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Frequently asked questions

Any questions or suggestions, please let us know!

Conditions of use

Everyone can use the application for free, subject to some conditions.
  • Eventalix may only be used to support illegal Events.
  • Illegal Events or Events with illegal activity will be deleted.
  • Events that go against the general rules of decency are removed.
  • Faults, interruptions or errors in Eventalix never give entitlement to compensation of any kind.
  • Any loss of data in Eventalix never gives entitlement to compensation of any kind.
For the full Terms and Conditions see:


Are my personal data stored?

Eventalix stores the personal data of the persons who create a profile. At any time you can ask to have your profile deleted. Whether this is possible depends on any obligations you have through subscriptions for running Events. If this is not the case, your profile can be removed. You will lose access to the Events for which you are registered as organizer or co-organizer and to any subscription you have placed.

For the full Data Privacy provisions see:


General

Anyone can use Eventalix freely to organize and manage an Event within the framework of the General Conditions.

You can easily log in to Eventalix with your Facebook or Google account. Eventalix does not use any information of your Facebook or Google Account.

Once you have registered and created your Eventalix account you can change this easily. When you are logged in, just click on your e-mail on the top right of the screen. A drop-down menu will appear and you can choose to logout or change your account.
To remove your account you must contact the Eventalix team (Contact us).

You can easily change your password in the following manner:

You are logged in:
  • Click on your e-mail address at the top right, and click on "Profile".
  • Below your profile information there is the "Change your password" section.
  • Enter your e-mail address, if not entered, and click on "Forgot password".
  • You will now receive an e-mail with a link to set a new password.
  • Now you can log in with your new password.

You are NOT logged in:
  • You are reading this FAQ, so you are on the website https://eventalix.org
  • Click on "Log in/Register" at the top right and enter your e-mail address under "Register or login by e-mail".
  • Now click on "Password forgotten" at the bottom of this window.
  • You will now receive an e-mail with a link to set a new password.
  • Now you can log in with your new password.

If it still doesn't work, contact the Eventalix team (via "Contact us").

Eventalix was developed by IsDaNIX BVBA.
IsDaNIX BVBA makes Eventalix available free of charge.

As an organizer

This ensures there is a person organising the Event.
Eventalix is meant to organize actual Events. it is therefore necessary that the organizer can be identified. It is of course also necessary to give you, as organizer, and your co-organizers, access to your Events in Eventalix and to be able to send you messages regarding the subscriptions for your Event.

It is an online internet application..., but you can still work without internet during your Event. You lose functionalities during the Event, such as "adding to a subscription" and "tracking of payments", which you then have to keep manually.

It is therefore useful to have internet during the Event. You can also easily obtain this via a smartphone.

Once a modification or an extra order has been saved, it is in the system, so should you lose your internet connection, you can only have a problem with the unsaved modifications or orders.

If you want to change something to your Event once the subscriptions have started, there are some limitations to what you can still change.
  • Once there is a subscription for an Event date, you can no longer change or delete it.
  • Once there is an order for a pre-order item, you can no longer change the price or description or delete the item.
You can still change everything else.
If you really have to... you must first delete the subsciptions and orders.

A subscriber who can't reach Eventalix can always send a subscription or order to the organizer by e-mail or by telephone.
The organizer then enters the subscription or order in Eventalix: in the Event dashboard you go to "Add subscription" and you, as the organizer, can enter the details for the subscription. If you add the subscribers e-mail address here, he will receive the subscription by e-mail.
This way an organizer will always have a complete list of subscriptions and/or orders.

Once your Event has been created, you will see the link to the online subscription form and a QR code at the bottom left of the Event dashboard.
This link or QR-code can be used in an e-mail, on your website, a publication poster, on your Facebook page or other social media.

As an organizer, you have a handy overview at all stages of your Event.
  • When creating an Event, you can determine which items can be ordered before or during the Event.
  • During the Event, you can add additional orders and enter the payments.
  • During and after the Event you will always have a list of individual orders and the overview of the total order.

The subscription period allows you to close the subscriptions or orders for your Event in a timely manner.This gives you the time to prepare your Event or complete your orders.
During the subscription period, a subscriber can subscribe or change his subscription.
After the subscription period, a subscriber can only consult his subscription.
By default the subscriptions are closed at the start of the last day of the Event.

There is currently no on-line payment system integrated in Eventalix.
As an organizer, you can register payments in the subscription of the related subscriber.
Please note: payments can only be registered if "Orderable items" (pre-ordered or on Event) have been defined for the Event.
This way you always have a correct overview of orders and payments.
You do this by selecting your Event in the overview, then search for the order and add the payment.

You can always delete an Event from your overview.
This will remove you from the list of organizers.
When the last organizer is removed from the list, the Event will become permanently inaccessible.

This is included to respect the legislation on protection of minors.
You must state, in truth, that you are over 16 year old, or indicate a valid e-mail address of your guardian or parent.
E-mails will be sent to the guardian or parent to inform them on your use of this application.

On the Event Dashboard, search for the subscription you want to modify in the "overview subscriptions" or via the "find subscription" function and choose to go to the subscription dashboard.
In the subscription dashboard you choose "modify"... the subscription opens and you can modify what is needed.
The subscriber will receive a notification by e-mail that the organizer has made a "modification" to his subscription.

If a person subscribes without an account then an e-mail address must be given and the minimum or extensive personal data to subscribe.
An entry placed in this way must always be confirmed by the tenderer. An e-mail will be sent automatically with a link to confirm. This is to ensure that the owner of the e-mail address has made the subscription.

The organizer will see in the subscription overview and in the subscription dashboard whether a subscription has been confirmed or not.

The organizer can send a reminder to unconfirmed subscriptions (click on the subscription and you can see the option or go to the subscription dashboard) or confirm the subscription yourself. The subscriber is automatically informed of these actions.

An Event is not always a single day. Sometimes it runs over a whole week or over several weeks, or sometimes for the same week with different groups of people, think of a youth camp with different age groups. Or you want subscriptions for several dates at the same time. Well then you can also use "orderable items" to book the subscriptions:
  • You do not specify Event date.
  • You make an "orderable item" per age group and/or per date.
  • You put a price and, if necessary, a maximum on it.
This way you can easily make subscriptions for a camp or yoga class.

Or you want subscriptions over several weeks with different groups, such as a course over 4 weeks, with 3 classes per week, each for a different course session, so, you can also solve it differently:
  • You enter the first day of the week as the Event date for the 4 weeks.
  • You impose a minimum and maximum of 1 person per subscription and possibly a maximum per Event date.
  • You make an "orderable item" per class.
  • You put a price on the item if this is necessary.
  • You explain how it works in the description.
It is a flexible system that can handle almost any situation with some thought.

There are several options for entering maximums:
  • Maximums for persons per Event date.
  • Minimums and maximums for persons per subscription.
  • Maximums for orderable items.
The maxima and minima for people are available as soon as you use an "Event date". The intended use for the maxima and minima is the following:
  • Max. persons per Event date: use for maximum number of places for the Event location.
    Subscriptions are limited to this number of persons per "Event date" that you enter.
  • Min. persons per subscription: use for the minimum number of persons in a single subscription, for example for the minimum size of a quiz team.
  • Max. persons per subscription: use for the maximum number of persons in a single subscription, for example for the maximum size of a quiz team.
You can specify the maximum for the orderable items, pre-orderable or during the Event, as soon as you add orderable items to your Event. It gives the maximum available number of items for this specific item, for all Event dates combined. You can use this as follows:
  • You only have 50 pieces of an item..., set a maximum to avoid selling more.
  • During your Event you notice that the stock is running out..., set a maximum.
  • If you have more items available: you can always raise the maximum.
  • If you have less available: you can decrease as long as you stay above the already ordered quantity.
Minima and maxima can be very useful, also for items that are ordered during the Event.

As a subscriber

When you subscribe for an Event you no longer "need" to create an account. You will still be asked to provide some personal data. It's the organizer who determines whether these are "limited" data (e-mail, name, zip code and country) or "complete" data (including your address).
This is to make yourself known to the organizer, but also to send you your subscription.

Do you still want to modify your subscription? Without an account you will have to ask the organizer. If you want to do it yourself, you will still have to create an account. Once you have an account, you can manage your subscription yourself within the subscription period.

When subscribing to an Event, you can indicate with how many people you will participate.
You can also make different subscriptions for the same Event (choose "New subscription" on your subscription dashboard), for example when you are subscribing for another person or group of persons.

During the subscription period, which is determined by the organizers, you can always change or remove the subscription or order.

If you do not have an account, you can create an account or contact the organizer and ask to change or remove your subscription. To do this, you can go to the subscription dashboard via the link that you received in the email with your subscription (the link is also in the PDF).

If you do have an account, you can look up your subscription in "my subscription" and modify it to your own preference.

Please note, after the closing of the subscription period you can only view the subscription... you can no longer modify it. You use the same link for this.

This is included to respect the legislation on protection of minors.
You must state, in truth, that you are over 16 year old, or indicate a valid e-mail address of your guardian or parent.
E-mails will be sent to the guardian or parent to inform them that you use this application.