If you need to capture card details from attendees, without actually charging them, you can do this using the Stripe payment gateway. 

The most common scenarios for collecting card details in this way are:

  1. Event “no show” guarantee, when you want to charge an attendee if they do not turn up for a free event
  2. Hotel "no shows", when you wish to charge an attendee if they don’t check-in at the hotel booked as part of the registration process

Set up for a free event

You can capture card details in free events by following the steps below:

  1. Create an event
  2. Go to Setup > Event > Properties and enable pricing
  3. Add a price of 0.00 for any items where you want to capture card details, such as the event price, an additional bookable item or a session.
  4. Go to Setup > Finance > Payment Methods
  5. Select "Stripe" as the payment gateway
  6. Enter the Stripe credentials
  7. Select the checkbox for “Save card details as a Stripe customer:”
  8. Click “Save”

Set up for a paid event

To set up for an event for card capturing where there is an event price or other priced items, the process is the same as above with the addition of adding prices for the event or other items. Take the steps below:

  1. Create an event
  2. Go to Setup > Event > Properties and enable pricing
  3. Go to Setup > Finance > Prices
  4. Click “Add”
  5. Enter a name for the price, select what the price will apply to and add the new price
  6. Click “Save”
  7. Go to Setup > Finance > Payment Methods
  8. Select “Stripe” as the payment gateway
  9. Enter the Stripe credentials
  10. Select the checkbox for “Save card details as a Stripe customer:”
  11. Click “Save”

Attendee experience

If you are running a free event, we would advise that it is made clear to the registration contact why their card details are being requested by adding explanatory text on the basket checkout page or the “Show payment details page”.

If you are running an event where payment will be charged immediately but card details are also being collected, we would also advise that it is made clear to the registration contact that card details will be saved for future charges related to the event. You can add explanatory text on the basket checkout page or a payment details page (if active).

When a registration contact arrives at the basket checkout, they will do the following:

  1. Select the radio button for a card payment, whether the event is free or not
  2. Click “Pay Now”
  3. Enter their card details in the secure Stripe form
  4. Click the “Pay” button to complete the registration

Possible outcomes

  • If an attendee closes the Stripe payment form without clicking the “Pay” button, their registration will not be completed in Eventsforce. The card details must be entered, and the “Pay” button clicked for the registration to be saved in Eventsforce.
  • If an event manager registers an attendee through the admin portal, closing the Stripe payment form will save the registration.
  • If an attendee has logged into their registration to add an item that has a price, such as a bookable item or session, but closes the Stripe payment form without clicking the “Pay” button, the amount will not be charged to the card but the basket will be updated to reflect the selection. The registration in Eventsforce will show that there is an unpaid amount.

Charging a card in Stripe

After capturing card details, a customer record of the registration will appear in the Stripe portal.

To make a card payment in Stripe:

  1. Log into Stripe
  2. Select “Customers” on the left hand side to view all the registrations with captured card details

The Stripe registration record is made up of the registration contact's first name, last name, the Eventsforce registration reference, and the Stripe reference (example: Jon Smith (ev123400000) - cus_7VYjGAAAA6gU).

You can search for customers by using the “Search” field in the top right of the portal. Entering a few characters from the registration contact's first, last name, or the registration reference will find the customer. Take the steps below to process a payment:

  1. Click the customer’s record to open the “Customer Details” for the registration
  2. In the ‘Payments’ section, click “+ Create Payment”
  3. Complete the ‘Create a new payment form’ 
  4. Click “Charge customer”

Changes to a registration

If a change is made to a registration in Eventsforce and new card details are captured, it will only be possible to make additional charges to the new card. Payments against the original card will still be visible within the Stripe portal.

Cancelled registrations

If a registration is cancelled in Eventsforce, the customer record in Stripe will still exist.

If a registration is cancelled in Eventsforce and then the registration contact registers again, there will be two customer records for that person in Stripe. In this instance, it is important to check the registration reference in Stripe to make sure that the correct customer record is selected to make the additional payment.

Deleting a customer in Stripe

A customer record can be deleted from the Stripe portal by clicking the red “Delete Customer” button at the bottom of the portal. Deleting the customer record will not have any effect on the registration in Eventsforce.

Editing card details

If an attendee has received a new card and the expiry details need to be updated, click “Edit” in the ‘Cards’ section.

If an attendee provides entirely new card details, click ”Add Card” in the ‘Cards’ section. It is only possible to hold the card details of one card for each registration; therefore, it will only be possible to charge the latest card added to the portal.

Charges that have been made against previous cards will still be displayed in the ‘Payments’ section.

Testing

You should test multiple scenarios with test card credentials including successful and unsuccessful payments to ensure that you are getting the expected results (example: a Stripe customer is created within the Stripe portal).

If you receive any error messages while you are testing, you should confirm that the correct Stripe API keys have been entered on the "Payment Methods" page in Eventsforce. You can access your test and live API keys in the 'Account Settings' of the Stripe portal.

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