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User guide
User guide
Do the steps in this order: each step needs the one before it. For example, you cannot make an artist profile until your account is approved as an artist, and you cannot create an event until your artist profile is approved. Parts marked "For you" match your account.
Before anything else: the site is set up
For the person who runs the website (the administrator). Everyone else can skip this part.
- Open Events Management in the WordPress menu. The set-up checklist should say Ready on every row. If a page is missing, press its Create button.
- Open Settings and check the time zone, the e-mail sender name and the brand name.
- Open Payments and enter the payment provider details. Passwords and keys are saved scrambled. Keep the site in test mode until you have tried a payment from start to finish.
- Decide who will approve accounts. An Admin manager has every plugin function of the administrator but no access to the WordPress back end. Only an administrator can make someone an Admin manager: open Events Management, then Accounts.
- Make sure the website's scheduled tasks run on time. Open Reports and jobs, then Jobs: every task should show a recent run.
- Turn on Register in WordPress (Settings, General, "Anyone can register") so new people can make an account.
Step 1. Make an account
For everybody: fans, artists, gate staff and promoters all start here.
- Press My account at the top of this page.
- Press Register, fill in the form and check your e-mail. If there is no Register button, ask the site administrator to make an account for you.
- Log in. My account shows who you are and what your account can do. A new account can look at events and buy tickets.
- To run events you need more than a plain account: go to Step 2.
Step 2. Get your account approved as an artist
Only the site administrator or an Admin manager can do this. Until it is done, you cannot create an artist profile or an event.
- Send the administrator or an Admin manager the e-mail address of your account and say what you want to be. The choices are: an Artist (you run your own events), an Artist manager (you look after someone else's profile and events) or an Event organizer (you run events for someone else's profile).
- They open Events Management, then Accounts, find your name or e-mail, choose the role and press Give role. This is the approval of your account.
- Log out and in again, then open My account. Next to "Your role" you should now see Artist, Artist manager or Event organizer.
- Managers and organizers also need the owner of the artist profile to add them to the team (the owner does this on the profile, using your e-mail address).
Step 3. Make your artist profile
You need an approved artist account first (Step 2). The profile is the public face of you or your group.
- Press My Events Studio at the top of this page.
- Press Create an artist profile. Write your name (this is the only must-have). You can add a short biography, your website and a photo (JPEG, PNG or WebP, up to 3 MB).
- Press Save profile, then press Send for review.
- Wait. The status says Waiting for review. The site staff will either approve it or send it back with a reason (Needs changes). If it comes back, fix what they asked, save, and send it for review again.
- When the status says Approved, you can go to Step 4. Until then you cannot create events.
Step 4. Create an event
You need an approved artist profile first (Step 3).
- In My Events Studio press New event next to your profile.
- Write the title, choose the type, and describe the event.
- Choose the time zone of the place where the event happens. Every time you type is in that zone.
- Add the dates: up to 5 days, each with a start and an end. The end must be after the start.
- Choose a saved venue or type a new one (name, address and town). Add the performers, one name per line, and a poster if you have one.
- Press Save event. It is now a draft: only your team can see it. Use View the event page to see how it will look.
Step 5. Add your tickets
Open the event in My Events Studio and scroll down to Tickets.
- Write a name for the ticket (for example Regular or VIP) and, if you like, a short description.
- Write the price in Kenya shillings. Write 0 for a free ticket.
- Write how many of these tickets exist, and the most one person can buy at once. You can also choose when sales start and end.
- Press Add ticket type. Add more types if you need them.
- To stop selling a type for a while, choose Paused and save. A type that already has orders cannot be deleted: pause it.
Step 6. Say how you get paid
Free tickets do not need this. Paid tickets cannot be paid for until this is approved.
- In My Events Studio press Payment setup next to your profile (or press Payment setup at the top of this page).
- Choose how the money is collected. Central means the platform collects the ticket money for you and pays you later. Direct means the money goes straight into your own M-Pesa Paybill or Till. Hybrid means you choose for each event. If you are not sure, choose Central.
- Write your legal name and press Save, then Send for review. If you chose Direct or Hybrid, also add your M-Pesa account and send it for review. Passwords and keys are saved scrambled and cannot be shown again.
- Wait for staff to approve. Use test mode until staff tell you that live mode is open.
- Note: PayPal does not take Kenya shillings, so ticket prices in shillings are paid with M-Pesa.
Step 7. Publish the event
Publishing makes the event visible to everyone.
- Open the event in My Events Studio and check the venue, the dates and the tickets.
- Press Publish. The event needs an approved profile, a venue, and a first day that is still in the future.
- Changed your mind later? Use Postpone or Cancel and write a short reason; visitors can read it. A cancelled event refunds every paid order by itself.
- If you change the time or the venue after tickets are sold, the buyers get one e-mail about it.
Step 8. Tell people about it (you can skip this)
Nothing here changes your ticket prices or what you are paid.
- Open the published event and use the share buttons (WhatsApp, Facebook, X, or copy the link).
- Press Promotion at the top of this page to plan a campaign and a budget. Finance staff approve any spending.
- To give a promoter their own link, open Promoters in My Events Studio, choose the event, type the person's e-mail or username, set a commission rate and press Create link.
Step 9. Buying a ticket (for fans)
You need an account and you must be logged in (Step 1).
- Press Events at the top of this page and open the event you like.
- Choose how many of each ticket, check your name, e-mail and phone number, and press Get tickets. Free tickets are yours at once. For paid tickets (the button may say Reserve tickets) your tickets are held for a short time; the time is shown.
- Press Pay for tickets (or open My Tickets). Under your order, press Pay with M-Pesa: a request appears on your phone, enter your M-Pesa PIN. Where PayPal is offered you can use it instead.
- When the page says Confirmed, your tickets appear on My Tickets, each with a QR code. The code is also written under it in words.
- The page says it is still checking? Do not pay again. Wait a few minutes and press Check payment. If it does not clear, write to support with your order number.
Step 10. The day of the event: the gate
For the people who check tickets at the entrance. Use a phone with internet.
- Before the day: ask the artist, manager or organizer to add your account as gate staff for the event. You need an account first.
- On the day, log in on your phone and press Gate scanner at the top of this page.
- Choose the event and write your gate name (for example North gate). Press Start camera and hold the ticket's QR code in view. If the camera will not work, type the code under the QR code and press Check ticket.
- Read the big answer. Only let the person in when it says Let in. The other answers are Already used, Cancelled ticket, Refunded ticket, Not a ticket we know, Ticket for another event, and Event cancelled.
- If the screen says there is no connection, the ticket was NOT checked. Do not let the person in on that scan; try again when the connection returns.
- If someone was let in by mistake, tell the administrator. Only an administrator can undo an admission.
Step 11. After the event: refunds, earnings and your money
The three buttons Refund requests, Earnings and Settlements are here.
- Refund requests (fans): press Refund requests, open the paid order and press Ask for a refund. You can follow the answer there, and you can withdraw the request until it is looked at. You can ask until the number of hours before the event shown on the page. If an event is cancelled, you do not need to ask: the refund starts by itself.
- Earnings (artists and managers): shows, for each event, what was sold, what was returned to fans, the commission and what you earn. Commission is taken from your share; it is never added to the price fans pay. This page does not pay anything out.
- Settlements (artists and managers): after the event, and after a waiting period for late refunds (72 hours unless staff changed it), staff check the figures and pay you. Each event shows a status in plain words. Paid means everything you earned has been paid out. Blocked or On hold means staff are still checking something; nothing is lost.
- Reports (artists, managers and organizers): in My Events Studio, Reports shows sales, tickets, attendance and money for your own events only, and lets you download a spreadsheet (CSV). Buyer names, e-mails and phone numbers are never included.
For promoters
An artist, manager or organizer gives you a link and a commission rate.
- Make an account first (Step 1), then tell the organizer which e-mail address you used.
- Open My Tickets and choose the promoter view. Share your link. A sale counts when it is paid, and goes down if it is refunded.
- You see your own figures only, never buyer details. Buying through your own link earns nothing. This site shows your commission but does not pay it.
For finance staff and the site team: what to approve, and when
These jobs happen in the WordPress menu, under Events Management. They are listed in the order they come up.
- Artists: open the list filtered to Waiting for review, then Approve or Reject (write a reason).
- Accounts: give people the role they asked for (Artist, Artist manager, Event organizer, Finance officer, Customer support, Gate staff, Promoter). Administrators and Admin managers can do this; nobody can change their own roles.
- Payments: approve payment setups. Buyers cannot pay for that artist's tickets until this is done.
- Promotion: approve budgets, spending and invoices.
- Refunds: decide requests, and record manual refunds (a second person must verify them).
- Settlements: start it after the event, check the differences, send it for approval, record the payment, and a different person verifies it.
- Reports and jobs: look at the dashboard and the Jobs tab every day. It lists anything that needs a person.
- Switching off or deleting the plugin never deletes your events, orders, money records or any other record.
Stuck? Write to the site administrator. Never share your password or a payment code with anyone, including staff.
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