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Balances

View comprehensive financial profiles for each attendee including ticket counts, spending totals, referral activity, and outstanding balances with chart and list views
Balances page showing attendee accountsBalances page showing attendee accounts

Overview

The Balances section gives you a complete financial picture of every person associated with your event. It brings together order data, payment history, membership quotas, and referral activity into a single view.

At its simplest, Balances answers one question: Who owes money, who has paid, and how are my members tracking against their commitments?

Who uses this: Event administrators with access to the Balances section.

Key capabilities:

  • View all attendees, organisation members, and administrators in one place
  • Track outstanding balances and overpayments
  • Record payments received by cash, cheque, bank transfer, or card
  • Monitor membership quota progress
  • Analyse referral campaign performance
  • Visualise ticket sales with chart view

Balances typically arise when attendees have unpaid or partially paid orders:

  • Cash or cheque payments: Attendees purchase tickets in person and payment is recorded later
  • Bank transfer arrangements: Attendees arrange to pay via bank transfer after booking
  • Partial payments: Attendees make a deposit and owe the remaining balance
  • Failed card payments: Online payment attempts fail but the order remains in the system
  • Payment plans: Administrators set up instalments for attendees to pay over time

How It Works

At a glance: Find an attendee, review their financial status, and record any payments or refunds as needed.

1. Find the attendee

Use the search field to find attendees by name or email address. You can also sort by any column header to organise the list by balance amount, ticket count, or alphabetically.

2. Review their status

Each row shows the attendee's tickets, total spending, and current balance at a glance. Green indicates fully paid, red indicates an outstanding amount, and a dash means no orders recorded.

3. Take action

Click any row to open the full attendee overview. From there you can view order history, record payments, issue refunds, or print a statement.

Think of it this way:

  • The table shows you the financial snapshot for everyone at your event
  • The filters let you focus on specific groups (members only, hide financial data, show referrals)
  • The attendee overview is where you actually record payments and manage individual accounts

Understanding the Table Columns

Name and Email

Each row displays the attendee's full profile:

  • Name: Displayed in title case, sourced from registered user accounts, organisation membership records, or purchase information
  • Email: Contact email address (can be hidden via side menu for privacy)
  • Member badge: Visual indicator if the person is an organisation member

Membership Quota (when applicable)

For organisations with memberships enabled, this column shows:

  • Member type: The membership tier (e.g., Gold, Silver, Member)
  • Quota progress: Visual progress bar showing tickets purchased towards quota
  • Quota status: Text display like "Quota 8 / 10" or "10 Quota Complete"
  • Quota calculation: Includes base tickets plus/minus referral adjustments when referrals are shown

Tickets

Complete ticket purchase information:

  • Total ticket count: Base tickets plus referral adjustments when enabled
  • Detailed breakdown (when referrals shown):
    • "X tickets sold" - Base ticket purchases
    • "+X tickets referrals" - Tickets others purchased using this attendee's code (counted positively)
    • "-X tickets referred" - Tickets this attendee purchased using someone else's code (counted negatively)
  • People count: If different from ticket count (e.g., "8 tickets (10 people)" for group bookings)
  • Merchandise sales: Additional display if merchandise was purchased

Total (Financial)

The complete spending total:

  • Base total: Total value of all tickets purchased
  • With referrals: Net total including referral adjustments (sales + referrals received - referrals given)
  • Detailed breakdown (when referrals shown):
    • "£XX.XX sales" - Base purchase total
    • "+£XX.XX referrals" - Value of tickets others purchased using this attendee's code
    • "-£XX.XX referred" - Value this attendee received as discount using someone else's code

Balance Status

Visual payment indicators:

  • Green tick: Fully paid (balance is £0.00)
  • Red indicator with amount: Outstanding balance owed (displayed in red with amount in brackets, e.g., "(£25.00)")
  • Green overpaid indicator: Overpaid amount (when attendee paid more than their total)
  • Dash (-): No orders or payments recorded

Sorting and Filtering

Sorting Options

Click any column header to sort the table:

  • Name: Alphabetical by attendee name (A-Z or Z-A)
  • Email: Alphabetical by email address
  • Tickets: By ticket count (ascending or descending)
  • Total: By total sales value
  • Balance: By outstanding amount owed

Your sorting preference is saved automatically and remembered next time you visit this page.

Use the search field at the top to filter attendees by:

  • Email address
  • Name
  • Any partial text match

View Options

The side menu provides filtering and display options:

Show members / Show everyone: Toggle to display only organisation members or all attendees (only visible when memberships are enabled)

Hide money / Show money: Hide or show financial columns (Total and Balance) - useful for printing ticket lists without payment information or displaying on public screens

Hide emails / Show emails: Hide or show email addresses in the name column - useful for privacy when displaying on screens or projecting during events

Hide referrals / Show referrals: Include or exclude referral information in the tickets and totals columns (only visible when event has referrals enabled) - when shown, displays full breakdown of referrals given/received

Chart view / List view: Switch between tabular list view and visual horizontal bar chart representation - chart view is excellent for visualising top ticket sellers and comparing attendee engagement at a glance

Chart View

The Chart View provides a visual representation of ticket sales and referral activity using horizontal stacked bar charts.

Chart Features

  • Horizontal bars: Each attendee is displayed as a horizontal bar showing their ticket count
  • Stacked data: When referrals are shown, bars are stacked showing base tickets (dark blue/teal) and referral tickets (purple)
  • Interactive labels: Click any attendee's name on the chart to open their full Attendee Overview
  • Dynamic height: Chart automatically adjusts height based on number of attendees displayed
  • Legend: Top legend shows "Tickets" and "Referrals" colour coding

Member Display Mode

When viewing only members, the chart shows additional information:

  • Two-line labels: Each bar shows attendee name on first line, member type and quota on second line
  • Quota indication: Labels display like "Gold (10 Quota)" to show membership tier and commitment
  • Larger spacing: Increased vertical spacing between bars for improved readability

When to Use Chart View

Chart view is particularly useful for:

  • Identifying top performers: Quickly spot who has sold the most tickets
  • Member quota tracking: Visual progress towards membership commitments
  • Referral campaign analysis: See which attendees are most effective at referring others
  • Team meetings: Project the chart to celebrate top sellers and encourage friendly competition
  • Event planning: Understand attendee engagement patterns at a glance

Recording Payments

Administrators with balance payment permissions can record payments against outstanding balances.

Recording a Payment

  1. Click on an attendee's row to open their overview
  2. Navigate to the Balance section if they have an outstanding amount
  3. Select the payment method:
    • Cash: Payment received in cash
    • Cheque: Payment received by cheque
    • Bank transfer: Payment received via bank transfer
    • Card outside of Seaty: Card payment taken externally
  4. Choose amount:
    • Full balance: Pay the entire outstanding amount
    • Other amount: Enter a custom partial payment amount
  5. Add payment notes (optional but recommended)
  6. Set the date payment was made
  7. Submit the payment

The attendee's balance updates immediately and they receive an email confirmation of the payment.

Online Balance Payments

Attendees can pay their outstanding balance online if they have access to their ticket dashboard:

  1. From the attendee's perspective, they view their tickets at Seaty/MyTickets
  2. If they have an outstanding balance, a "Pay balance online" option appears
  3. Clicking this initiates a card payment flow
  4. Card payment fees may apply (unless the event absorbs fees)
  5. After successful payment, the balance updates and they receive confirmation

Balance Notifications

Seaty does not currently have automated balance reminder emails. To follow up on unpaid balances:

  1. Use the Balances section to identify attendees with outstanding amounts
  2. Click on their row to view contact details
  3. Send manual reminder emails or make phone calls
  4. Record any payment arrangements in the payment notes when logging payments

Membership Quota Tracking

For events with memberships enabled, the Balances section displays additional information:

  • Member type: Shows the membership tier (e.g., Gold, Silver)
  • Quota status: Visual progress bar showing tickets purchased towards membership quota
  • Quota completion: Indicates when a member has reached their quota target

This helps track whether members are meeting their ticket purchasing commitments.

Referral Tracking

When an event has referrals enabled, the Attendee Accounts & Balances section becomes a powerful tool for tracking referral campaign performance.

Referral Data Display

Toggle "Show referrals" in the side menu to include comprehensive referral information:

  • Referrals received: Tickets purchased by others using this attendee's referral code (counted positively towards their total)
  • Referrals given: Tickets this attendee purchased using someone else's referral code (counted negatively, as it represents a discount they received)
  • Net calculation: Both ticket counts and financial totals are adjusted to show net contribution

Detailed Referral Breakdown

When referrals are shown, each attendee's row expands to show:

Ticket breakdown:

  • "X tickets sold" - Their direct purchases
  • "+X tickets referrals" - Tickets sold through their code
  • "-X tickets referred" - Tickets they bought using others' codes

Financial breakdown:

  • "£XX.XX sales" - Their direct spending
  • "+£XX.XX referrals" - Revenue generated through their code
  • "-£XX.XX referred" - Discount they received using others' codes

Referral Campaign Analysis

The referral view enables:

  • Identify top referrers: See who generates the most ticket sales through their referral code
  • Track referral revenue: Understand financial impact of referral campaigns
  • Member performance: Combine with member filtering to see which members are most active in referring others
  • Incentive programmes: Use data to reward top referrers or structure referral bonuses
  • Chart visualisation: Switch to chart view to visually compare referral performance across all attendees

Common Scenarios

Recording Cash Payment at the Door

Attendee arrives at the venue and pays for their tickets with cash:

  1. Navigate to the Balances section
  2. Find the attendee (search by name or email)
  3. Click their row to open the overview
  4. Record a cash payment for the full balance
  5. The attendee receives email confirmation and their balance clears

Partial Payment Arrangement

Attendee can only pay half now and will pay the rest later:

  1. Open the attendee's overview from Balances
  2. Record a payment with "Other amount" selected
  3. Enter the partial amount being paid
  4. Add notes explaining the payment arrangement (e.g., "First of two instalments")
  5. The balance updates to show the remaining amount owed

Bank Transfer Reconciliation

You receive a bank transfer and need to match it to an order:

  1. Check your bank statement for the attendee's name or reference
  2. Search for the attendee in the Balances section
  3. Open their overview and verify the amount owed matches the transfer
  4. Record a bank transfer payment with the transfer date
  5. Add the bank reference in the notes for audit purposes

Identifying Attendees with Outstanding Balances

Before the event, you want to follow up on unpaid tickets:

  1. Navigate to the Balances section
  2. Click the "Balance" column header to sort by amount owed (descending)
  3. Attendees with red balance indicators appear at the top
  4. Click each row to view contact details and send reminder communications
  5. Record any payment commitments in the notes

Overpayment Refund

Attendee accidentally paid twice:

  1. Their row shows a green overpaid indicator
  2. Click to open their overview
  3. Record a refund for the overpaid amount
  4. The balance returns to zero after the refund is processed

Common Questions

Payments

Can attendees pay their balance online? Yes. Attendees can pay outstanding balances through their ticket dashboard at any time. They will see a "Pay balance online" option if they have an amount owing.

What payment methods can I record? You can record cash, cheque, bank transfer, or card payments made outside the platform. Each payment is logged with a date and optional notes.

Do attendees get notified when I record a payment? Yes. When you record a payment against someone's balance, they automatically receive an email confirmation.

Can I edit a payment after recording it? Yes, for manual payments (cash, cheque, bank transfer, card outside platform) you can edit the payment details including the date, type, and notes.

Viewing and Filtering

Why can I only see some attendees? Check your filter settings in the side menu. If "Show members" is active, you will only see organisation members. Toggle to "Show everyone" to see all attendees.

How do I find attendees who owe money? Sort by the Balance column (click the header) to bring outstanding balances to the top. Red indicators show who owes money.

Are my view preferences saved? Yes. Your sorting preference, filter settings, and chart/list view choice are all saved automatically and remembered next time you visit.

Referrals and Quotas

What do the +/- numbers mean in the referral breakdown? Positive numbers (+) indicate tickets or revenue this attendee brought in through their referral code. Negative numbers (-) indicate tickets they purchased using someone else's code.

Why don't I see referral information? Referral data only appears when your event has referrals enabled. Use the "Show referrals" toggle in the side menu to display the breakdown.

How is the quota calculated? Quota shows tickets purchased towards a member's commitment. When referrals are shown, the quota includes both direct purchases and tickets referred to this member.