Events with payment

Configure payment settings

Once you've activated the payment settings in the event settings, you can set the corresponding prices for your bookings under the booking options. The payment settings offer you various options to configure your payment processes.

• Payment identifier: Here you can enter an internal cost center to assign transactions. If you don't know an identifier, you can leave this field blank.
• Online payment processing fee (%): This determines how much processing fee is charged for online payments.
• Payment method: You can choose between cash payment, invoice, or online payment. With online payment, the payment is processed directly through the integrated payment provider in Oniva. For cash payment and invoice, a price is displayed, but the invoicing is the responsibility of the organiser.
• VAT (value added tax): You can use the standard rate or set individual VAT rates.
• Currency: You can choose between different currencies. For online payments, EUR and CHF are available.
• Organisation: Here you can specify the organisation that appears on the payment receipt for online payments, including the VAT number. The organisation can be recorded and maintained in your workspace. This number may be relevant for the tax treatment of the event for guests.
• Price including VAT: Here you can specify whether the recorded prices already include VAT or if it is additionally levied.

👉 Note: Typically, a processing fee is charged by the payment provider. If you specify a 0% online payment processing fee in Oniva, the processing fee will be deducted from the revenue. A processing fee of 5% is charged for transactions through the account managed by Oniva.

Define prices for booking options

Only after activating the payment settings for an event can a price be set in the booking options. Each booking option can then define a market price, a price, the specified currency, and the cost breakdown. Note that as an admin, you are responsible for accurately listing your prices.

• Price: Specifies the amount charged to guests when booking this option.
• VAT: The selected VAT rate. Some options may have a different rate (for example, a hotel stay).
• Market price: The market price can be specified, for example, for invitations. Although displayed, it is not charged. Providing the market price may be important for guests with internal requirements. If the market price is the same as the price, this field can be left blank.
• Cost breakdown: Similar to the market price, this is a breakdown for transparency. For example, for an invitation, it can show the amount for admission, catering, accommodation, etc.

Discounts and variable pricing

The specified prices can be overridden for individual target groups by setting a discount or fee as a fixed or percentage amount on the authorisation group. These adjustments then apply to all booking options. If the price should only be overridden for individual booking options (e.g., a discount for a session that does not apply to the reception), an "additional booking rule" can be set on the corresponding booking option to set a price that overrides the price for the selected authorisation group.

Update payment status

For bookings with the payment status "open", the admin can update the status.

The payment history also allows viewing payment attempts. Here, you can check how many times a guest has attempted to pay. Failed payments also indicate the reason.

👉 Note: If the payment history option does not appear, it means that no payment attempt via online payment has been made yet.

Through the "Complete payment" button at the bottom of the booking, payment can be finalised. If "Invoice" or "Cash" is selected, the payment status changes directly to "paid". For "Online Payment" option, a payment request with a link for online payment (via credit card, postcard, or TWINT) is sent to the guest.

If a payment request for an online payment (via credit card, postcard, or TWINT) has been sent, the payment status can be updated via "Match status". This is especially crucial if there's suspicion of a payment being made but not reflected in Oniva. Generally, however, the status update occurs automatically.

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Waiting list and payment

If you have set up a waiting list for your event and payment is also required, payment only takes place once a guest moves up from the waiting list.

⚠️ Note: If you offer multiple paid booking options, using a waiting list is not recommended. In this case, payment may already be processed when the booking is made, even if the place on the waiting list has not yet been confirmed.

The process is as follows:

1. The guest first registers on the waiting list. No payment is required at this stage.
2. When a place becomes available, the guest receives an invitation and can confirm their place.
3. Once confirmed, the booking is set to “Confirmed”. However, the payment status initially remains “Open”, as no payment has been made yet.
4. Using the “Complete payment” button, the admin can then request payment or record the payment directly:
   • If Invoice or Cash payment is selected, the payment status is immediately set to “Paid”.
   • If Online payment is selected, the guest receives a payment request with a link to pay by credit card, Postcard or TWINT.
5. Once the guest completes the online payment, the payment status is automatically updated to “Paid”.

💡 Tip: In your notifications, let guests know that payment may still be required after confirming their waiting list invitation, and explain what happens if the payment is not completed by a certain deadline. This makes it clear that although the booking has already been confirmed, payment may still be outstanding and a payment request may follow.

Notifications

Depending on the booking process, the following notifications may be triggered:

• Booking created on waiting list – a potential guest has made a booking on a waitlist.
• Waiting list invitation created – a place has become available and a person on the waiting list is invited.
• Waiting list invitation confirmed – a person has accepted an invitation to finally confirm a booking option for which they were previously on the waiting list.
• Single payment requested – an admin has triggered a payment request for an online payment.
• Single payment completed – a guest has successfully completed their payment.

👉 Note: Confirming a waiting list invitation does not automatically mean that payment has been made. The payment status may still be “Open”. If payment is required, you should inform the guest accordingly and send them a payment request.

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Booking on request and payment

If you have set up booking on request and require payment for your event, payment only takes place after the admin has approved the booking request.

The process is as follows:

1. The guest submits a booking request. No payment is required at this stage.
2. The admin approves the booking request. The payment status initially remains “Open”, as no payment has been made yet.
3. Using the “Complete payment” button, the admin can then request payment or record the payment directly. From this point onwards, the process is the same as for bookings from the waiting list.

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Refunds

Please contact us regarding any potential refunds using the following form. For refunds, an additional fee of CHF 2.50 / EUR 2.40 per transaction will be charged on top of the processing fee. You can decide whether this fee will be covered by the guest or by you as the organiser. Refunds can be issued for the full amount or a partial amount. Ideally, you should outline this clearly in your terms and conditions for guests.

In the case of a full refund process (i.e. more than 25% of your total ticket revenues) due to a cancelled or partially cancelled event, we will charge the actual costs incurred for processing the refunds separately.

Any ticketing revenues will be paid out, after deducting all applicable fees, no later than 30 days after your event has ended.