Evidence Center

Two kinds of evidence sit against each event. Payment evidence records what the payment provider reported for paid tickets: authorizations, captures, refunds and voids, with the provider’s event ID, reference, amount and time. Supporting files record what the team relied on: run sheets, speaker confirmations, sponsor agreements and session outlines, each with a title, evidence type, uploader, upload time and visibility of Internal or Shared.

The Finance Coordinator verifies each piece of payment evidence. Only a verified capture lets a paid attendee be admitted, and refunds on cancellation are prepared only against verified captures.

• Payment evidence as received. The provider event ID is kept once, so a repeated notification is recognized.
• Verification by finance. The Finance Coordinator checks evidence against the provider dashboard and marks it verified.
• Files by type and visibility. Evidence types help reviewers find the right file; Shared files may go to speakers and sponsors.

Agree which events are paid and which provider you use. Decide who verifies payment evidence and how often in the days before an event. Agree the refund policy for cancellations. List the evidence types you use for files and which may be shared outside the team.

A training company sells tickets to a paid online workshop at $149. A buyer purchases three seats for her team. The provider sends an authorization and a capture of $447, each stored with its provider reference. The Finance Coordinator checks the capture and marks it verified, and the three registrations can be admitted on the day.

Another buyer’s capture arrives twice because of a provider retry. The second notification carries the same provider event ID and is recognized, so one capture is kept. Before the event, the Event Coordinator attaches the trainer’s slide deck as an Internal file and the attendee workbook as a Shared file.

• Unverified Payment Evidence — Provider events waiting for the Finance Coordinator to check.
• Evidence Files — Files attached to each event, with type, visibility and uploader.

• Registration to admission: See where a verified capture is required.
• Cancellation and reconciliation: Prepare refunds when an event is cancelled.

Plan the payment connection before selling tickets.