The Event Dashboard is your command center after an event is launched. Open it from the Organizer Dashboard by tapping an event card, or go directly after the success popup when creating a new event.
Dashboard variants:
- Event Dashboard — public events and most ticketed events
- Private Party Dashboard — private paid events
- Private RSVP Dashboard — private free RSVP events
Most tools are the same; private dashboards emphasize sharing your invite link.
Top actions
- ✏️ Edit Event — returns to Event Registration (edit mode)
- 🏢 Edit Venue — returns to Venue Registration (edit mode)
- 📤 Share Event — share panel for social / link sharing
Live statistics (top cards)
Four summary cards update in real time during the event:
| Card |
What it shows |
Tap to… |
| 🎫 Total Tickets |
Sold or issued count |
Open ticket holder list (search by name/phone) |
| ✅ Checked In |
Guests scanned at entry |
Open check-in details; use 🔄 to refresh |
| 💰 Total Revenue |
Gross ETB from sales |
Revenue breakdown — after event ends |
| 📊 Commission |
3% platform fee |
Commission breakdown — after event ends |
Before the event ends, revenue and commission show Pending. Tap End Event to finalize numbers and unlock the full revenue breakdown and PDF report.
Sponsor ticket allocations
Allocate a block of tickets to sponsors or partners (General Admission, VIP, or Early Bird). Allocated tickets are reserved from your public inventory and tracked separately from regular sales.
Who can receive an allocation?
The sponsor or partner must be a registered Kelal Gateway member with a phone number on their profile. Search by name, email, or phone when allocating.
How allocation works (organizer)
- Open Sponsor Ticket Allocations on the Event Dashboard
- Tap Allocate Tickets
- Search and select the member, choose ticket type and quantity
- Confirm — they receive a ticket allocation notification in the app
You can review all allocations on the dashboard: quantity allocated, quantity distributed, and remaining balance per sponsor.
How sponsors distribute tickets to VIP guests
After allocation, the sponsor/partner distributes tickets from their own account:
- They open the app notification or go to Home → My Allocated Tickets
- Tap the event block and choose Distribute
- Enter VIP guest phone numbers (one per line) or upload a CSV (first column = phone)
- Tap distribute — each guest must be a registered member with that phone number on their profile
- Successful matches receive tickets in My Tickets; numbers not found are listed in the report so the sponsor can follow up
Tip: Ask VIP guests to install Kelal Gateway and complete registration with their phone number before distribution. Unregistered numbers will not receive tickets.
Ticket background customization
Upload custom images for digital tickets guests see in the app:
- Standard — general admission background
- VIP — VIP ticket background
Image requirements: 1080 × 1920 pixels, vertical orientation, PNG or JPG.
Staff & role management
Assign team members by searching their phone number. Each person receives a staff invitation notification in the app and must accept before their role is active.
Member requirement: Staff must be registered Kelal Gateway members with the app installed, a phone number on their profile, and a completed profile. You cannot assign staff to someone who is not in the member directory.
Available roles:
- Manager
- Bartender / Cashier
- Security
- Ticket Scanner
- Camera Operator
- Services Staff
Staff statuses: Pending → Accepted or Declined. Remove staff with the Remove button on their card.
Ticket Scanner role opens the in-app QR check-in system on their device.
Configure the menu from the Event Dashboard after your event is launched. Adding menu items automatically enables menu ordering for guests.
For pay-at-the-bar during the event (Cashier QR, Kelal Pay), see the Kelal Pay guide.
Free menu vs paid menu items
- Free menu items — leave Price empty when adding the item. Guests select these at no extra charge (common for RSVP events and complimentary food/drink pre-orders).
- Paid menu items — set a price in ETB. When guests buy a ticket and the menu is enabled for their ticket type, selected paid items are added to the ticket total at checkout (one combined payment).
- Edit Menu — add food/drink items (name, category, optional description, quantity limit, price)
- Menu Items Report — see what guests ordered (free selections and paid lines)
- Menu Access Configuration — which ticket types (GA / VIP) can order from the menu at purchase
- Procurement view — aggregate orders by item for shopping/stocking
Free drink configuration
- Toggle whether the event includes complimentary drinks
- Statistics: total limit, QR codes issued, redeemed at bar
- Bartenders scan drink QR codes via the drink scanner
Ticket verification settings
When enabled, ticket scanners see a verification popup with the member's name and avatar before confirming check-in — extra protection against ticket sharing.
Check-in system
Open the Ticket Check-In System from the dashboard (or assign a Ticket Scanner staff member). Scan guest QR codes from My Tickets. Check-in counts update on the dashboard cards.
VIP guest management
Invite VIP guests by searching their phone number (digits only). The person must be a registered Kelal Gateway member with that phone number on their profile — the app looks up members in the directory; you cannot send to unregistered numbers.
- Send complimentary VIP tickets
- Send complimentary VIP drinks (QR codes for the bar)
- Track VIP tickets checked in and drinks redeemed in reports
Recipients get a push/in-app notification and the ticket or drink QR appears in My Tickets.
Notifications
Send push notifications to attendees:
- All ticket holders — everyone who purchased or received a ticket
- Checked-in only — guests currently inside the venue (QR already scanned)
Sprinkler system
Randomly reward a percentage of checked-in attendees with sprinkler notifications (e.g. surprise drink or promo). Each run selects a new random subset who have not already received a sprinkler reward.
Lucky winner selection
Pick one random winner from checked-in guests. The winner gets a congratulations notification; their name appears on the dashboard for announcements and in the PDF report.
Event control (start / end)
Important: Scanners and bartenders can only work while the event status is ACTIVE. Ending the event locks all scanning privileges and generates final financial reports.
- Status: PENDING — event created but not started
- Start Event — opens scanning for staff
- Status: ACTIVE — event in progress
- End Event — stops scanning, finalizes revenue & commission, enables PDF report
- Status: ENDED — read-only operations; revenue visible
Revenue & reports
Financial reporting is tied to the active event window — from when you tap Start Event until you tap End Event. Scanning, bartender tools, and live operational stats also run only while the event status is ACTIVE.
After ending the event:
- Tap Total Revenue for gross sales, net revenue, Kelal Live pass breakdown
- Tap Commission for 3% platform fee details
- Generate PDF Event Report including:
- Financial summary & payment methods used
- Check-in distribution by hour during the active event period (Start Event → End Event)
- Gender demographics
- VIP statistics
- Ticket analytics & lucky winner
- Staff roster
Monthly multi-event summaries are available from the Organizer Dashboard (previous months only).
Organizer compliance (paid / donation events)
If documents were not approved before the event, the dashboard may prompt you to upload:
- 10-digit TIN
- TIN card image
- Government ID (individual) or Business license (company)
After upload: Under Review until approved. Wallet withdrawals require approval.
Private event tips
- Copy the private event URL from the share panel — only invitees should receive it
- Private paid events use Party Dashboard with the same staff and scan tools
- Private RSVP events use the RSVP dashboard for guest list management
Recommended day-of workflow
- Confirm staff accepted their roles
- Test one ticket scan before doors open
- Start Event
- Monitor check-ins and drink redemptions
- Send updates via notifications if schedule changes
- Run lucky draw or sprinkler if planned
- End Event when venue closes
- Download PDF report and review revenue
Creation guides