Events and stand sales

With the Events app, a business can participate as an exhibitor, create its own stand menu, and accept orders online or through POS. The organizer manages the event itself; the business manages its own stand and items.

Running the event yourself? Then you want Organiser: create and run an event.

Prerequisites

• You are an active member of the participating business.
• You have a personal email invitation or the organizer’s active QR code or link.
• Active products are ready if they will be imported to the stand.
• Vipps or Stripe is verified if customers should be able to select Pay now.
• A POS device is paired and employees have a POS code if you will sell through the point of sale.

What you will learn

• the difference between an email invitation and an application through a QR code
• how to create and maintain a stand menu
• how online orders, payment at the stand, and POS stand sales work
• how to manage stand orders and common errors before and during the event

The complete event flow

In text form, the process is:

1. Accept a personal invitation, or submit a stand application using the organizer’s QR code.
2. Open Events and select the approved stand.
3. Import products or create custom items for the stand menu.
4. Check that the event and sales window are open.
5. Accept orders from the event page or select stand mode in POS.
6. Process the orders in the regular order flow.

Join through an email invitation

1. Open the email with the subject You are invited to participate in an event on Finta.
2. Select Accept invitation.
3. Sign in with Vipps if you are not already signed in.
4. If you have several businesses, select the one that will participate.
5. Confirm the invitation.
6. Open Sales and growth → Events and select the event.

A valid personal invitation creates the stand directly. The Events app is normally installed and pinned automatically.

The invitation link may have expired, been revoked, or already been used. Ask the organizer to send a new invitation if the link is no longer valid.

Request a stand using a QR code

1. Scan the organizer’s QR code or open the active stand application link.
2. Sign in with Vipps.
3. Select the business that will participate.
4. Select Request a stand.
5. Wait for the organizer to approve the request.
6. After approval, open Events in Finta Business.

A QR application is first created as a request. The stand does not become visible to customers until the organizer approves it. A regular public event page does not necessarily include an application button; use the link or QR code supplied by the organizer.

Understand event status

The card in the event overview shows the status of the event itself:

The business does not publish the event itself. The organizer or platform controls the status, start, and end.

Build the stand menu

Open the event to access the stand menu. You can combine imported products and custom stand items.

Import from the product catalogue

1. Select Import.
2. Select the active products that will be sold at the stand.
3. Confirm the import.
4. Check the name, price, category, and availability in the stand menu.

The import creates a copy of the product data at the time of import. If you later change the price or text at the stand, the original product in the product catalogue does not change. New catalogue changes are not automatically synchronized back to the stand either.

The dialog shows up to 100 active products. If the catalogue is larger, you can create a custom stand item for a product that is not shown.

Create a custom stand item

1. Select New item.
2. Enter a Name and a price of zero or more.
3. Optionally add a Category and Description.
4. Check Available.
5. Select Save.

Use Move up, Move down, Edit, Delete, and the availability toggle to maintain the menu. Only available items are shown to customers and in POS. Custom stand items do not have product choices or modifiers.

Accept online orders

The customer opens the public event page and shops from one stand per order.

• Pay at the stall creates a pending order. The customer gets a pickup number and QR code and pays at the booth. Stock is not drawn down until you take payment, so a customer who never comes back does not lock goods away from the queue that did turn up.
• You can switch off Accept pre-orders on the booth page if you only want to serve the queue in front of you. It stays on until you turn it off.
• Pay now appears only when the stand business has an active and verified Vipps or Stripe account. The payment goes to the stand business’s own provider account.

An online purchase can only be created when the event is Published or In progress, and the current time falls between the event’s start and end.

Sell through POS

1. Open a paired POS and start an employee session using a POS code.
2. Select Stand sales available, then Select stand area.
3. Check the event, stand name, and time when sales close.
4. Add items from the stand catalogue to the cart.
5. Complete the sale by card, Vipps, or cash according to the regular POS setup.
6. Select Return to regular menu when stand sales are finished.

When you switch stand areas or leave stand mode, the cart is cleared to prevent the regular catalogue and stand catalogue from being mixed. If the sales window closes or the stand is removed, POS returns to the regular menu.

Take payment for a pre-order

The customer orders from their phone, chooses to pay at the booth, and walks up to the counter with a pickup number.

1. Open Waiting on the POS. The tab only appears when the business has a booth.
2. Find the order by its pickup number. Newest first.
3. Check the items and the total.
4. Take payment by cash, card or Vipps.

Prices are not recalculated: the order froze them when the customer agreed to them, and a menu edited mid-event does not change what somebody already ordered.

Stock is drawn down here for the first time. If the stall sold out in the meantime, the POS says Sold out and the order stays unpaid.

Nothing expires on its own. A market queue can be half an hour long, and an order vanishing while its owner stands at the counter is worse than the wait.

Use campaigns at events

A campaign must have Show at event enabled to be used in POS stand sales.

• an order discount can apply to the entire stand order
• a product-specific discount can only apply to items imported from the product catalogue
• custom stand items are not affected by product or category targeting
• the public event checkout does not use discount codes or campaign discounts in this flow

Process stand orders

Stand orders appear on the regular Orders page with their event and stand association. Online orders use the order type Stand pickup.

Follow the regular sequence:

1. Pending when the order has been received or is awaiting payment at the stand.
2. Confirmed when the business accepts the order.
3. Preparing while the items are being prepared.
4. Ready when the customer can collect the order.
5. Delivered when the order has been handed over.

Use Cancelled if the order will not be completed. Cancellation does not automatically refund a payment; check the payment status separately.

There is no separate event analytics view on the business’s Events page. Track orders and sales through the regular order and sales analytics.

Common problems

I cannot find Events

Check that you are a member of the correct business. After an invitation or application is approved, the app is normally installed automatically. If it does not appear, open the app overview and install Events.

The stand is not public

Check that the application has been approved, the event is published or in progress, and the start time has been reached. A QR application is not public while it awaits the organizer.

An item is missing

Check that the item is available in the stand menu. The import dialog only shows active catalogue products and no more than 100 items.

Pay now is missing

Check that Vipps or Stripe is active and verified for the stand business. Customers can still use Pay at the stand when that method is available.

POS does not show the stand area

Check that the POS device is paired, an employee session is active, the stand has been approved, and the sales window is open.

Next step

Read Services, products, and pricing rules for the catalogue, Payments and payment methods for Vipps and Stripe, and Displays and device setup for POS.

Flowchart

flowchart TD
  accTitle: The complete flow for a business participating in an event
  accDescr: The flow shows the two ways to become an exhibitor, stand menu setup, sales window checks, and sales online or through POS.
  A{"How does the business join?"}
  A -- "Personal email" --> B["Open the invitation and sign in with Vipps"]
  B --> C["Select the correct business"]
  C --> D["The invitation is accepted<br/>and the stand is created"]
  A -- "QR code or open link" --> E["Scan the code, sign in,<br/>and select a business"]
  E --> F["Select Request a stand"]
  F --> G{"Does the organizer approve?"}
  G -- "No" --> H["The stand does not become public"]
  G -- "Yes" --> D
  D --> I["Open Events<br/>and select the event"]
  I --> J["Import products<br/>or create custom stand items"]
  J --> K["Adjust price, order,<br/>and availability"]
  K --> L{"Is the event published or in progress<br/>and within the sales window?"}
  L -- "No" --> M["Prepare the stand and wait<br/>for sales to open"]
  L -- "Yes" --> N{"Select a sales channel"}
  N -- "Public event page" --> O["The customer shops from one stand"]
  O --> P{"Payment choice"}
  P -- "Pay now" --> Q["Vipps or Stripe for the stand business"]
  P -- "Pay at the stand" --> R["Pending order with pickup number"]
  N -- "POS" --> S["Select a stand area<br/>and use the stand catalogue"]
  S --> T["Card, Vipps, or cash<br/>according to the regular POS setup"]
  Q --> U["The order appears under Orders"]
  R --> U
  T --> U
  U --> V["Confirm, prepare,<br/>mark ready, then delivered"]