From first setup to final closeout.

Foundation

Getting started

Create the organization, configure the first event, choose modules, and complete a launch-readiness review.

Best for
Owners and event administrators

Step-by-step walkthrough

1. Sign in and select the event switcher in the top navigation. Choose Create event when the event does not exist yet.
2. Open Setup Wizard from the dashboard. Complete Organization, Event details, Branding, Modules, Team, Payments, and Readiness in order.
3. In Event details, save the event name, dates, timezone, venue, public slug, and primary contact. Reopen the page and verify the saved values.
4. In Modules, enable only the workflows this event will use. Return to the dashboard and confirm unused destinations are no longer presented as primary actions.
5. Open Users and Roles & Permissions. Invite one named account per staff member and test each role in a private browser window.
6. Open Readiness Center. Resolve every blocking item, then run a test application, ticket payment/refund, credential scan, email, and public-page review.

Create the event foundation

• Confirm the organization name, primary contact, support address, timezone, and default event branding.
• Create the event and verify its dates, public slug, venue, timezone, and status before importing operational data.
• Enable only the modules the event will use. A smaller navigation surface is easier for staff to learn and audit.

Build the operating team

• Invite staff with named accounts; do not share an owner or administrator login.
• Assign the least-privileged role that still lets each person complete their work.
• Test one account from every role before launch so hidden or inaccessible workflows are found early.

Launch checklist

• Confirm public URLs, payment mode, outbound email delivery, document access, and scanner readiness.
• Run a complete test transaction and refund, a vendor application, a credential scan, and a staff password reset.
• Record event-day support contacts and identify who is authorized to make payment, access, and public-page changes.

Ready-to-use check

Event dates and timezone verified

Staff roles tested

Public pages reviewed on mobile

Payments and email tested

Support contacts confirmed

Foundation

Account security and access

Protect event information with individual accounts, MFA, least privilege, and prompt access removal.

Best for
Owners, administrators, and staff

Step-by-step walkthrough

1. Open Users and confirm that every staff member has an individual account. Disable accounts that no longer need access.
2. Open Roles & Permissions and assign only the capabilities each person needs for current duties.
3. Open your account security settings and complete MFA enrollment when available.
4. Review access after staffing or responsibility changes and revoke sessions from lost or shared devices.
5. Keep exports and private documents in restricted storage and delete local copies when they are no longer needed.
6. Report unfamiliar sign-ins, unexpected account changes, or suspicious messages to an organization owner or FestAxis support.

Protect each account

• Use a unique password for FestAxis and enable multi-factor authentication when it is offered for your account.
• Do not share accounts, passwords, invitation links, recovery codes, or active browser sessions.
• Sign out of shared devices and report unfamiliar sign-ins or account changes promptly.

Assign only the access needed

• Give each person the least-privileged role that still lets them complete their assigned work.
• Use the vendor, partner, and attendee portals for external participants rather than granting organizer access.
• Review access whenever duties change and remove seasonal or former staff as soon as their work ends.

Handle sensitive information carefully

• Share exports, private documents, and participant information only with authorized people who need them.
• Redact personal data, payment details, access codes, and private documents before sending screenshots to support.
• Contact your organization owner or FestAxis support when you suspect unauthorized access.

Ready-to-use check

No shared accounts

MFA enabled where available

Former users disabled

Roles match current duties

Support screenshots redacted

Foundation

Event setup and modules

Configure dates, branding, venue information, operational modules, and the settings that other workflows inherit.

Best for
Event administrators

Step-by-step walkthrough

1. Use the event switcher to select the event, then open Settings.
2. Save the event name, timezone, public dates, venue details, support contact, and operational status before configuring modules.
3. Open Brand Studio to set the event logo, colors, typography, and shared appearance. Save and review the preview.
4. Return to Settings and enable the required modules. Assign a staff owner to each enabled workflow.
5. Open Registration Windows to set application, ticket, camping, volunteer, or artist opening and closing times.
6. Open Readiness Center and confirm the event has no missing shared data that will break downstream forms or public pages.

Start with shared event data

• Enter the event name, venue, timezone, public dates, load-in dates, and primary public contact before configuring modules.
• Use consistent naming for gates, lots, zones, stages, vendor areas, and credential areas across every module.
• Add internal notes only where staff need them; public instructions belong in public-facing fields and templates.

Enable intentionally

• Enable vendors, ticketing, camping, credentials, parade, partners, sponsors, or other modules only when they are part of the operating plan.
• After enabling a module, assign its administrator and complete its setup checklist before inviting users or publishing links.
• Disable unused modules rather than leaving empty navigation destinations visible to staff.

Use a staging event

• For major changes, duplicate the workflow in a test event before changing the live event.
• Use obviously fictional contact information and payment test mode in staging.
• Document the exact production steps after the test succeeds so launch does not rely on memory.

Ready-to-use check

Shared names are consistent

Only needed modules enabled

Module owners assigned

Test event available

Public/internal copy separated

Public experience

Microsite Designer

Build the public event homepage with live preview, responsive widths, ordered sections, modules, media, and branded calls to action.

Best for
Marketing teams and event administrators

Step-by-step walkthrough

1. From the dashboard, open Microsite Designer.
2. In Hero, enter the public event title, concise subtitle, date/location context, background media, and primary action. Save.
3. Use Page Structure to drag sections into order. Turn off any section that is not ready for the public.
4. Configure About, Highlights, FAQ, Contact, and module-backed sections. Use Media Library for event-scoped images rather than pasting external image URLs.
5. Switch the live preview between Desktop, Tablet, and Mobile. Test every visible button and verify text remains readable over organizer colors.
6. Open the public event URL in a private window. Confirm the same renderer, order, visibility, branding, schedule, map, vendors, sponsors, and contact details appear.

Design the page

• Open Microsite Designer and set the hero title, subtitle, background image, logo, colors, typography, announcement, and primary calls to action.
• Use the desktop, tablet, and mobile preview controls. The embedded preview loads the same public renderer attendees will receive.
• Keep the hero concise: event identity, date/location context, and one primary action should be understandable without scrolling.

Arrange and publish sections

• Drag sections in Page Structure to set their public order. Visibility controls decide whether each section renders at all.
• Use About for durable event information, Highlights for important promotional content, FAQ for common questions, and the contact card for public support.
• Vendor directory, parade, schedule, sponsors, feedback, and map sections appear only when their module/data and visibility settings support them.

Media and custom styling

• Choose images from the event-scoped media library. Use compressed JPG, PNG, WebP, or GIF files sized for the intended placement.
• Prefer built-in controls over custom CSS. Custom CSS is best reserved for small brand refinements and should be tested at all preview widths.
• Open the public URL in a private browser session before publishing campaign links so staff-only sessions do not hide public problems.

Ready-to-use check

Hero readable on mobile

CTA destinations tested

Sections ordered and toggled intentionally

Images compressed and event-scoped

Public page reviewed while logged out

Participants

Vendor management

Configure applications, evaluate vendors, collect requirements, assign spaces, communicate, bill, and publish the directory.

Best for
Vendor coordinators and finance staff

Step-by-step walkthrough

1. Open Vendors → Space Types. Create the booth or vendor-space types, dimensions, base fees, inventory, and application availability.
2. Open Application Questions. Add only questions used for review, placement, compliance, electrical, food, or communication decisions.
3. Open Registration Windows and set the vendor application period. Submit one public test application before sharing the link.
4. Open Applications. Review a record, assign its status, add internal notes, and send the appropriate template from Communications.
5. Open Site Planner, select the vendor object, and link or assign the approved vendor to the correct generated space.
6. Open Vendor Compliance, Payments, Load-In Scheduling, and Messaging to confirm documents, balance, arrival window, map assignment, and organizer conversation are ready.

Application setup

• Define categories, deadlines, fees, acknowledgements, required documents, contact fields, product descriptions, and electrical or footprint needs.
• Keep required fields limited to information the review team will actually use.
• Submit a test application from a public browser and confirm the organizer notification and applicant confirmation.

Review and placement

• Use consistent statuses for pending, approved, waitlisted, rejected, and withdrawn applicants.
• Assign a booth only after the placement is operationally valid. Site Planner links should match the vendor record and public directory label.
• When generating vendor lines in Site Planner, automatic labels continue from the event-wide highest vendor number; leave Starting number blank for automatic sequencing.

Portal and event-day coordination

• Use the vendor portal for payment status, insurance/compliance, load-in instructions, booth assignment, maps, organizer messages, and documents.
• Send targeted updates instead of large manual email lists, and preserve critical instructions in the portal.
• Before load-in, export or print a fallback roster with business name, contact, space, balance, compliance, and arrival window.

Ready-to-use check

Test application completed

Review statuses standardized

Spaces linked correctly

Portal instructions current

Load-in fallback roster ready

Operations

Site Planner

Build an operational venue plan with layers, reusable objects, lines and grids, sequential spaces, links, autosave, and versions.

Best for
Site planners and operations teams

Step-by-step walkthrough

1. Open Site Planner from the dashboard. Wait for the saved plan and layer list to finish loading before editing.
2. Create or select a layer, then use Draw or the Object Library to place infrastructure, zones, lines, grids, parking, camping, barriers, or labels.
3. For a vendor line, choose the sides, spacing, rotation, and count. Leave Starting number blank to continue from the highest event-wide V number.
4. Select one or several objects. Use the inspector to edit shared properties, duplicate, lock, move layers, assign vendors, or share the selected objects with a partner.
5. Watch the autosave state after every material edit. Create a named version before a large import, bulk delete, or layout experiment.
6. Open the partner or public preview that consumes the plan and verify only intended layers and objects are visible.

Build in layers

• Start with a satellite or street base, center the venue, and separate public areas, vendors, camping, parking, infrastructure, security, crowd control, utilities, and labels into layers.
• Lock stable layers before detailed editing. Hide layers that are not relevant to the current task instead of deleting them.
• Use line and grid tools for repetitive layouts such as vendor rows, camping pads, parking, barricades, and queue lanes.

Sequential vendor numbering

• A new automatic vendor line now starts after the highest generated vendor space number already present in the event plan.
• Example: a first 30-space line creates V1–V30; the next automatic line begins at V31.
• Use Starting number only when a deliberate range is required. Existing manually assigned or linked booth labels are preserved rather than renumbered.

Save and recover safely

• Autosave protects current work during normal editing and can preserve a final change when the authenticated session expires.
• Create named versions before major layout changes, then use the version history as a rollback point.
• Before event day, export or capture a field-ready map and verify that critical labels remain readable without the editor interface.

Ready-to-use check

Layers named and locked

Automatic numbering verified

Linked records checked

Named version created

Field-ready map exported

Revenue

Ticketing, checkout, and refunds

Create inventory, fees, add-ons, promo codes, Stripe checkout, receipts, refunds, and reconciliation controls.

Best for
Ticketing and finance teams

Step-by-step walkthrough

1. Open Ticketing → Manage Tickets. Create ticket types with sale windows, price, quantity, limits, and public instructions.
2. Open Ticket Add-ons and Promo Codes when the event needs optional products or controlled discounts.
3. Open Payments and confirm Stripe is connected and the event is using the correct live or test configuration.
4. Complete a public checkout. Confirm the order, receipt, issued tickets, inventory change, and payment processor record all agree.
5. Open Refunds or the order detail to issue a test refund. Confirm audit history, ticket validity, and financial reporting update once.
6. Open Ticket Analytics and Reports to reconcile paid, pending, failed, cancelled, refunded, complimentary, and scanned totals.

Products and sales windows

• Create ticket types with clear names, capacity, pricing, sale start/end, quantity rules, fulfillment instructions, and visibility.
• Use add-ons for optional products and fees for charges that must be disclosed consistently.
• Verify timezone-sensitive sale windows and capacity behavior with a test purchase.

Checkout and payment health

• Connect the correct Stripe account and confirm production/test mode before publishing checkout.
• Complete test purchases, failed-payment checks, and refunds so transaction statuses remain aligned before sales open.
• Use the payment status shown in FestAxis as the operational record rather than relying only on a customer confirmation screen.

Refunds and reconciliation

• Use the recorded order or transaction workflow for refunds so FestAxis and Stripe remain aligned.
• Limit refund permission to designated staff and document partial-refund policy before sales begin.
• Reconcile gross sales, discounts, fees, refunds, disputes, and net deposits on a regular schedule.

Ready-to-use check

Sale windows tested

Payment mode verified

Test transactions completed

Refund permissions limited

Reconciliation owner assigned

Revenue

Parking and camping

Sell access, control capacity, assign spaces, communicate arrival rules, and support gate or campground operations.

Best for
Camping, parking, and ticketing teams

Step-by-step walkthrough

1. Open Parking to create parking products, lots, capacity, instructions, and assignment rules.
2. Open Camping → Zones and define each campground or zone. Draw its footprint when it should appear in Command Center.
3. Open Camping → Map Editor to create numbered spaces, access lanes, and public labels that match Site Planner and physical signage.
4. Open Camping → Assignments to place purchasers or participants into available spaces and resolve duplicates or accessibility needs.
5. Run a public test purchase or reservation and verify the temporary hold expires or releases correctly after cancellation.
6. Export the arrival roster and test the staff workflow for lookup, reassignment, no-show, and incident escalation.

Configure products

• Create parking or camping products with capacity, price, sale window, quantity rules, dates, location, vehicle restrictions, and buyer instructions.
• Use standalone purchase paths when admission is not required and checkout add-ons when the product accompanies a ticket.
• Keep customer-facing names consistent with lot and campground labels in Site Planner and signage.

Assign and communicate

• Decide whether access is general-admission, zone-based, or individually assigned before sales open.
• Publish arrival windows, route restrictions, credential requirements, quiet hours, generator/fire rules, and support contacts.
• For assigned sites, verify every reservation has exactly one current space and that moved reservations no longer reference the old space.

Operate the arrival

• Create station-specific check-in procedures and a manual fallback roster.
• Keep oversize, ADA, staff, vendor, and emergency access paths operationally distinct.
• Track no-shows, relocations, incidents, and released inventory so post-event reporting is accurate.

Ready-to-use check

Capacity matches physical plan

Rules published

Assignments reconciled

Arrival stations tested

Fallback roster available

Access

Gate scanning

Enroll devices, configure stations and zones, test scan outcomes, handle offline batches, and protect device credentials.

Best for
Gate managers and scanner teams

Step-by-step walkthrough

1. Open Scanning Hub and create or confirm the station profile for each gate or checkpoint.
2. Open Gate Scanner on the actual device. Enroll the station or device key through the controlled organizer workflow; do not share raw keys in chat.
3. Scan a paid ticket and confirm entry limits are enforced. Scan crew, artist, staff, or back-office credentials and confirm authenticity is validated without an artificial entry limit unless configured.
4. Test duplicate, revoked, wrong-event, wrong-zone, expired, offline, and malformed codes before opening gates.
5. Open Scan Logs and Redemption Analytics to confirm the result, station, timestamp, code type, and operator context are recorded.
6. Prepare a documented offline and escalation process for devices that lose network access or cannot resolve a credential.

Prepare stations and devices

• Create a station for each operational checkpoint and assign the ticket, credential, date, or zone rules it should enforce.
• Enroll each scanner device individually. Store device keys in the scanner configuration, not in printed instructions or shared URLs.
• Enroll each scanner through the supported device setup flow and keep its access credential private.

Test every outcome

• Before opening, test valid, duplicate, voided, revoked, wrong-day, wrong-zone, unknown, and offline/sync behavior.
• Confirm visual and audible feedback is understandable in sunlight and a noisy gate environment.
• Train supervisors on override and escalation policy rather than letting every operator improvise.

Monitor during entry

• Watch station throughput, denied reasons, duplicate scans, device status, and queue conditions.
• Rotate or revoke a device key immediately when a device is lost or reassigned outside the event team.
• Preserve logs for reconciliation and incident review.

Ready-to-use check

Stations scoped

Devices individually enrolled

All outcomes tested

Offline procedure practiced

Lost-device process documented

Access

Credentials and access zones

Issue staff, vendor, performer, sponsor, volunteer, and guest credentials with date and zone controls.

Best for
Credential managers and security teams

Step-by-step walkthrough

1. Open Access / Credentials and create the credential types used by staff, artists, crew, media, vendors, partners, vehicles, or restricted teams.
2. Open Access Zones and define the zones or checkpoints each credential can enter.
3. Open Ticket → Credential Rules when a ticket purchase should automatically grant a credential or zone entitlement.
4. Issue a test credential, print or display its code, and scan it at an allowed and denied station.
5. Use Credential Items and Printable Passes to configure physical stock, layouts, labels, and print batches.
6. Use Scan Logs and Activity History to revoke, replace, reprint, or investigate a credential without deleting its historical record.

Design the access model

• Create zones based on real security boundaries, not every room or minor destination.
• Build credential types around job functions and grant only the dates and zones each type requires.
• Document exceptions such as escorts, temporary access, lost credentials, and emergency overrides.

Issue and print

• Verify identity and linked participant records before issuing high-privilege credentials.
• Use print templates that make role, access level, event, and validity easy to inspect without scanning.
• Never reuse a revoked code. Reprint only after confirming the old credential has been invalidated where required.

Audit access

• Review grants before event day and compare them with the current staffing and partner rosters.
• Monitor denied scans for configuration errors or attempted misuse.
• Revoke credentials promptly when someone leaves the event workforce or loses the physical pass.

Ready-to-use check

Zones map to real boundaries

Types use least privilege

Print layout tested

Exception policy documented

Revocation process assigned

Operations

Schedule and parade operations

Publish schedules, manage parade applications and lineup, design the road-following route, stage units, and run day-of progress.

Best for
Program, parade, staging, and operations teams

Step-by-step walkthrough

1. Open Schedule and create venues, stages, categories, times, descriptions, public visibility, and participant assignments.
2. Use Programming & Talent or Artist Applications to connect approved participants to schedule records.
3. Open Parade to configure registration, divisions, route, staging, lineup, fees, instructions, and public status.
4. Review entries, then generate the lineup, marshal sheets, announcer sheet, exports, and day-of views.
5. Open Parade Day on a field device and test check-in, status changes, notes, and route context.
6. Review the public schedule and parade output while logged out and verify times use the event timezone.

Schedule publishing

• Use a consistent timezone and distinguish public schedule items from internal operating milestones.
• Include location, start/end time, public description, and any audience restrictions.
• Review the public schedule on mobile and verify changes propagate before announcing them.

Parade preparation

• Configure entry types, fees, application copy, required insurance/documents, lineup rules, staging zones, route checkpoints, and announcer information.
• Use the route designer to place checkpoints and drag the centerline onto the intended streets. Street snapping uses an approved HTTPS routing service.
• Save the route and verify distance, checkpoint order, road closures, and field instructions with the responsible agencies.

Parade day

• Use check-in, staged, released, on-route, held, and finished statuses consistently.
• Give field staff a fallback lineup and route document in case network access is disrupted.
• Record exceptions and timing changes so future lineup and interval planning can improve.

Ready-to-use check

Public/internal schedule separated

Entry workflow tested

Route and checkpoints verified

Fallback lineup printed

Status language trained

Participants

Communications and templates

Create reusable messages, target the right audience, keep delivery auditable, and avoid conflicting instructions.

Best for
Communications, vendor, ticketing, and operations teams

Step-by-step walkthrough

1. Open Email Templates and create or review the reusable template. Use placeholders shown by the interface rather than inventing variable names.
2. Open Communications Hub or Broadcast Email, choose the audience, preview the resolved content, and send to a test recipient first.
3. Open Messaging to continue organizer, vendor, partner, or participant conversations in the unified thread rather than starting a duplicate channel.
4. Open Mail Queue to review queued, sent, deferred, bounced, and failed messages. Retry only after the cause is understood.
5. Use Notifications Center for operational attention items and Printables for badges, tickets, signs, and other generated documents.
6. Confirm unsubscribe, support, sender identity, reply routing, event branding, and audit records before a large send.

Build reusable templates

• Create templates for confirmations, approvals, balances, missing documents, load-in, event-day changes, refunds, and post-event follow-up.
• Keep the subject specific, put the required action near the top, and include the event name and support path.
• Preview variable substitutions with real-looking test data before enabling automation.

Target and approve

• Filter recipients by event, status, role, assignment, balance, compliance, or other relevant segment rather than emailing everyone.
• Use a second-person review for emergency, payment, cancellation, access, or large-recipient messages.
• Avoid publishing a change in email alone; update the relevant portal or public page so the current instruction remains discoverable.

Delivery and records

• Review the mail queue and delivery failures after large sends.
• Protect sender reputation with authenticated domains, accurate recipients, and a clear support/opt-out posture where applicable.
• Keep important organizer-to-participant communications attached to the operational record when possible.

Ready-to-use check

Templates previewed

Recipient filter reviewed

Critical sends approved

Canonical instructions updated

Delivery failures monitored

Participants

Partner Portal

Coordinate service providers through scoped company accounts, event assignments, service items, maps, documents, compliance, tasks, and billing.

Best for
Operations teams and outside partners

Step-by-step walkthrough

1. Open Event Partners and create or select the partner company.
2. Create an event assignment for that company. Confirm the assignment references the active event when the organizer manages multiple events.
3. Choose the partner type and configure services, contacts, deadlines, documents, compliance, billing, and the metrics relevant to that business.
4. In Site Planner, multi-select the relevant objects and use the inspector sharing workflow to attach the complete selection to the partner assignment.
5. Send the invite, then test activation in a private browser. Confirm FestAxis branding appears before the partner enters an event and event branding appears inside the event dashboard.
6. Send a message from both sides and verify it appears in the same direct-message thread, then review the partner site plan, top bar, logo, documents, and metrics.

Create scoped partner access

• Create the partner company, invite named partner users, and assign the company only to events where it is working.
• Do not give outside providers organizer admin accounts simply to exchange documents or see a map.
• Review every partner assignment before publishing event information to the portal.

Define the work

• Add service items with owner, due date, location, quantity, status, instructions, and acceptance criteria.
• Link only relevant Site Planner objects so the partner sees its footprint, route, staging location, utility drop, or work zone.
• Use requests, tasks, compliance requirements, and documents to keep decisions out of scattered text threads.

Close out

• Confirm delivery, completion, exceptions, damage, final quantities, and approved changes.
• Reconcile partner invoices against the assigned work and documented adjustments.
• Archive or remove partner access after the event relationship no longer requires it.

Ready-to-use check

Named partner users invited

Event scope verified

Service items and maps linked

Changes documented

Post-event access reviewed

Operations

Sponsors, assets, and permits

Track commitments, placements, inventory, documents, ownership, deadlines, and public recognition.

Best for
Sponsorship and operations teams

Sponsors

• Record the sponsor, level, commitment, payment, benefits, logo, public link, contacts, and fulfillment status.
• Connect physical activations to Site Planner and verify logos before publishing the public sponsor section.
• Track promised deliverables individually so verbal commitments do not disappear after sales handoff.

Assets and infrastructure

• Assign identifiers, owners, locations, condition, delivery/pickup windows, and service status to operational assets.
• Use map links for generators, light towers, restrooms, barricades, medical points, communications equipment, and other field assets.
• Record changes and incidents against the asset rather than relying on a separate notebook.

Permits and compliance

• Track issuing authority, requirement, due date, status, document, expiration, responsible owner, and field conditions.
• Keep final approved documents accessible to the staff who may need them during inspection or incident response.
• Do not mark a requirement complete solely because a file was uploaded; record the review or approval state.

Ready-to-use check

Benefits itemized

Physical placements linked

Assets have owners

Permit approvals recorded

Field documents accessible

Operations

Command Center and incidents

Maintain a live operating picture across incidents, gates, crowd conditions, assets, maps, partners, and field updates.

Best for
Event leadership and operations staff

Step-by-step walkthrough

1. Open Command Center from the dashboard or Field Hub.
2. Use Command Center Layout to show, hide, move, and order widgets for your role and event.
3. Open Map Objects to add gates, resources, or operational overlays not already sourced from Site Planner, Assets, Access Zones, Camping, Crowd Intelligence, or Parade.
4. Open Incidents to create the record, severity, owner, location, status, notes, and follow-up actions. Do not put unnecessary sensitive information in free text.
5. Use Notifications Center and the live feed to assign or escalate items. Confirm changes appear on another authorized device.
6. During closeout, export or review the incident and activity history and document unresolved owners and deadlines.

Prepare the operating picture

• Confirm maps, zones, gates, assets, staff assignments, escalation contacts, and expected attendance before opening.
• Decide which team owns incident intake, dispatch, public communication, documentation, and closure.
• Use clear status definitions and severity criteria so the dashboard means the same thing to every shift.

During the event

• Log actionable incidents with time, location, category, severity, description, assigned owner, and status.
• Use crowd signals and observations as decision support, not as a substitute for trained field assessment.
• Record major operational decisions and their source so leadership can reconstruct the sequence later.

Handoff and closeout

• Use shift handoffs to review open incidents, degraded systems, pending partner tasks, weather, access issues, and unresolved public messaging.
• Close incidents only after the required follow-up, evidence, and notifications are complete.
• Export or preserve records according to the organization’s legal, insurance, and retention requirements.

Ready-to-use check

Severity definitions agreed

Incident owners assigned

Shift handoff format ready

Fallback communications available

Retention requirements known

Revenue

Finance and reporting

Reconcile orders, vendor balances, refunds, fees, partner invoices, deposits, and exports without losing audit context.

Best for
Finance staff and event leadership

Daily controls

• Review failed payments, incomplete orders, refunds, disputes, unpaid vendor balances, and mail failures regularly during active sales.
• Separate platform records from bank settlement timing; a payment processor deposit can combine multiple transaction dates.
• Limit manual status changes and document the reason whenever a financial record is adjusted outside its normal workflow.

Reconciliation

• Tie gross sales to discounts, fees, refunds, disputes, taxes where applicable, and processor fees before comparing net deposits.
• Reconcile by event and payment account, especially when an organization runs concurrent events.
• Use exports as working papers, but preserve the underlying FestAxis and processor records as the source data.

Reporting hygiene

• Define reporting cutoffs and timezone before comparing dashboards or spreadsheets.
• Protect exported personal and financial data with restricted storage and deletion/retention rules.
• Document material discrepancies, resolution, approver, and date.

Ready-to-use check

Processor account verified

Daily exception review assigned

Reconciliation formula documented

Exports secured

Discrepancies logged

Operations

Event-day runbook

Use a repeatable opening, live-operations, handoff, degraded-mode, and closeout sequence.

Best for
All operational leads

Step-by-step walkthrough

1. Before doors, open Readiness Center and resolve every remaining blocker. Confirm the active event on every staff device.
2. Open Field Hub and Command Center. Verify scanner stations, live map layers, incidents, notifications, staffing, and communications.
3. Run one real-device test scan for each ticket and credential class and confirm payment, access zone, and entry-limit behavior.
4. Confirm vendor, partner, camping, parking, parade, and talent teams have current rosters, maps, contacts, and offline fallbacks.
5. Record issues in Incidents or the appropriate operational record instead of private notes that cannot be handed off.
6. At close, reconcile scans and payments, revoke temporary access, export required records, assign follow-up, and begin Post-Event Review.

Before opening

• Confirm system status, internet and backup connectivity, scanner sync, printer supplies, staff accounts, payment terminals, maps, and escalation contacts.
• Review known exceptions: unpaid participants, missing compliance, closed areas, capacity limits, weather, route changes, and special access.
• Open required dashboards on designated devices and keep unrelated administrative tools closed.

During operations

• Use the system of record for status changes instead of parallel handwritten or personal-message workflows whenever service is available.
• Escalate security, life-safety, payment, privacy, and widespread access failures immediately under the event plan.
• When service is degraded, switch to the documented fallback and mark records for later reconciliation.

Close and reconcile

• End sales or access windows intentionally, synchronize offline devices, close incidents, secure exports, and capture unresolved work.
• Reconcile cash and processor activity under dual-control procedures where required.
• Create a post-event version or archive of key layouts, reports, communications, and operating notes.

Ready-to-use check

Opening check completed

Fallback materials present

Escalation contacts reachable

Offline data synchronized

Closeout owner confirmed

Foundation

Troubleshooting and support

Resolve common account and event-workflow problems without exposing sensitive information or duplicating transactions.

Best for
Event administrators and staff

Step-by-step walkthrough

1. Confirm the active organization, event, account, and approximate time of the problem.
2. Refresh once and retry only when the action cannot create a duplicate payment, refund, email, import, or bulk change.
3. Check whether your assigned role includes the requested workflow and ask an organization owner to review access when needed.
4. Capture a redacted screenshot and describe the expected result, actual result, browser, device, and minimal steps to reproduce.
5. Contact FestAxis support without including passwords, MFA codes, recovery codes, invitation links, session cookies, scanner credentials, or full payment information.
6. For live-event impact, state the operational deadline and use the event team’s approved fallback until service is restored.

Check the basics

• Confirm that you are signed into the correct organization and event, refresh the page, and try the action once more.
• Check whether your assigned role includes the workflow you are trying to use. Ask an organization owner to review your access when needed.
• For browser-specific problems, try a current supported browser or a private window without extensions.

Describe the problem safely

• Include the event name, affected workflow, approximate time, expected result, and what happened instead.
• Use a redacted screenshot when useful. Remove personal data, payment details, private documents, access codes, and account-recovery information.
• Never send passwords, MFA codes, recovery codes, invitation links, session cookies, scanner credentials, or full payment-card data.

Protect live operations

• Avoid repeatedly submitting an action that could duplicate a payment, refund, email, import, or bulk edit.
• Use the event team’s documented fallback process when a live workflow is unavailable, then reconcile records after service is restored.
• For urgent event-day impact, contact FestAxis support and identify the event, affected function, and operational deadline.

Ready-to-use check

Correct event confirmed

Role access checked

Sensitive information redacted

Duplicate actions avoided

Support request includes time and impact