How Offline Payment Processor Works in EventBookings

The Offline Payment Processor in EventBookings allows organizers to accept payments outside of the platform’s available payment processors. This option is ideal for events that wish to accept payments via bank transfer, cash, cheque, or other manual payment arrangements without using conventional online gateways.

This guide explains how offline payments work for both organizers and attendees.

What Is an Offline Payment Processor?

An offline payment processor enables organizers to:

• Accept payments manually
• Provide attendees with custom payment instructions
• Approve registrations after confirming payment
• Track payment status from the Event Dashboard

When using offline payments, EventBookings does not process or collect the ticket funds. Payment is handled directly between the organizer and the attendee.

How It Works – Step by Step

Organizer Enables Offline Payments

To activate offline payments for your event:

1. Go to your Organizer Dashboard
2. Navigate to Payment Collection
3. Select Offline Payment Processor
4. Enter:
   • The name of the payment method (e.g., Bank Transfer, Cash on Arrival)
   • Clear payment instructions for your customers
     (These instructions will appear on the order confirmation email and tickets.)
5. Click Enable to activate offline payments for your event

Once enabled, this payment option will be available to attendees during checkout.

Attendee Selects Offline Payment at Checkout

During checkout:

• The attendee selects Offline Payment as their payment processor
• They complete the checkout process
• They receive:
  • A confirmation email including the order ID

Important: Receiving an order ID does not mean the order is confirmed.

At this stage, the order status is typically:

Pending Payment

Tickets are not confirmed until the organizer verifies and marks the payment as received.

Attendee Makes Payment Externally

The attendee completes payment using the organizer's provided instructions. This may include:

• Bank transfer
• Cash deposit
• Cheque
• In-person payment
• Any other payment method defined by the organizer

Note: Payment is handled directly between the organizer and the attendee. EventBookings is not involved in the transaction.

Organizer Confirms Payment

Once payment has been received and verified:

1. Go to the Event Dashboard
2. Open Bookings
3. Locate the relevant order
4. Update the payment status:
   • Mark as Paid to confirm the ticket
   • Keep as To be Paid if payment has not yet been received

Once Marked as Paid, the attendee’s ticket becomes valid and confirmed.

Order Status Explained

Status	Meaning
To be Paid	Registration completed, payment not yet confirmed
Paid	Payment verified, ticket confirmed
Cancelled	Order cancelled by organizer or system
Refunded	Payment returned (if applicable)

Service Charges for Offline Payments

Offline payments are still subject to EventBookings service charges:

• Standard service charges apply
• You may choose to pass service charges on to attendees
• A valid card details must be added to your Billing Details so EventBookings can charge applicable service fees. Here is the guide: How to Add Credit Card.

Note: Ticket funds are collected by the organizer, but platform service fees are charged separately by EventBookings.

Important Notes

• EventBookings does not hold or process ticket funds for offline payments.
• Organizers are responsible for verifying payments before confirming tickets.
• It is recommended to include a clear payment deadline in your instructions.
• Unpaid orders can be manually cancelled if payment is not received within the specified timeframe.

Best Practices

To minimize confusion and delays:

Clearly state in your payment instructions:

• Bank details (if applicable)
• Required payment reference
• Payment deadline
• Contact details for payment-related enquiries

Additionally:

• Monitor pending orders regularly
• Follow up with attendees if payment is overdue

When Should You Use Offline Payment?

Offline payments are recommended when:

• Your audience prefers bank transfers
• You want flexibility in payment arrangements
• Your event supports corporate invoicing
• You are organizing local or community-based events

If you prefer automated payment processing and instant ticket confirmation, consider enabling one of EventBookings’ online payment processors instead.