Questions and answers

One place to run a retreat or festival: bookings, what each guest still owes, rooms, documents to sign, guest emails and check-in at the door. Your shop keeps selling; Eventvoi reads the booking and payment emails it already sends.

Organizers of multi-day retreats and festivals from about 30 guests, and the team that does their admin.

Eventvoi sets up your organization and sends your contact person one welcome email with a sign-in link. There is no self sign-up yet; to look around first, use the demo.

With your work email: Eventvoi emails you a code and you type it in. There is no password. Two-factor sign-in with an authenticator app is optional, on the Security page.

The Owner and Organizer invite people on the Team page. A Team member can invite too; that invitation starts once the Organizer approves it.

Owner and Organizer see everything. Team sees all guests, payments per person, rooms and the Inbox, but not the finance summary, fees or agreements. Check-in sees the lists and the door, including what each person still owes. The Owner and Organizer can change this under “What each level can see”.

Yes: “Copy event” copies the structure (booking types, rooms, roles). Guests are never copied, and the copy starts as a draft.

Twelve: Bulgarian, Chinese, English, French, German, Hindi, Italian, Portuguese (Brazil), Russian, Spanish, Swedish and Turkish. Each team member picks their own, and guest emails go out in the guest's language.

No app store needed: Eventvoi runs in the browser on a phone, tablet or computer.

“To do” at the top of the menu counts what waits for you: emails, bookings to confirm, and items that need the Organizer's OK. Workflow shows the event's open work and its numbers on one page.

A booking that came in from an import or pasted text and that nobody has confirmed yet. Press “Confirm” on its “To confirm” row; if the guest has paid nothing yet, Eventvoi asks once.

Yes, for the everyday actions: applying an email, confirming, recording a payment, moving someone to another room and checking someone in each show “Undo” for 10 seconds.

Press “/” on any page to search. On Guests, the filters are tick boxes with a count beside each choice.

On the guest's own page: booking, payments, room, notes, documents and history. Each section saves itself; there is no Save button to forget.

A held place keeps a spot until a date. Nobody moves off the waitlist by themselves: Guests offers each one its next step (“Offer a place”, “Confirm”, “Release place”), with Undo.

“Cancel booking…” on the guest's page. It starts on “No refund”, says what will happen, and offers Undo; “Reopen” puts the booking back as it was.

Yes: “Transfer place…” on the guest's page. The old arrival pass stops working and the new person gets a new one.

Yes, in Messages: “Write to guests” to everyone, the unpaid, those with documents not signed, one role or one accommodation. Three group messages a day per event; the Owner can send more after one question.

The Owner and Organizer can, with “Write to the team” in Messages: the whole team, the volunteers, or one crew role.

Yes: the “Bring-along list” on Arrivals: the item, who brings it, and a tick when done. Guests never see it.

Your organization has one booking address. Forward your shop's booking and payment emails to it (or add it as a recipient of the shop's “new order” email), and each one lands in the Inbox.

It reads it and prepares the change: a new booking, a payment, a cancellation. You see the result in three boxes: “Ready” (one click, or “Apply all”), “One question each” (answer with a button), and “Needs a closer look”.

Not unless you turn it on. “Apply clear emails automatically” is a switch per event and is off by default; what it applies is listed in “Changed today” on Workflow, with Undo. Diet and health details are never applied automatically.

Check it: the AI can make mistakes, which is why a person applies each change (unless you switch on “Apply clear emails automatically”) and the original email is shown beside it. Eventvoi also asks you when something does not add up, for example dates outside the event.

No. Once you say what a shop product is (for example which room type), Eventvoi remembers it for that event.

It is kept and marked “Unknown sender — not applied” until a person checks it. Add your shop's address on the approved senders list and its emails are recognised from then on.

Yes: “Paste people” and “Paste rooms” in the Inbox, or Import for a CSV or Excel export. Import tells you per row what will happen (new, already in, possible duplicate) before anything is saved.

About two weeks after an event's last day it stops taking booking emails; a late one is flagged instead of applied. Your other events keep receiving as normal.

Only practical ones: the arrival pass (QR code, link to their personal page, calendar file and map link), reminders to sign documents, a copy of what they signed, a check when they change their email address, and the messages your team writes. Booking confirmations, receipts and invoices stay with your shop.

To your own team's address (the reply-to you set on Admin). Emails arrive as “<Event> via Eventvoi”; Eventvoi does not read the replies.

No, and it may not be used for them.

Messages lists every email to and from the event's guests with its delivery state (Sent, Delivered, Bounced…). If a pass bounces, the guest shows on a list with a WhatsApp button, and the guest can correct their address on their page.

No. Guests pay through your shop, bank or in cash, as now. Eventvoi keeps track of what was paid and what is still owed.

From a payment email you apply, from an import, or by hand with “Record payment”: the amount is filled in and you pick Cash, Card or Bank.

When the payments recorded cover what it owes. A payment from an email counts once applied; a quiet note says it is not yet checked against your shop's export.

Yes: import your shop's export and Eventvoi lists orders it never saw and any status or amount that differs.

Each booking can have a payment plan with due dates. Guests shows who owes money after the due date, and a paid line says how it was paid (for example “Cash · Paid”).

No. Each payment keeps its own currency and nothing is converted silently; Finances can add up a total with a rate you enter.

No. It is a rough view of one event's income, expenses and result, not bookkeeping. The Owner and Organizer see it, and team members they give access to.

Eventvoi never moves money. The Refund panel keeps track of each step until “Refunded”, or keeps the money as a credit for the guest's next booking; refunds asked by the Team wait for the Organizer by default.

Each event has its own room types and how many of each. Paste the list, type it, or read it from a screenshot (the Owner or Organizer switches screenshot reading on; it is paid per reading).

On Rooms, tap a person, then a free bed. “Suggest placement” proposes a plan and keeps men and women apart by default; before you place someone with a person of another gender, Eventvoi asks.

A rooming list (each room with the names in it, or each room type with its people), the notes meant for the venue, and a food list, from Exports.

A private link, no login: a short summary of their booking, their arrival pass, and a “Still to do” list (documents to sign, arrival time, phone, emergency contact, diet).

On their personal page, by typing their full name. Each document is at most 500 words, the guest gets a copy by email, and a parent or guardian approves for under-18s where you allow them.

Yes: by default 7 days and 1 day before the event. You can change the days or switch it off per event, and send a reminder by hand.

On Arrivals, type a name and press Enter; or open the gate scanner on a phone and scan the arrival pass. Green means go in; red says why (not paid, not confirmed, documents not signed, already in). Every check-in has Undo.

On the gate scanner, download the guest list first; it then works offline and sends the check-ins when the phone is back online.

The screen shows what is owed. Record the payment there, or check them in as “still owes”.

Yes. Each organization's data is separated by rules inside the database itself, and this is tested on every change. One client can never see another's guests.

In a database in the EU (Ireland). Emails go out through Postmark and incoming booking emails arrive through Cloudflare; to read a booking email, its text goes to Anthropic (Claude). Your guest list is never sent.

No. It only gets the text being read, plus the event's own product and room-type names. The AI provider does not train on this data.

Health and diet details are deleted 30 days after the event, booking emails 180 days after the event, and everything else 365 days after the event. This runs automatically every day.

Our staff have no access to your guest data through the app, unless you invite one of us to your team. That access ends when you remove them, and everything they change shows in your History. Our staff page shows only counts and billing, never guest details.

Yes. On the guest's page, “Personal data (export or delete)” gives a copy or removes their name, contact and health details for good.

Yes. Each guest's History says who did what and when, including changes that came from an email.

No.

1.50 USD per paying participant per event, the founding price until the end of 2026. Anyone who pays counts, whatever their role; people who don't pay, and the organizer and co-organizer, are free. There is no minimum.

The count is taken the day after the event ends, and the invoice is sent after that. Prices are in USD; no VAT is charged at present.

Yes: the demo opens with one click and no sign-up. You get your own private copy of a sample festival with about 75 guests; it is deleted after 24 hours, nothing is sent, and AI reading is off.