How Ovante decides

Every rule Ovante runs on, one card each: what sets it off, what happens, and where you see it. How-to pages link here for the why.

On this page

How to read a rule card
How the rest of the help center uses them
Events and notifications
Sales and checkout
Orders and tickets
Requests and approval
Money
People and contacts
Emails
Hosts and traffic
Plans and limits
Team
Check-in
Memberships and saved cards
Integrations
Gala
Data kept and cleared

Ovante runs on rules: when one thing happens, something else follows. A sale closes when a ticket's window ends, a request holds no seat, a refunded gift leaves your totals. This page lists every one of them, grouped by area, so you can look up why something happened.

How to read a rule card

Each card is one rule, in three lines.

Line	What it says
When	What sets the rule off: something you do, something a guest does, or a date passing.
Then	What Ovante does as a result.
Where	Where you see the result, in the app or on a guest's screen.

A card says what happens, not how to change it. Its links go to the articles that explain the setting or fix the problem.

How the rest of the help center uses them

Guides end with a "What happens next" section: the cards a task sets off. Concept pages show the cards behind them. A card you see on another page links back here, to its own place on this page, so you can read the rules around it.

Events and notifications

When: An event is a draft
Then: Visitors can't open its page or register, and views of it don't count. Your team can preview it on ovante.app while signed in.
You see it: The event page

Publish or unpublish an event

When: You duplicate an event
Then: The copy starts as a draft with sales open, and the tickets, bundles, questions, promo codes, edited emails, agenda and member rules come with it. The owner, Admins and Managers can duplicate; deleting an event takes the owner or an Admin.
You see it: The Events page and the event's Settings tab

Duplicate an event Duplicate is missing Delete an event

When: An event on Free has Gala open
Then: It publishes whatever your plan and doesn't count toward Free's 3 live events.
You see it: The event's status menu

Gala and your plan I can't publish another event

When: A visitor's clock is in a different time zone from the event's
Then: The event page adds the event's zone after the times. Visitors in the event's own zone see the times alone; tickets, checkout and emails always name the zone.
You see it: The event page

Some guests see a time zone after the time Set the date, time and time zone

When: You archive a notification
Then: It stays in Archive until its count grows or a newer item joins it, such as a new request. Then it comes back to the Inbox on its own.
You see it: The bell in the sidebar

Notifications

Sales and checkout

When: A ticket's Sales start is still ahead
Then: Checkout doesn't sell that ticket yet. When nothing on the page can be bought, the button says Sales not open and a note by it says when sales open.
You see it: The event page button and checkout

Set when a ticket is on sale Checkout says Sales not open

When: A ticket's Sales end has passed
Then: Checkout stops selling that ticket. When nothing on the page can be bought and no other ticket opens later, the button says Sales closed.
You see it: The event page button and checkout

Set when a ticket is on sale Checkout says Sales closed How sales open and close

When: A ticket has no Sales end
Then: It keeps selling during the event and after it ends, until it sells out or you stop it. The page says "This event has started" or "This event has ended" by the button.
You see it: The event page and checkout

My event still sells after it started How sales open and close

When: Every ticket and bundle on the page is sold out, or you set Sales to Sold out
Then: The button says Sold out and checkout sells no tickets, whatever is left.
You see it: The event page button and checkout

How sales open and close Set capacity

When: You pause ticket sales
Then: Checkout closes for every ticket whatever its dates, requests and journal ads included, and the button says Sales paused. Each tab of the event shows "Ticket sales are paused." with Resume sales until you resume.
You see it: The event page button, checkout and the event's tabs

Pause ticket sales Checkout says Sales paused

When: The event reaches its Maximum attendees
Then: Checkout refuses more tickets and the button says Sold out. A bundle counts every seat it holds, and a request holds no seat until you approve it.
You see it: The event page button and checkout

Set capacity Sell tables and bundles

When: An event on Free reaches 50 attendees
Then: Checkout stops selling and the button says Sold out; buyers read that the event is at capacity. Events on Pro and events with Gala have no such cap.
You see it: The event page button and checkout

My event stopped selling early on Free Free, Pro and Gala

When: A scheduled price increase comes due
Then: Checkout charges the new price from that moment. Within a minute Ovante writes it onto the ticket, so the Tickets tab and every other screen show it too.
You see it: Checkout, the event page and the Tickets tab

Schedule a price increase

When: Show price on button is on
Then: The button shows the ticket picked in Price to show, or the cheapest one on sale, as "From $25" when something else on sale costs more. A picked ticket that's off sale or free shows no price, and with the switch off the button never shows one.
You see it: The event page button and your calendar page's event cards

Set the checkout button

When: Who can register is Members
Then: Only someone signed in with a live membership in an allowed tier can register. Typing a member's email doesn't unlock it.
You see it: The event page and checkout

Members-only events and member pricing Who can see and register

When: Who can register is Invite only
Then: A guest checks out only through a host's link or with that host's access code, and only while the host's Invite limit has room. The code credits the order to that host.
You see it: The event page and checkout

Run an invite-only event Who can see and register

When: An event is hidden from your calendar
Then: It's left off your calendar page, and anyone with the link can still open it. Who can register is a separate setting.
You see it: Your calendar page

Who can see and register Set up your calendar page

When: A sponsorship level has Sell at checkout on
Then: Guests can pick it with Join and pay by card. The switch exists only on an Interactive page and needs at least one seat; on every other page, guests reach you through the button in Become a sponsor.
You see it: The Sponsorships section of the event page, and checkout

Set up sponsorship levels

When: A guest arrives through a host's link
Then: Their order is credited to that host. On an event anyone can register for, the device remembers the latest host for 7 days, so a later visit without the link still credits them.
You see it: The Hosts tab and the host's dashboard

How host credit works A host isn't getting credit

When: An event takes money and your payment processor can't take a charge yet
Then: The button says Sales not open and checkout stays closed. An event with only free tickets and no donations isn't affected.
You see it: The event page button

Connect Stripe Use PayArc instead

When: Every ticket on sale needs approval
Then: The button says Request to join unless you picked another label, and "Subject to host approval" shows by it. When only some tickets do, those say "Needs approval" and the button stays as it is.
You see it: The event page and checkout

Require approval for a ticket Set the checkout button

Orders and tickets

When: A buyer checks out
Then: Ovante records one order and a ticket for each seat, a bundle's seats included. The first ticket is the buyer's own.
You see it: The Orders and Attendees pages

Orders, tickets and attendees

When: A guest ticket has no name and no email
Then: It stays on the buyer's order as an unnamed ticket, carrying the buyer's name, email and phone so the confirmation and the door have something. It makes no contact and sends nothing to integrations until you name it.
You see it: The Attendees page and the ticket drawer

Name an unnamed ticket A ticket says "Unnamed ticket"

When: A guest with a name or email gives no phone
Then: Their ticket has no phone. A named guest never takes the buyer's number, so Review never flags them as the buyer's duplicate.
You see it: The ticket drawer and the guest's contact

Households that share a phone How contacts are made

When: You give an unnamed ticket a name or an email
Then: It becomes that person's: a contact, a row on their timeline, and a new registration sent to your integrations.
You see it: The People list and your integrations' History

Name an unnamed ticket

When: You change a ticket's email
Then: The ticket moves to the contact that holds the new email, and the note under the field says so before you save. An address no contact holds asks whether it's the Same person or Someone else.
You see it: The ticket drawer's Edit dialog

Change a ticket's name or email A guest's ticket is under the wrong person

When: A ticket is set to Not going
Then: Its seat frees up for someone else, and the status history records who made the change. Whether the person was checked in stays a separate fact.
You see it: The ticket drawer and the Attendees page

Change a guest's status Attendee statuses and check-in

When: You add an order by hand
Then: The first attendee needs a first name and every attendee a ticket type; an email is optional. The event's checkout rules for names, emails and required questions bind buyers, not you.
You see it: The Add attendee sheet

Add attendees by hand

When: You add attendees by hand
Then: They're added even while sales are paused, closed or sold out. The event's capacity and Free's attendee cap still hold, and a ticket type's quantity can be passed after Ovante asks you first.
You see it: The Add attendee sheet

Add attendees by hand Set capacity

When: A ticket's status changes
Then: Ovante records the old and new status, who made the change, and how: by you, an approval, a refund, the buyer, or the system.
You see it: The status card in the ticket drawer

Who changed a status, and when

When: Someone buys tickets for other people
Then: The money counts on the buyer's contact. Attendance counts on the contact of each person named on a ticket.
You see it: A person's page and the People list

A person's page Orders, tickets and attendees

Requests and approval

When: A cart holds a ticket that needs approval, alone or inside a bundle
Then: The whole order becomes a request: every ticket on it, the buyer's and the guests', waits for your decision together.
You see it: The Orders page, under Needs review

Require approval for a ticket Review requests

When: An order is a request
Then: It holds no seat, and no count or total includes it until you approve it.
You see it: The Attendees page, capacity and every total

Review requests My attendee count and order count don't match

When: A buyer places a paid request
Then: Ovante holds the amount on their card and charges nothing until you decide. The card is saved too, in case the hold runs out first.
You see it: The order drawer's Payment card

How paid requests are charged

When: You approve a paid request
Then: Ovante captures the hold, or charges the saved card if the hold has run out. If that charge fails, the order becomes Awaiting payment and the buyer gets a link to pay, even if you chose not to email them.
You see it: The order drawer and the Orders page

How paid requests are charged An approved request says Awaiting payment

When: You approve, and the event can't fit the order
Then: Ovante refuses the approval. The drawer and the bulk bar show the seats left, for the event and for each limited ticket type, before you try.
You see it: The order drawer and the bulk bar on the Orders page

Approve is refused Set capacity

When: You decline a request, or the buyer cancels it
Then: Ovante releases any card hold and the order shows Declined; the drawer says whether it was declined, expired or withdrawn. The buyer gets an email unless you turned it off or they cancelled it themselves.
You see it: The order drawer and the Orders page

Review requests Order statuses

When: An event ends with a request still open
Then: Within the hour Ovante expires each request placed before the end, releases its card hold and emails the buyer. A request placed after the end waits for you.
You see it: The Orders page

A request disappeared Order statuses

When: An approved request stays Awaiting payment
Then: If the buyer doesn't pay on their link before it runs out, Ovante expires the request and the seat is no longer theirs. A payment that went through before then is kept, and the order completes.
You see it: The Orders page

An approved request says Awaiting payment Pay for an approved request

When: A request is waiting
Then: Your contacts, CRMs and webhooks hear nothing about it. When you approve it, they get it as a new registration and a completed order.
You see it: The People list and your integrations' History

What Ovante sends, and what stays Review requests

When: Your org takes payments through PayArc
Then: You can't turn on Require approval for a ticket, because PayArc can't hold a card. Checkout through PayArc refuses an order holding an approval ticket.
You see it: The ticket sheet

I can't turn on approval for a ticket Use PayArc instead

Money

When: Someone pays by card on Free
Then: Ovante takes 5% of the payment, tickets, gifts and ads alike, and of card membership dues. On Pro, and on any event with Gala, it takes nothing.
You see it: Transactions and your Stripe payouts

Fees Free, Pro and Gala

When: You refund a card payment that carried Ovante's fee
Then: The buyer gets the whole amount back from your balance. Ovante keeps its fee.
You see it: Your Stripe balance

Fees Refund an order

When: You record a payment you collected yourself
Then: It carries no processor fee and no Ovante fee, on any plan.
You see it: The order's Payment card and Transactions

Record a payment made offline Fees

When: You record a payment on an order that had none
Then: Ovante books it as an offline payment and sends the order to your CRMs and webhooks again, this time with its money.
You see it: The order drawer and the transaction page

Record a payment later

When: A buyer pays more than a ticket's fair market value
Then: Ovante books the difference as a gift: revenue counts the ticket's value and Donations count the rest. The buyer still sees the full price on their order.
You see it: Home, the Donations tab and the buyer's order page

Gifts above a ticket's value Fair market value and what's deductible

When: A sponsorship level sells
Then: Each seat it includes is a ticket at the admission's value, and the rest of the price is a sponsorship gift. That's why most sponsorship money shows under Donations, not Revenue.
You see it: The Donations tab, Home and the event Overview

Sponsorship money shows under Donations Where money shows up

When: A buyer chooses to cover the card fee
Then: Ovante adds the percent you set to their card payment and records that amount as a gift of its own.
You see it: The order's receipt, as Card fee covered, and the Donations tab

Let buyers cover the card fee

When: You refund a card order
Then: The whole payment goes back, gifts on the order included, and every ticket on it turns Not going. The buyer gets an email saying the money arrives in 5 to 10 business days.
You see it: The order drawer and Transactions

Refund an order A refund shows but the guest has no money

When: You refund an order paid offline
Then: Ovante records the refund through Record refund. No money moves and no email goes out; returning the money is up to you.
You see it: The order drawer and Transactions

Refund an order Record a payment made offline

When: A gift is refunded
Then: It leaves Transactions, Recent transactions and every money total, and the donor's contact stops counting it.
You see it: Transactions, Home, the event Overview and the person's page

A gift vanished from my totals Where money shows up

When: A buyer picks a way to pay offline at checkout
Then: Their tickets are booked and hold seats, with payment pending. Ovante records no payment and no gift until you click Mark as paid.
You see it: The Orders page and the order drawer

Let guests pay offline Mark a pay-later order as paid

People and contacts

When: A ticket with a holder is booked
Then: The holder joins your contacts at once, matched by email, and the buyer joins from the order. A request joins only when you approve it, and an unnamed ticket not at all.
You see it: The People list and each person's timeline

How contacts are made

When: A registration has a contact's email but a different phone or last name, and Contact matching compares them
Then: It joins that contact anyway, and Review lists it under "Same email, different details" for you to mark Same person or Split off. Nothing waits.
You see it: People → Review

Split a registration off a contact Contact matching settings

When: Two contacts share a phone number
Then: Review suggests merging them only when their first names agree, or one has none. A parent and child on one family number aren't flagged.
You see it: People → Review

Households that share a phone Review wants to merge a parent and child

When: You mark a suggestion Not the same person
Then: Review never suggests that pair again.
You see it: People → Review

Review: clean-up suggestions

When: You edit a contact's field by hand
Then: The field locks: later registrations and imports never write over it, and a field you clear stays clear. A member's own edits to their profile are the one exception.
You see it: A person's page

Edit a contact My edit keeps getting overwritten

When: A member edits their own name, email, phone or photo
Then: Their contact takes the change, even over a field you edited by hand. An email another contact already holds stays where it is.
You see it: A person's page and the People list

A contact's name changed by itself Edit a contact

When: A registration arrives with no email
Then: With Add the contact, it joins as a contact without an email and Review flags it until you add one. With Don't add, no contact is made.
You see it: The People list and People → Review

Contact matching settings

When: You edit, merge or import contacts
Then: Nothing goes to your CRM or webhooks. Only contact changes that a registration makes are sent.
You see it: Your integrations' History

A manual edit didn't reach my CRM What Ovante sends, and what stays

When: You merge two contacts
Then: One record keeps both histories and the other is set aside with a snapshot. Undo on the toast right after restores both. Owners, Admins and Managers can merge.
You see it: Review, and the toast after a merge

Merge contacts, or undo a merge

When: You import contacts from a file
Then: Rows match existing contacts by email. An import fills only empty fields that aren't locked, never overwrites a value and sends no email. Only the org's owner can import.
You see it: The People list

Import contacts

Emails

When: You email an event's ticket holders before the event has been over for 7 days
Then: It's an event update: it reaches people who unsubscribed from your emails, never a spam report or a hard bounce, and carries a line on why it arrived instead of an unsubscribe link.
You see it: The sent email's recipient list and its footer

Who an email reaches Someone unsubscribed but still got my email

When: You email them more than 7 days after the event ends
Then: It's an announcement: every unsubscribe applies and the email carries an unsubscribe link.
You see it: The sent email's recipient list and its footer

Unsubscribes and blocked addresses Who an email reaches

When: Several tickets in the audience share one email address
Then: One copy goes to that address. It greets the buyer when the buyer holds one of those tickets, never a guest who happened to sort first.
You see it: The sent email's recipient list

Who an email reaches A guest got an email greeting someone else

When: A sent email had a Dynamic audience
Then: People who match its rule later can get it through the Send to button, along with any failed sends. A Custom list never grows; its button only retries failed sends.
You see it: The sent email's view

Follow up on a sent email Email your guests

When: Tickets in the audience have no email
Then: They're listed but not counted. Add email fixes one in place, and in a custom list ticks it too.
You see it: The Recipients step, under Missing email

Add missing emails

When: You send an email to an event's guests
Then: Each copy's main button is View your ticket, or View your tickets for someone holding several, and opens that person's own ticket page. A test's button opens the event page instead.
You see it: The email your guests get

Email your guests The ticket page your guests get

When: You send a test of an email
Then: It goes to up to 3 addresses with [Test] in the subject, written as one attendee or a sample name would get it. Nothing on the email changes and nobody on the list gets it.
You see it: The test addresses' inboxes

Send a test

When: An email needs a Reply-To address
Then: Ovante uses the address picked for that email, then the event's, then your org's default, then the owner's sign-in email. Only confirmed addresses count.
You see it: Replies in your inbox

Choose where replies go Replies go to the wrong address

When: You add a reply-to address
Then: Ovante emails it a confirmation link. The address works once someone opens the link and clicks Confirm address within 48 hours.
You see it: Settings → Emails

Choose where replies go My reply-to address won't verify

When: A recipient marks your email as spam, or their address bounces for good
Then: Ovante adds the address to your org's unsubscribe list. Emails you send to your guests skip it from then on, event updates included, and so do member event invitations.
You see it: The sent email's recipient list, as skipped

Unsubscribes and blocked addresses Opens, clicks and bounces

When: A guest opens the unsubscribe link in your email
Then: The page asks first, and only its Unsubscribe button takes them off your list, so a link scanner can't. A mail app's own unsubscribe button works in one step.
You see it: Your org's unsubscribe list

Unsubscribes and blocked addresses Unsubscribe

Hosts and traffic

When: You add a host who has an email
Then: Ovante emails them their link right away, and a note each time someone checks out through it. A host with a member account gets a link to their Hosting page.
You see it: The host's inbox and Email history

Emails hosts get Member and host emails

When: Someone opens an event page
Then: It's a page view. It's also a visit when that device hasn't viewed the event in 30 minutes, or arrives through a different host's link.
You see it: The Overview, Analytics and the Hosts tab

Event page traffic Visits look lower than page views

When: Your team, a host on their own link, or a bot opens the page
Then: The view doesn't count, and neither does any view of a draft.
You see it: The Overview, Analytics and the Hosts tab

Event page traffic

When: Ovante shows a conversion rate
Then: It's checkout orders divided by visits. Orders you added by hand don't count, and when orders outnumber visits no rate shows.
You see it: Home, Analytics, the Hosts tab and each host's dashboard

What each number means Event page traffic

When: You add someone who already hosts the event
Then: Ovante refuses: one host link per person per event, matched by contact, member account or email.
You see it: The host sheet

I can't add a host Add a host

When: You remove a host
Then: The page views and visits their link brought stay in the event's totals.
You see it: The Overview and Analytics

Event page traffic How host credit works

When: Show hosts what they raise is off
Then: Hosts' dashboards show tickets, orders and visits, and never the money raised.
You see it: Each host's Hosting page

The Hosting dashboard Your Hosting dashboard

When: Show tickets sold by each host is on
Then: Each host's card on the event page shows how many tickets came through their link, and Order hosts can sort the row by Most tickets sold.
You see it: The hosts on the event page

Show tickets sold by each host

When: An event has Gala
Then: Every host on it is a committee member, listed by name below the sponsors instead of as a portrait card. Honorees get the portrait cards.
You see it: The event page and the Hosts tab

Honorees and the committee How the committee shows on your page

When: The page style is Interactive
Then: The event page shows each host by first name only. Your own screens keep the full name.
You see it: The hosts on the event page

Hosts on an Interactive page

Plans and limits

When: An org on Free already has 3 live events
Then: Publishing another is refused until one ends or you unpublish one. Drafts, events that have ended and events with Gala don't count.
You see it: The event's status menu

I can't publish another event My new event saved as a draft

When: Your org is on Free
Then: Check-in, adding hosts, offline payments, checkout questions, approval tickets, custom event emails and invite-only events are off, except on an event with Gala. Custom member emails and CRM integrations need Pro everywhere.
You see it: Each of those screens, with an upgrade notice

Free, Pro and Gala Limits, fees and plans

When: Pro ends
Then: Free's rules apply from then on. Events already live stay live, but an event past 50 attendees stops selling and the Pro features turn off, except on events with Gala.
You see it: Every screen with a Pro feature

When Pro ends

When: A new org is created
Then: It gets 28 days of Pro with no card. When they end, the org moves to Free unless you've added a card.
You see it: The sidebar's upgrade row and Settings → Plans

Your Pro trial

When: Your free trial ends in 3 days and the org isn't paying
Then: The org's owner gets one email saying the org moves to Free, with what keeps working and what stops.
You see it: The owner's inbox

Your Pro trial

When: You add a card during the free trial
Then: Pro carries on with no gap: Stripe makes the first charge on the day the free trial would have ended.
You see it: Settings → Plans

Your Pro trial Upgrade to Pro

When: An event's Gala is open
Then: It runs every Pro feature whatever your plan, pays no Ovante fee, has no attendee cap and doesn't count toward Free's live events.
You see it: That event's tabs and checkout

Gala and your plan

Team

When: You invite someone to your team
Then: They have 7 days to accept. Until they accept or the invite runs out, it takes one of your 5 seats.
You see it: Settings → Team

Invite your team Accept an invitation

When: A teammate creates an event
Then: Creating it gives them nothing beyond their role. If you remove them from the team, they lose access to it at once.
You see it: The teammate's sidebar and Events page

A removed teammate lost their events Roles and permissions

When: Someone has the Door staff role
Then: They see names, ticket types and check-in status, and check guests in. They never see emails, phones, orders or money.
You see it: Live check-in

Roles and permissions Door staff at check-in

When: An Admin manages the team
Then: They can invite, change and remove Managers, Door staff and Viewers. Only the owner adds, changes or removes an Admin, and only the owner handles payouts, billing and integrations.
You see it: Settings → Team

What only the owner can do Roles and permissions

When: A teammate tries to refund an order or delete an event
Then: Only the owner and Admins can do either. Ovante refuses it for Managers, Door staff and Viewers.
You see it: The order drawer and the event's Settings tab

Roles and permissions

Check-in

When: A valid ticket is scanned
Then: The guest is checked in at once, with no confirm tap. The screen turns green with their name and moves on by itself.
You see it: Live check-in

Scan tickets What each scan result means

When: A scanned ticket is already checked in, a request, Not going, or not a ticket to this event
Then: Nobody is checked in. The screen turns amber for already checked in or pending approval, red for the rest, and waits for a tap.
You see it: Live check-in

What each scan result means A scan says Not on the guest list

When: Someone taps a checked-in guest's row
Then: The guest sheet opens. Undo lives there, on the result screen and on the last-in chip, so a stray tap never un-checks anyone.
You see it: Live check-in's guest list

Search the guest list Scan tickets

When: Another phone checks someone in
Then: It shows on every door within 8 seconds while the screen is on. Tickets bought since show within a minute.
You see it: Live check-in

Check in at several doors A door's check-ins aren't showing

When: The phone loses its connection
Then: Check-ins wait in a queue, counted in the top bar, and send when it's back online. One the server refuses is taken back with a message.
You see it: Live check-in's top bar

When the connection drops

When: The event's org is on Free and the event has no Gala
Then: The camera stays off and the guest list's check-in buttons are turned off. Undoing a check-in still works.
You see it: Live check-in

Check-in is turned off

Memberships and saved cards

When: A membership reaches its end date
Then: Dues you recorded, a comp and a one-time card payment stop counting that day. A monthly or yearly card membership keeps counting while Stripe renews it.
You see it: The Members page, member pricing and members-only events

Dues, renewals and failed payments A membership shows Payment due

When: A card renewal fails
Then: The membership shows Payment due and the member keeps access while Stripe retries. Ovante emails the member to update their card.
You see it: The Members page and the person's Membership block

A membership shows Payment due Dues, renewals and failed payments

When: A membership that doesn't renew by itself nears its end date
Then: Ovante emails the member a renewal reminder, once. Monthly and yearly card memberships renew on their own and get none.
You see it: The member's inbox

Dues, renewals and failed payments

When: A member pays dues by card
Then: On Free, Ovante takes 5%; on Pro, nothing. Each renewal follows the plan your org is on when Stripe drafts it, and dues you record yourself carry no fee.
You see it: Your Stripe payouts

Fees Dues, renewals and failed payments

When: Approve new members is on and someone asks to join
Then: Their request waits under Requests, and a paid tier saves their card without charging it. Approving charges the card; if that fails, the person gets an email to finish joining.
You see it: Memberships → Requests

Require approval to join

When: A host joins through your invitation to become a member
Then: They join a public tier without a request, even with Approve new members on. A hidden tier still comes to you.
You see it: Memberships → Members

Invite a host to become a member Require approval to join

When: A member changes tier from their membership page
Then: A monthly or yearly card membership switches at once: an upgrade charges the difference now or not at all, and a downgrade leaves credit. Dues paid offline, a move to a cheaper prepaid tier, and a move to a free tier go through you.
You see it: The member's membership page and the Members page

When members change or cancel Join, change or cancel your tier

When: A member pays with a saved card more than 7 days after signing in, or for $500 or more
Then: Checkout asks for the card's security code, and Stripe refuses the payment without it.
You see it: Checkout

Saved cards A saved card asks for its security code

When: Someone signed in without a membership checks out
Then: They pay as a guest: only members save cards. A saved card stays with your org and never reaches another.
You see it: Checkout and the member's cards

Saved cards Your saved cards

When: A member's card renews their membership
Then: They can't remove it until another card is the default. A first saved card becomes the default, and removing the default passes it to the most recently used card.
You see it: The member's cards

A member can't remove a card Your saved cards

Integrations

When: You approve a request
Then: Your integrations hear about it then, as a new registration for each named ticket and one completed order, as if it had been bought that moment.
You see it: Your integration's History

What Ovante sends, and what stays

When: No matching rule finds a Salesforce record for a person
Then: Ovante creates one, unless Create a new contact… is set to never; then it skips the person and History says why.
You see it: The Salesforce page's History tab

Match people to Salesforce records Salesforce made a duplicate record

When: A registration changes a linked person's details
Then: With overwrite fields, Ovante writes the new values into Salesforce; with only fill empty fields, it fills blanks only. It never clears a field there.
You see it: Salesforce records

Map contact fields

When: Someone registers, gives or buys while ChabadOne is connected
Then: Ovante creates a ChabadOne Web contact with a Form Submission for your team to review, and ChabadOne's own rules decide who it is. Once ChabadOne merges it into a person, later check-ins and gifts follow to that person.
You see it: ChabadOne's Web contacts

How ChabadOne sync works Connect ChabadOne

When: You use Bring in past events
Then: Ovante sends your past activity once for that connection and refuses a second run. Gifts and checkouts already in the CRM aren't logged twice.
You see it: The integration's page

Bring in past events

When: You disconnect Salesforce or ChabadOne
Then: Nothing more is sent, and Ovante revokes its access in Salesforce, not only its own copy. Records already in your CRM stay there.
You see it: The integration's page

Reconnect or disconnect Salesforce

When: You reconnect to the same Salesforce org
Then: Ovante keeps every person it had linked, the event Campaigns and the fact that past events were brought in. Connecting a different org starts clean.
You see it: The integration's page

Reconnect or disconnect Salesforce Bring in past events

When: A connection keeps failing
Then: After a long run of failed deliveries in a row, Ovante turns it off and emails the org's owner. A CRM that stops accepting Ovante's sign-in is turned off at the first refusal and waits for you to reconnect.
You see it: The owner's inbox and the integration's page

Webhook deliveries are failing Salesforce says Reconnect

When: A connection is waiting to be reconnected, or a webhook was turned off after failing
Then: Ovante keeps a record of what happens meanwhile. Reconnecting, or turning the webhook back on, sends the recent held deliveries.
You see it: The integration's History

Salesforce says Reconnect Send events to a webhook

When: You pause a webhook connection
Then: Nothing is recorded or sent while it's paused, and resuming sends nothing from that time. Salesforce and ChabadOne have no pause; disconnecting is the way to stop them.
You see it: The webhook's row

Send events to a webhook

Gala

When: Gala is unlocked on an event
Then: The event switches to the Showcase style and keeps it, even after Gala closes. Its hosts become the committee, and the Gala pages unlock.
You see it: The event's menu and its page

What changes when you add Gala I can't change the page style

When: You move the date of an event whose Gala is open
Then: Gala's close moves to 90 days after the new end, never sooner than tomorrow and never more than 18 months after the unlock.
You see it: The event's Gala settings

How long Gala stays open

When: Gala closes
Then: Every Gala page turns read-only, and the event follows your org's plan again.
You see it: Every Gala page

When Gala closes Gala pages are read-only

When: You duplicate a Gala event
Then: The copy has no Gala and starts as a draft, with its seating unpublished.
You see it: The new event

Duplicate an event What Gala is

When: Ticket sales close on an event whose Gala is open
Then: Journal ads keep selling after every ticket's sales end, a sell-out or a full house. Only pausing sales stops them.
You see it: Checkout

How guests buy ads

When: Show the donation screen to guests who can't attend is on
Then: Checkout first asks whether the guest is attending, and one who can't gives through the donation screen with no ticket. A gift alone takes no seat, so capacity, sold out, sales dates and a pause don't stop it.
You see it: Checkout

Let people give without attending

When: A Gala deadline is 14, 7 and 2 days away
Then: Ovante emails each order that still owes something for it (a sponsor logo, a journal ad or guest names), once per reminder, listing every open task with a link to the order page.
You see it: Buyers' inboxes and Email history

Deadlines and reminders Your buyers' order page

When: You import your committee from a spreadsheet
Then: Each row becomes a committee member with their own link, and nobody is emailed. The last step, Send links, emails only the people you leave ticked.
You see it: The Hosts tab

Import your committee from a spreadsheet Send committee members their links

When: When guests see their table is At check-in
Then: Each ticket page shows its table only once that ticket is checked in, and the Your table email isn't sent. Door staff see every table either way.
You see it: The guest's ticket page

Publish seating Guests can't see their table

When: A guest pledges from their ticket page
Then: The pledge is in the ticket holder's name, never a typed one, and nothing is charged. An order can make 3 pledges a minute and hold 10 at once.
You see it: The appeal console and the Pledges list

Let guests pledge from their ticket Pledge from your ticket

When: Pledges from tickets is set to Review first
Then: A guest's pledge waits in the console's Waiting for you list and reaches neither the screen nor any total until someone approves it.
You see it: The appeal console and the live screen

Let guests pledge from their ticket A pledge isn't on the screen

When: You mark a pledge as paid
Then: Ovante records an offline payment and a gift, so the money reaches Transactions, the Donations tab, the contact and your CRM. Until then a pledge is a promise and none of those count it.
You see it: Transactions and the Donations tab

Mark a pledge as paid How a pledge becomes money

Data kept and cleared

When: An email is 180 days old
Then: Ovante clears its body. The record of who got it, when, and whether they opened it stays, but the email can no longer be shown or resent.
You see it: Email history and a sent email's recipients

Email history

When: Someone views your event page
Then: Ovante adds the view to that hour's count for the event and the host link it came through. It keeps the counts only, never who visited.
You see it: The Overview and Analytics