Running a Vixie event: from doors-open to last pickup.

Before doors open

Five-minute pre-flight

• Test-scan your QR with your own phone. Place a $1 test order and refund it from your payment provider after.
• Check that your payment provider still shows Connected in Settings, under Integrations.
• Print two QR codes: one taped flat on the booth, one on a small standing sign. People miss the first.
• Have a phone hotspot ready. Venue Wi-Fi flakes out at the worst moments.
• Lock in your payment mode (Online, Online or Cash, Cash Only, or Prepaid) in event settings before doors open.

Payment mode

Pick how customers pay before doors open.

Your event has one of four payment modes, set in event settings. The mode decides whether customers can pay on their phone, whether orders wait as Unpaid until you mark them paid, and whether the customer pays at all. You can switch modes mid-event, but locking it in beforehand saves headaches.

Walk-up orders behave the same in every mode. You create the order on your device, it's recorded as paid in cash, and it lands as Confirmed.

The 7 steps

From Start to Picked Up.

1. 1

   Step 1: Start the event and put the QR in front of customers

   Open today's event and select Start. It needs at least one product first. The badge flips from Upcoming to Live, and the header shows how long it's been live. The Customer QR Code panel has two menus. Download has Download sign and Download QR code. Print has Print sign and Print QR code. The sign carries your logo, the QR code, and the link. Pick whichever fits your booth.

   The event shows Live, and your customer link, like yourbrand.vixie.shop/e/X5K7Z9QD, sits next to the QR code with a button to copy it.

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2. 2

   Step 2: Watch orders land on the event page

   Every order shows up on the event page with the customer's photos, queue number (#001), pack, price, and a Paid or Unpaid pill. Tabs above the list (All, Unpaid, Confirmed, In Progress, Ready) let you filter at a glance. Each row has a colored left border that matches its status, so you can scan the list without reading every label. Vixie plays a sound for every order a customer places, so leave the event page open.

   The order count and revenue total tick up in real time.

3. 3

   Step 3: Move orders along one tap at a time

   An unpaid order has a Mark Paid button. Once it's paid, its button moves it one step on: Mark Printing, Mark Pressing, Mark Ready, then Mark Picked Up. On a touch screen, swipe the row to the right to do the same. Printing moves orders along for you, so most of the time you'll only tap Mark Paid and Mark Picked Up. Every tap matches a physical handoff at the booth, so the screen and the table stay in sync.

   The row's border colour and the tab counts update right away, on every device signed in to your account.

4. 4

   Step 4: Batch-print from the Print Queue

   Select Queue at the top of the event, or the Queue tab on the right. Both show how many magnets are waiting. Pick your paper size and how many pages to fill, then select Print. Vixie lays the magnets out, saves the sheet as a batch under Prints, and moves the orders to Printing, then Pressing. Open Download for a PDF or PNG, or select Print to send it to your printer. When the sheet is done, select Mark as Printed. To print one order, open it and select Generate Print, or tick some of its magnets first. To print a few orders together, tick them on the Orders page and select Generate Print.

   The queue count drops, and the orders on the sheet move to Ready.

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5. 5

   Step 5: Take walk-ups for customers without a phone

   Some customers won't scan the QR. The kid wants to pick the photo. The grandparent doesn't want to pull out their phone. While the event is live, open its ⋯ menu and select Walk-up order. The customer page opens on your device in walk-up mode. Pick their product and pack, add their photos, and select Checkout. A walk-up skips the customer's details and online payment, and it's recorded as paid in cash.

   The order shows up as Walk-up with your name, already paid and Confirmed.

6. 6

   Step 6: Hand off without calling customers back

   You don't chase customers around the venue. Every order has a live status page on the customer's phone, the same page they land on after they order. When the order reaches Ready, their page tells them their magnets are ready and to come to the booth. They walk back when they see it. Once the magnets leave your hand, select Mark Picked Up.

   The order shows Picked Up, and the customer's page thanks them.

7. 7

   Step 7: Close out the event

   When the day is done and the last order is in, select End, then End again to confirm. Customers can't place new orders, but you can still manage the ones you have. You land on the event report. Net is what you took, after refunds. Before you go lists what's left to do, like the cash to count and orders not picked up yet. Open Download for a CSV of the orders, or a PDF of the report. While an event is running, the same report is in the ⋯ menu, under Live report.

   The event moves to Past. Its Report button brings the day back up any time.

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The customer side

What customers see when they scan.

Most of your event-day work happens on the order feed, but it helps to know what customers are seeing. They'll ask. From scan to paid to ready for pickup, the whole flow lives on their phone.

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Worth knowing: the status page on the customer's phone is the one they land on after they order. As long as they keep that tab open (or bookmark it), they'll see Ready the moment the order gets there. Event orders don't send an email, so this page is how they keep track.

The order pipeline

Six statuses, in the order you'll touch them.

Tip: The status is also how you and a partner stay in sync. If they see Pressing in the app, they know not to grab the same magnet off the printer.

Printing during the event

The Print Queue does the sheet math for you.

You don't print orders one at a time. Select Queue at the top of the event, or the Queue tab on the right. Both show a live magnet count. Select Print, and Vixie lays every paid magnet waiting onto a sheet.

1. 1

   Customers pay → magnets land in the queue

   Only paid orders go in. Unpaid orders stay out until you select Mark Paid. The count on Queue ticks up so you always know how much is waiting.

2. 2

   Open the queue and pick scope + paper

   Stay on This event, or switch to Global to print everything waiting, from every event and your store. Pick your paper size and how many pages to fill, from 1 to 10.

3. 3

   Select Print

   Vixie lays the magnets out and saves the sheet as a new batch under Prints. Magnets that don't fit stay in the queue for next time. The orders move to Printing, then Pressing once all their magnets are on a sheet.

4. 4

   Print it, then select Mark as Printed

   On the batch, open Download for a PDF or PNG, or select Print to send it to your printer. Downloading or printing doesn't change your orders. Select Mark as Printed when the sheet is done, and they move to Ready. If a sheet jams, find the batch under Prints and print it again.

When the QR isn't enough

Walk-ups for the customers who won't scan.

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Some customers won't scan: the kid who wants to pick the photo themselves, the grandparent who doesn't want their phone out, the regular who just wants to hand you a USB stick. Open the event's ⋯ menu and select Walk-up order. The same customer page opens on your device, in walk-up mode. Pick their pack, add their photos, and select Checkout. A walk-up skips the customer's details, and it's recorded as paid in cash.

Tip: Walk-up orders skip payment and land as Confirmed. The row reads Walk-up with your name, so you can tell them apart from QR orders at a glance.

Tips from the field

Small habits that keep the booth flowing.

Questions

Live Event FAQ

Keep going

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