How To Schedule Artist, Vendor and Exhibitor Payments

Locating Your Applications

1. Sign in to your Eventeny account.
   
   
2. From your event dashboard. Click the “Artists, Vendors, & Exhibitors” arrow on the left-hand side and then select “Applications" at the top.
   
   
   
   
3. Choose the application you wish to include scheduled payments for by clicking on the blue "Edit" button.
   
   
   

CREATING YOUR PRICES

1. Scroll down to the “Prices” section and select “New Price".
   
   
   
   
2. Select the Category for the price. You have the option to select the following fees: Booth or Space, Rental, Fixed, or Other.
   
   
   
   
3. Proceed with filling out the additional fields. You will need to complete the following field to create your price: Title, Amount, Refundable, Quantity Available,  and Maximum Quantity Allowed.
   
   
   
   
   
   • • Title: Choose a descriptive title for the price or fee.
     • Amount: Enter the fee amount.
     • Refundable: Specify if the fee is refundable for the applicant.
     • Quantity Available: Select the available quantity for booth/space or rental. This field won't appear for fixed fees.
     • Maximum Quantity Allowed: Set the maximum number of slots the applicant can select.
   
   
   
4. Scroll to the “Charge Process” field. You will have the following option to select to charge the fee or price: Upon Submission, Immediately after Approval, Scheduled Date After Approval, or Manually. Select a date for the scheduled charge. 
   
   

   

   • • Upon submission: The fee will be automatically charged to the card on file for the applicant as soon as the application is submitted.
     • Immediately after approval: The fee will be charged immediately after the event organizer approves the application.
     • Scheduled date after approval: The fee will be charged on a date selected by the event organizer after approving the application.
     • Manually: The fee will be charged at the event organizer's discretion.

    

    

    

   Fixed fees cannot be scheduled; they can only be due "upon submission," "immediately after approval," or charged "manually".

    

   
   
5. Fill out the remaining fields: Fees, Payment Plans, Time Restriction, and Description.
   
   

    

   

    

   • • Fees: Choose whether to pass, absorb, or split the processing fees with the applicant.
     • Payment Plans: Enable applicants to pay fees (only $100 or more) in installments.
     • Time Restriction: Specify if the fee will have a deadline, ideal for early bird pricing.
     • Description: Provide details about the price or fee visible to the vendor when applying for the event.

    

6. Hit “ Save” at the top of the section.
   
   
   
   
7. Once you have saved the price, it will display as shown below with “charge on scheduled date” listed under “Charge Process”.
   
   
   
   
8. Now that the price is scheduled, your applicant will encounter the following view during the application process with a description describing the charging process. The charge will either occur upon approval on the scheduled date or immediately following approval after the scheduled date.
   
   
   
   
9. Once the application is submitted, the applicant will encounter the following view on the application submission page.
   
   
   
   

MANAGING SCHEDULED PAYMENTS

1. Go to your "Submissions List" under the Artists, Vendors, and Exhibitors tab. 

2. Click on "view submission" in the Actions column for the submission that you want to manage a payment for. 

3. Scroll down to the "Payments" section to view the upcoming charge. Here, you can choose either:

• • "Charge": This will immediately charge the payment, overriding the scheduled date.
  • "Edit": This allows you to modify the payment details before it's charged. 

4. Click the "Edit" button next to "charge". You will see the following field shown below: 

This allows you to:

• • Change the price type. 
  • Apply a discount. 
  • Modify the quantity. 
  • Modify the payment amount.
  • Add notes visible to the member.
  • Decide on scheduled payment or not. 
  • Pick a date for the scheduled charge.
  • Add additional comments that will be visible to the applicant. 

Once you have made any necessary edits, click "Save". 

CREATING A NEW SCHEDULED PAYMENT

1. In the "Payments" section of the application submission you chose, simply click "New Payment" to charge your applicant for any additional items.  

2. Here's what you can do when creating a new payment:

• •  Select the appropriate option for the applicant's additional items.
  • If applicable, enter a discount percentage or amount.
  • Indicate the number of items you're charging for.
  • Enter the total payment amount.
  • If you prefer to charge later, choose a scheduled date. Otherwise, the applicant will be charged immediately upon saving.
  • Select your desired future charge date.
  • Add any additional information you want the application to see.

3. Once all fields are completed, click "Save". The additional payment will be added to the list of payments as shown below. 

SCHEDULED PAYMENT NOTIFICATIONS

Applicants and event organizers will receive email notifications indicating whether a scheduled payment has failed or been successfully processed.

1. If an applicant's scheduled payment fails, the event organizer will receive the following email.

2. If an applicant's scheduled payment fails, the applicant will receive the following email.

3. If an applicant's payment has been paid successfully, the applicant will receive the following email.