Account Settings

Profile Information #

Open Settings from the main navigation. Every settings section is listed down the left side of the page (an accordion on small screens), and this guide follows them in that order. These settings belong to you, not to a channel: anything that differs per channel, such as calendar sync or a channel’s own sending address, lives in the channel’s settings instead. That includes the notification emails you get about a channel, such as a new ticket sale or a new event request, which are chosen on its Notifications tab.

Profile Information itself is split into two tabs, General and Localization. A third tab, Accessibility, appears only after you have hidden the accessibility widget, and its single button brings the widget back.

General #

Localization #

Appearance #

The Appearance tab in Settings controls how the admin portal looks. You can also change it on any page from the Theme button in the row of icons pinned to the bottom of the sidebar, which opens the same Theme and Palette controls in a popup.

Theme chooses Light, Dark, or System. System follows your device’s own light/dark setting and updates the moment your device switches.

Palette then picks the exact colours. There are three light palettes and three dark ones, and you set each side independently – the palette row shows the three options for whichever mode you are currently viewing, so switch Theme to Dark to choose your dark palette.

Your choice is stored in your browser rather than on your account, so it applies to the device you set it on. Set it again on your phone or another computer to match. Public channel pages are unaffected – they keep the colours the channel owner configured.

Payment Methods #

Cash needs nothing set up. To take payment any other way, connect a method here: there are five, each on its own tab – Stripe, Invoice Ninja, Payment Link, Payfast and PayPal. Which one an event uses is decided per event, on the event’s Payment tab, so connecting more than one lets you route different events differently. With nothing connected, an event can only take cash, unless the site you are on provides an account for everyone, as described below. Taking money for a ticket is the Pro plan, and it comes with all five; a free channel sells nothing priced, so it needs none of them.

Stripe #

Stripe gives the most integrated experience: the buyer pays on Stripe’s secure checkout page and comes straight back, the sale is marked paid automatically and the ticket with its QR code is emailed straight away. It is also the only method that can take installment payments Pro – Requires the Pro plan .

Invoice Ninja #

Connect your Invoice Ninja account to take payment through any gateway Invoice Ninja supports, and to have each sale land in your books as an invoice. This is often the easiest route for a selfhosted deployment.

Tip

Before you connect, the tab shows a special offer link: first-time Invoice Ninja users may be eligible for a free 1-year upgrade to Invoice Ninja Pro.

Payment Link #

The tab is labelled Payment Link. It points buyers at any external payment page you already have: a bank transfer page, a donation page, your own shop’s checkout, anything with a URL. To take PayPal payments that confirm themselves, connect PayPal on its own tab instead.

Payfast #

Payfast is a South African gateway, useful where Stripe is not available. Like Stripe it confirms the payment and releases the ticket on its own, with no manual step. It settles in South African rand only, so it appears as an option on events priced in ZAR and nowhere else.

For the full walkthrough, including the sandbox credentials and what happens to an event priced in another currency, see Connecting Payfast.

PayPal #

PayPal confirms the payment and releases the ticket on its own, with no manual step. It is worth choosing where Stripe is not available, or where your buyers would rather pay from a PayPal balance than type a card into a page they have not seen before. It settles a fixed list of currencies – if your event is priced in something else, PayPal simply does not appear as an option.

PayPal settles Australian, Canadian, Hong Kong, New Zealand, Singapore and US dollars, the euro, sterling, the Swiss franc, the Czech koruna, the Danish, Norwegian and Swedish krone, the Brazilian real, the Chinese yuan, the Israeli shekel, the Malaysian ringgit, the Mexican peso, the Philippine peso, the Polish zloty, the Russian rouble and the Thai baht. For the full walkthrough see Connecting PayPal.

Note

One payment method is enough. Stripe, PayPal and Payfast all confirm payment and deliver the ticket without any manual step, so pick whichever of them works where you are. Invoice Ninja marks the sale paid once the invoice is paid, through the webhook it registers when you connect. With a payment link, you mark each sale paid yourself.

Refunds differ too. A Stripe or PayPal sale can be refunded in full or in part from the Sales page, and the money goes back through the provider. For every other method, Mark as Refunded records a refund you have made yourself. See Managing Sales.

API Settings #

This section issues the key that authenticates REST API requests for your account. The endpoints themselves are a Pro feature: the key can be generated on any plan, but every call is checked against the channel it touches and a channel below Pro is refused. See the API Reference for the full endpoint list.

Important

The key grants the same access to your account that you have. If you suspect it has leaked, turn the API off and on again: that deletes the old key and issues a new one, and the old key stops working at once.

Webhooks #

A webhook POSTs a JSON payload to a URL of yours whenever something happens in your channels, such as a sale, a refund, an event change or a check-in. Webhooks are a Pro feature: if none of your channels are on Pro the section shows an upgrade notice, and activity on a channel below Pro is never delivered. See the Webhook documentation for payload formats and signature verification.

Adding a webhook #

1. Enter the endpoint URL that should receive the requests.
2. Add an optional Description so you can tell endpoints apart in the list.
3. Under Event types, leave every type switched on or turn off the ones you do not want. All types are on by default.
4. Click Add Webhook. The signing secret appears once at the top of the section with a copy button, and is never shown again.

Managing webhooks #

Each saved webhook is a row with its description, URL and subscribed event types, and a row of icon buttons:

• Enable or disable the endpoint. A disabled webhook is dimmed and receives nothing.
• Send a test ping to check the endpoint answers.
• Edit opens a panel to change the URL, description and event types, and holds the Regenerate secret link.
• Delete the endpoint after a confirmation.

View recent deliveries under each webhook expands a log of the latest attempts, with the event type, the response status (or timeout), how long the request took and when it ran. The row also shows when the endpoint last fired.

Google Settings #

Two separate Google connections live here. Connecting one does not connect the other, and each can be disconnected on its own.

Note

A synced calendar gets one entry per event date that EventWillow pushes, not a repeating series: a recurring event arrives as a single entry on the date the series starts. Subscribe to the channel’s calendar feed instead if you want each date of a recurring event in your calendar: it lists every date for the next 90 days and updates itself when dates change.

Tip

Connecting your account here does nothing on its own. Sync is enabled per channel in the channel’s settings, and each team member controls their own connection.

Outlook Calendar #

The section is called Outlook Calendar in the settings navigation. It connects your Outlook or Microsoft 365 account through the Microsoft Graph API.

Tip

Enable the Teams meetings option on a channel to have a Microsoft Teams meeting created automatically for its online events.

Facebook Settings #

Links your Facebook account so you can log in with Continue with Facebook. The section only appears when Facebook login is enabled on the installation. It is only for logging in: your events are not imported from or published to Facebook.

Backup & Restore #

Export your channels as a portable .zip file, or restore one you exported earlier. A backup carries the channel itself and its sub-channels, and every event with its ticket types, promo codes, sales (installment plans and refunds included), agenda, polls, fan content, feedback, waitlist and interest list. It also carries the channel’s gift cards, appointment types, seating plans and newsletters, and optionally the images. Curator event sources are not included: add them again on the restored channel. The section has two tabs, Export and Import.

Exporting #

1. On the Export tab, review the channel list. Every channel you can edit is listed and all are selected, so clear the ones you do not want.
2. Turn on Include images to bundle profile images, flyers and photos. It is off by default and makes the file considerably larger.
3. Click Export. Progress is reported in place, item by item, and you can cancel while it runs.
4. When it finishes, a Download link appears. The link expires after 7 days. On installations that run a queue worker you also get an email when the export is ready.

Importing #

1. On the Import tab, choose a .zip export and click Upload.
2. A preview lists each channel in the file with its type, its event, ticket and sale counts and its date range. All are selected, so clear any you do not want.
3. Click Start Import. Imported channels are always created as new channels, so nothing you already have is overwritten.
4. When it finishes you get a report per channel, counting what was imported for each kind of record and listing any warnings, with a link to the new channel. On installations that run a queue worker the detailed report is also emailed to you.

Note

On the hosted platform, exports leave out your email subscribers, newsletter recipient addresses, segment contacts and unsubscribe lists.

Important

Every export contains personal data, such as your ticket buyers’ names and email addresses and the addresses on each event’s waitlist and interest list, so store the files securely. On a selfhosted installation it also carries your email subscribers and newsletter contacts. To move a whole installation to another server, mysqldump is a better tool than export and import.

App Update #

On a selfhosted installation this section shows the Installed Version next to the Latest Version published on GitHub. If they match it simply says you are up to date. If they differ, an Update button downloads and applies the new release in one click.

A large update can outrun PHP’s execution limit. If it times out, run php artisan app:update from the command line, raise max_execution_time in php.ini, or download the release zip linked under the button and extract it to /tmp/eventschedule/ before trying again.

Note

This section never appears on eventschedule.com, where everyone is always on the latest version automatically. On a single-tenant selfhost any signed-in user sees it; on a selfhosted platform running in hosted mode it is limited to the instance administrator, so a customer cannot update the whole installation.

Instance admins have the same panel at Admin > System > App Update, which adds a last-checked time, a manual check and a badge on the System menu when a release is waiting. Either way, php artisan app:update does the same job from the command line and works even when neither screen is available.

Update Password #

Enter your current password, choose a new one and save. A password must be at least 8 characters long.

If your account was created by signing in with Google or Facebook it has no password yet, and the section is titled Set Password instead. It first asks you to confirm who you are with that account; after that you have a few minutes to choose a password, and only the new password field is shown.

Tip

Setting a password is also what makes it possible to disconnect Google later, and it gives you a way in if you ever lose access to your Google account.

Two-Factor Authentication #

Two-factor authentication (2FA) adds a second step to signing in, using a time-based one-time password from an authenticator app such as Google Authenticator, Authy or 1Password.

Turning it on #

1. Enter your current password and click Enable Two-Factor Authentication. Accounts with no password, created by signing in with Google or Facebook, are not asked for one.
2. Scan the QR code with your authenticator app. If you cannot scan, type the key printed under the code into the app by hand.
3. Save the recovery codes shown on the same screen, somewhere other than the device holding the authenticator app.
4. Type the 6-digit code from the app and click Confirm. Two-factor authentication is not active until this step succeeds.

Afterwards #

Important

Store your recovery codes securely. If you lose the authenticator app and no longer have the codes, you will not be able to sign in.

Your Data #

Download my data prepares a copy of the personal data held about your account and its email address, and emails you a link to it, valid for seven days. It covers your profile, the channels you belong to, tickets and bookings you made (including ones bought before you had an account), channels you follow or get emails from, newsletters you received with whether you opened them, comments, photos and videos you posted, support chats, and the security log of your account. It is one JSON file, which a text editor can open and other services can import. Your channels’ own content and images are not in it: those are in each channel’s backup. The link is sent by email only, so the button is not offered on an install that cannot send email.

It is not a backup of your channels: for their events, settings and audience, use Backup & Restore.

Delete Account #

Permanently deletes your account and everything attached to it. That means:

• Your user account, profile and profile image
• Every channel you own, with its events, tickets and sales
• Comments, photos and videos you posted while signed in (on ones you posted without signing in, your email address is removed), your follows and email sign-ups, and any waitlist entry or request for event updates under your address
• Connections to linked services such as Stripe and Google, including any calendar sync they were running; EventWillow also asks Google to revoke its access
• Any paid plan on those channels, which is cancelled immediately rather than at the end of the billing period. The rest of the period is not refunded, and the confirmation dialog warns you when you have a paid plan

Some records stay, because they belong to other people or are needed to honor your choices. Tickets, bookings and gift cards you bought stay in the organizer’s records, under the name and email you used. Events and newsletters you created on a channel someone else owns stay on that channel, handed to its owner. A channel keeps its record of the newsletters it sent you, with whether you opened them, and any mailing list an organizer imported your address into. An unsubscribe is kept, so that channel cannot email you again. The security log keeps its entries for up to 90 days, no longer linked to the account.

Clicking Delete Account opens a confirmation dialog with an optional Why are you leaving? box. On eventschedule.com, anything you write there is emailed to the EventWillow team as feedback and helps us improve the platform. Before that, download anything you want to keep, for example with Download my data and Backup & Restore.

Warning

Deletion is permanent and cannot be undone. If your account has a password you are asked to type it in the dialog to confirm; accounts that only sign in with Google or Facebook confirm without one.

Note

On a selfhosted installation, every user except an administrator can delete their own account here. The installation always keeps at least one administrator, so the last one cannot.

See Also #

• Getting Started – Set up your first channel
• Selling Tickets – Choose a payment method per event once one is connected
• Advanced Channel Settings – Per-channel calendar sync, sending address and other integrations
• API Reference – Full API documentation for developers
• Webhooks – Payload formats and signature verification