The Orders screen lists every ticket purchase made on your site, one row per order. You can find an order in a few seconds, open it to see its tickets, refund it and export your sales as a spreadsheet.
The Orders screen comes with HappenBoard Pro. See what Pro adds.
What counts as an order
An order is one purchase: everything a buyer paid for in one checkout. If someone buys two full-price seats and one student seat together, that is one order with two lines, one per ticket type.
Orders come from three places:
- Tickets paid with Stripe through the Ticket Picker on the event page.
- Free tickets booked through the Ticket Picker (their total is zero).
- Orders paid in your shop, if you sell tickets through WooCommerce.
Sign-ups made with the free RSVP Form are not orders, since nobody paid. You find them, with everyone else, on the Attendees screen. Appointment bookings paid online do not appear here either: their payment is shown on the booking.
Open the Orders screen
Go to HappenBoard → Orders. The entry sits just after Organizers in the HappenBoard menu.
Administrators and Editors see it by default. Exporting and refunding are separate permissions that only administrators hold by default: see Pro roles and permissions.
Four figures sit at the top of the screen:
| Figure | What it shows |
|---|---|
| Orders | How many orders your site has received. |
| Gross | What buyers paid, minus what was refunded. |
| Refunded | What refunds gave back. |
| Seats sold | Seats on tickets that are still confirmed. |
These figures cover your whole site, whatever the tab or the search. Money is totalled per currency: a site that sold in euros and in dollars sees one line for each.
A buyer who cancels their own ticket is not refunded by doing so. Their money stays in Gross until you refund it.
Find an order
- Search orders: type the buyer’s name or email, a word from the event’s title, or paste the start of a Stripe id (it begins with
cs_orpi_) copied from a receipt or from your Stripe dashboard. - Tabs: All orders, Confirmed, Partly cancelled and Cancelled. The screen title shows how many orders match, for example “Orders (12)”.
- Sorting: click the Customer, Seats, Total or Purchased column heading and choose an order. By default the newest orders come first, 20 per page.
| Column | What it shows |
|---|---|
| Customer | The buyer’s name and email, as typed at checkout. |
| Event | The event, linked to its edit screen. |
| Language | Only on a multilingual site: the language of the event page the order was made on. |
| Seats | The seats of every line added together. |
| Total | What the order was charged, in its currency. |
| Refunded | What refunds gave back on this order. |
| Status | Where the order stands (see below). |
| Purchased | The date and time of the purchase. |
What each status means
The status comes from the tickets inside the order:
- Confirmed: every ticket is valid. A refund that cancels no ticket keeps the order here.
- Partly cancelled: some tickets are cancelled, others are not.
- Cancelled: every ticket is cancelled, for example after a full refund, or because the buyer cancelled all their tickets.
- Waitlist: the payment arrived after the last seat was sold, and the money could not be sent back automatically. The buyer paid but has no seat: refund them, or give them a seat from the Attendees screen. These orders only show under All orders.
Open an order
Click the eye icon (View order) on the order’s row. The window shows:
- the buyer, the event and the date of purchase;
- the Total, what was Refunded and what is Left to refund;
- one line per ticket type, with its Seats, Amount, Refunded amount, Status and how many seats are Checked in (for example “1 of 2”), plus its Date when the event repeats;
- how it was paid: the Stripe ids (to find the payment in your Stripe dashboard), the WooCommerce order number, or that the tickets were free.
Click a ticket’s name to open that attendee on the Attendees screen. If you are allowed to refund, a Stripe order has a Refund… button that opens the refund form, described in Refunding an order.
You refund a WooCommerce order in WooCommerce, not here. Its window links to it (Open the order in WooCommerce), and its tickets follow the refund. A free order has nothing to refund.
Export orders as a CSV file
- Choose the tab you want, and type a search if you only want some orders.
- Click Export CSV at the top of the screen.
The file holds the orders of that tab and search, one row per order. Each row gives the order and payment ids, the status, the buyer, the event, the seats and the amounts. It also gives the purchase time, in UTC and in your site’s time zone.
In the file, statuses are written as codes: going (Confirmed), partial (Partly cancelled), waitlist and cancelled. One file holds up to 10,000 orders, and a message tells you when some did not fit.
The Export CSV button only appears for people with the export permission, administrators by default, because the file contains your buyers’ names and email addresses.
How totals are worked out
Each line keeps what it was charged at the time of purchase. For Stripe, that is the ticket’s price when the buyer started the checkout, times the seats. For WooCommerce, it is the line total with discounts and tax.
So you can change a ticket’s price, or delete a ticket type, without changing past orders.
Next steps
- Refunding an order: give money back in full or in part, and free the seats.
- Selling tickets through WooCommerce: how shop orders reach this screen.
- Pro roles and permissions: choose who can see, export and refund orders.
- The attendee activity timeline: follow one buyer’s payments, refunds and check-ins.