and in the PDF ticket.

Category

Choose the category buyers will find your event under (Music, Business, Food & Drink, Community, Arts). A category is required before you can publish.

Currency

Choose the event currency. It is pre-filled from your Stripe account's default currency. Recommendation: keep that default — it avoids Stripe currency conversion fees. All ticket types in one event must share the same currency.

Video (optional)

Add a YouTube link — it will appear on the public event page.

2. Tickets

Create one or more ticket types. You can have both free and paid types in the same event. Stripe is only required when the total order amount exceeds zero.

For each ticket type, set:

• Name — e.g. "General Admission", "VIP", "Early Bird"
• Price — 0 for a free ticket
• Quantity — maximum number of tickets of this type
• Sales period — start and end dates for sales

For advanced settings, discounts, and tiers see Ticket Types.

3. Publishing

Before Publishing

• Stripe — the system checks if Stripe is connected. Without Stripe, only free events can be published
• Refund policy — confirm your policy

VAT details

If the organiser profile is marked as a VAT payer, this step also asks for your VAT number, the VAT rate (%), and how VAT applies to the ticket price:

• Include VAT in price — the price you entered already contains VAT
• Add VAT on top of price — VAT is added to the price at checkout

These values are used for invoicing and fee calculations. Non-VAT-payers don't see this section.

Event Statuses

• Draft — visible only to you, not on sale
• Published — page is public, sales open
• Sold Out — all tickets sold, page still visible
• Cancelled — sales stopped, buyers notified

After publishing, you can share the event link on social media or send it directly to your audience.

Team Access

Team members are not part of the wizard. You and your organiser-level scanners get scan access to a new event automatically. To give anyone else access, use one of the two team pages:

• All of this organiser's events — Portal → Team. See Scanner Access Management
• This event only — open the event and go to its Team tab. See Event Team

FAQ

Can I edit an event after publishing?
Yes. Most settings can be changed at any time. Changing a ticket price does not affect already completed purchases.

Can I sell free and paid tickets in the same event?
Yes. You can create multiple ticket types with different prices, including free ones (price 0). Stripe is only triggered when a buyer's order total is greater than zero.

What happens if I cancel an event?
The portal shows a dialog with two options:

• Cancel & Refund — sales stop and TixFlow refunds every paid order in full. Buyers get their whole payment back; the TixFlow platform fee is not returned to you, so that part stays with the platform. If a refund fails (for example, your Stripe balance is short), the portal tells you how many failed — run Cancel & Refund again to retry those orders
• Cancel & Keep — sales stop, the money stays in your Stripe account, and any refunds are yours to process manually in Stripe

See Refunds & Disputes.

How do I make an invite-only event?
TixFlow doesn't support password-protected private events. For restricted events, use promo codes or simply don't share the link publicly.

Can I duplicate an event?
Duplication is not currently supported. Create a new event manually, or use the "Recurring" option for regular events.