Offline Payments allow attendees to register for paid events without completing an online payment during checkout. Instead of processing the payment through a payment gateway such as Stripe or PayPal, the booking is created with a Pending payment status, allowing organizers to collect payment manually.

Offline Payments are ideal for organizations that accept payments by cash, bank transfer, cheque, or other manual payment methods.

Available in: Eventixa Core

How Offline Payments Work

When a customer selects Offline Payment during checkout, Eventixa creates the booking immediately without processing an online transaction.

The workflow is as follows:

Select Paid Ticket
        │
        ▼
Proceed to Checkout
        │
        ▼
Choose Offline Payment
        │
        ▼
Booking Created
        │
        ▼
Payment Status → Pending
        │
        ▼
Administrator Collects Payment
        │
        ▼
Payment Marked as Paid
        │
        ▼
Booking Completed

This workflow allows event organizers to verify payment outside the website before confirming the booking.

Common Offline Payment Methods

Offline Payments can be used for various manual payment methods, including:

• Cash
• Bank Transfer
• Cheque
• Money Order
• Point-of-Sale (POS) Payment
• Manual Invoice Payment
• Any custom payment arrangement

The payment method displayed to customers can be customized from the payment settings.

Configuring Offline Payments

To configure Offline Payments:

1. Navigate to Eventixa → Settings → Payments.
2. Enable Offline Payment.
3. Configure the payment title and description displayed during checkout.
4. Save your changes.

Once enabled, Offline Payment appears as an available payment option for paid events.

Customer Checkout Experience

When customers choose Offline Payment during checkout:

1. They complete the registration form.
2. They select Offline Payment.
3. The booking is created immediately.
4. Payment remains pending until manually confirmed by an administrator.

Customers receive confirmation that their booking has been submitted, along with any payment instructions you have configured.

Payment Status

Offline Payments use the standard Eventixa payment statuses.

Common statuses include:

Payment Status	Description
Pending	Payment has not yet been received.
Paid	Payment has been manually confirmed.
Cancelled	Payment was cancelled or not completed.
Refunded	Booking has been marked as refunded after payment.

Unlike online gateways, these statuses are managed by the administrator.

Manual Payment Confirmation

After receiving payment outside the website, an administrator can update the booking.

To confirm payment:

1. Navigate to Tickets → Bookings.
2. Open the booking.
3. Use the Booking Actions section.
4. Change the payment/booking status as appropriate.
5. Save the booking.

Once confirmed:

• Payment Status is updated.
• Booking Status is updated.
• The booking history records the change.
• Related attendee records are synchronized.
• Email notifications may be sent, depending on your email configuration.

Booking Synchronization

Offline Payments are fully integrated with the Eventixa booking system.

When payment is confirmed:

Payment Received
        │
        ▼
Payment Status → Paid
        │
        ▼
Booking Status → Completed
        │
        ▼
Attendee Registration Confirmed
        │
        ▼
Booking History Updated

This keeps booking, attendee, and payment information synchronized.

Booking Details

Offline payment bookings include the same booking information as online payments.

The Booking Details page displays:

• Booking Number
• Customer Information
• Event Information
• Ticket Summary
• Payment Method
• Payment Status
• Booking Status
• Booking Notes
• Related Attendees

Administrators can review all payment-related information from a single location.

Booking Notes

Every important payment-related action is recorded in the booking history.

Examples include:

• Booking created
• Payment marked as Paid
• Booking status changed
• Booking cancelled
• Booking refunded

This provides a complete audit trail for manual payment workflows.

Email Notifications

Offline Payments integrate with Eventixa’s email system.

Depending on your configuration, Eventixa can send:

• Booking Confirmation
• Payment Confirmation (after payment is confirmed)
• Booking Cancelled
• Booking Refunded
• Administrator New Booking Notification

Email templates can be customized from:

Eventixa → Settings → Emails

Refunds

If an offline payment needs to be refunded:

1. Refund the customer using your organization’s preferred method.
2. Update the booking status to Refunded in Eventixa.

Changing the booking to Refunded:

• Updates the payment status.
• Updates the booking record.
• Records the action in Booking Notes.
• Triggers refund email notifications if enabled.

Since Offline Payments are handled outside the website, Eventixa does not process or track the actual transfer of funds.

Best Practices

• Provide clear payment instructions in the Offline Payment description so customers know how and where to pay.
• Confirm payments promptly after receiving them to keep booking and attendee information up to date.
• Review pending offline payments regularly to avoid unconfirmed registrations.
• Record important payment information using Booking Notes for future reference.
• Issue refunds through the same offline method used to collect the payment before updating the booking status in Eventixa.

Tips

• Offline Payments are ideal for organizations that accept cash, bank transfers, or other manual payment methods.
• Bookings are created immediately, allowing organizers to reserve registrations while awaiting payment.
• Administrators control when a payment is marked as received, giving flexibility for manual verification processes.
• Offline Payments use the same booking, attendee, email, and reporting system as online payment gateways, ensuring a consistent management experience across all registrations.