The Refunds feature in Eventixa allows administrators to record that a booking has been refunded. When a booking is marked as Refunded, Eventixa updates the booking and payment statuses, synchronizes the related attendee records, records the action in the booking history, and can trigger refund notification emails.

Eventixa tracks the refund status within the booking system, but it does not process the financial refund through payment gateways such as Stripe or PayPal.

Available in: Eventixa Core

How Refunds Work

Refunding a booking in Eventixa is a two-step process:

1. Issue the refund using the original payment method (for example, Stripe Dashboard, PayPal Business Account, bank transfer, or cash).
2. Update the booking in Eventixa by marking it as Refunded.

This ensures that both your financial records and Eventixa booking records remain synchronized.

When to Refund a Booking

Common reasons for issuing a refund include:

• Customer cancelled their registration.
• Event was cancelled.
• Event was postponed and the attendee requested a refund.
• Duplicate booking.
• Payment received in error.
• Registration could not be fulfilled.

Refunding a Booking

To record a refund:

1. Navigate to Tickets → Bookings.
2. Open the booking you want to refund.
3. In the Booking Actions section, update the booking status to Refunded.
4. Save the booking.

Eventixa will automatically update the booking record and related information.

What Happens When a Booking Is Refunded

After marking a booking as Refunded, Eventixa automatically:

• Updates the Booking Status to Refunded.
• Updates the Payment Status to Refunded.
• Records the status change in Booking Notes.
• Synchronizes the related attendee records.
• Can send a Booking Refunded email if enabled.

This ensures all related records accurately reflect the refund.

Booking Status Synchronization

Refunds are integrated with the booking lifecycle.

Typical workflow:

Completed Booking
        │
        ▼
Refund Processed Outside Eventixa
        │
        ▼
Booking Status → Refunded
        │
        ▼
Payment Status → Refunded
        │
        ▼
Booking Notes Updated
        │
        ▼
Attendee Records Synchronized

Payment Status

When a refund is recorded, the payment status is also updated.

Before	After
Paid	Refunded

The updated payment status is displayed throughout the Bookings interface and Booking Details page.

Booking Notes

Every refund is automatically recorded in the booking history.

Typical entries include:

• Booking status changed to Refunded
• Payment status changed to Refunded

This provides administrators with a complete audit trail of refund-related activity.

Email Notifications

If the Booking Refunded email is enabled, Eventixa automatically sends a notification to the customer after the booking is marked as refunded.

The email can include information such as:

• Booking Number
• Event Name
• Customer Name
• Refund Confirmation

Email templates can be managed from:

Eventixa → Settings → Emails

Stripe Refunds

For bookings paid through Stripe:

1. Process the refund from your Stripe Dashboard.
2. Update the booking status to Refunded in Eventixa.

Changing the booking status in Eventixa does not communicate with Stripe or initiate a refund request.

PayPal Refunds

For bookings paid through PayPal:

1. Process the refund from your PayPal Business Account.
2. Update the booking status to Refunded in Eventixa.

The booking record is then synchronized with the refund status.

Offline Payment Refunds

For Offline Payments, refunds are handled manually outside the website.

Examples include:

• Returning cash
• Bank transfer
• Cheque reimbursement

After issuing the refund, update the booking status in Eventixa to Refunded so the booking history and payment records remain accurate.

Refunds for Free Tickets and RSVP

Free tickets and RSVP registrations do not involve a financial transaction.

If a registration needs to be cancelled, simply update the Booking Status to Cancelled. A refund status is generally only applicable when payment has been received.

Relationship with Attendees

Refunding a booking also updates the related attendee records to keep registration information consistent with the booking.

This ensures administrators can clearly identify refunded registrations when reviewing attendees.

Viewing Refunded Bookings

Refunded bookings remain available in:

• Tickets → Bookings
• Booking Details

Administrators can review:

• Customer information
• Event information
• Payment status
• Booking notes
• Related attendees

This preserves a complete historical record of the registration.

Important Limitations

Eventixa records refund information for administrative purposes but does not:

• Process refunds through Stripe.
• Process refunds through PayPal.
• Return funds to the customer automatically.
• Calculate partial refunds.
• Manage gateway dispute or chargeback workflows.

These actions must be handled directly through the payment provider or your organization’s payment process.

Best Practices

• Always process the financial refund through the original payment method before updating the booking in Eventixa.
• Verify the booking details before marking it as refunded.
• Review the booking history after updating the refund status to ensure the change has been recorded.
• Keep the Booking Refunded email enabled so customers receive confirmation of the refund.
• Use Booking Notes to record any additional information related to manual refund decisions.

Tips

• A refund in Eventixa is an administrative record that keeps booking, payment, and attendee information synchronized—it does not move money.
• Stripe and PayPal refunds must be completed in their respective dashboards before updating the booking in Eventixa.
• Refunded bookings remain accessible for reporting and historical reference, allowing administrators to maintain a complete audit trail of registration activity.
• Because refund actions are recorded in Booking Notes, administrators can easily review when and by whom a booking was marked as refunded.