How to use SponsorOS

1. Sign in and you land on the Dashboard. It shows your events, sponsorships, money committed and money collected.
2. The Getting started checklist at the top shows what's left to set up. Steps check themselves off as you finish them.
3. Click any event name to open its Event command center.

1. Click Create Event in the top menu.
2. Fill in the event name, date, a short description (sponsors will read this), venue, city, state and your sponsorship goal.
3. Click Create Event. You'll be taken to the event's command center.

1. Click Create Event in the top menu. At the top you'll see Build with AI.
2. Describe your event in your own words: name, date, venue, how many guests, ticket prices, sponsor levels and what each gets, and whether you're selling program ads. The more you include, the better the draft. Click Use an example to see what a good description looks like.
3. Click Draft my event. In about 20 seconds you'll see a full draft: event details, tickets, sponsorship packages with benefits, and program ad sizes.
4. Read the yellow Check these box: it lists anything the AI assumed (like suggested prices). Change any field, use Remove to drop an item, or + Ticket, + Package and + Ad size to add one.
5. Click Create Event. Everything is created at once and you land on the event page. Nothing goes on sale until you click Publish Event.

1. On the event page, click + Sponsorship Package.
2. Enter the package name (e.g. "Gold Sponsor"), price, how many you're selling, and how many guest seats each sponsor gets.
3. List the benefits one per line (e.g. "Logo on step-and-repeat").
4. Click save. Repeat for each sponsor level.

1. Click Organization in the top menu, then Manage payments.
2. Click Connect Stripe. You'll go to Stripe's secure site to enter your organization's details and bank account.
3. When Stripe sends you back, Charges and Payouts should both say On. If not, click Finish Stripe setup (or Finish what Stripe still needs) to finish what Stripe still needs.

1. On the event page, click Publish Event. (You need at least one sponsorship package first.)
2. Click View Public Page to see what the public sees. It lists Tickets first, then Program Ads, then Sponsorships, with buttons at the top (Get Tickets, Buy a Program Ad, Become a Sponsor) that jump straight to each one. Sections with nothing on sale are hidden.
3. Copy that page's web address from your browser and send it to sponsors by email, text or social media. Ticket buyers, ad buyers and sponsors all pick what they want and pay right there.

1. Paid sponsors appear in the Sponsors section of the event page with their payment status.
2. Click Invite next to a sponsor to create their private Sponsor Portal link. Copy it and send it to them.
3. In the portal, sponsors add their own guests (up to their seat allowance), get QR codes for them, and upload logos and assets.
4. Use Sponsors in the top menu to track prospects through your pipeline before they commit.
5. Click Edit next to any sponsor on the event page to open their full profile.

1. On the event page, click Guests.
2. To add one person, click + Guest, fill in their name (email is optional but needed for emailed QR codes), then Save Guest.
3. To add many, scroll to Spreadsheet Import, choose your CSV or Excel file and click Preview File.
4. Match your spreadsheet columns to First name and Last name (required), plus Email, Sponsor, Table, Group and VIP if you have them. Then click Commit Import.

1. On the event page, click Readiness.
2. In Credential Delivery, click Send Credentials. Every guest with an email address gets a personal QR code.
3. Guests show that QR code on their phone (or printed) at the door.

1. Click Team & Staff in the top menu.
2. Under Invite team member, enter their email and pick a role, then click Send invitation.
3. They get an email with a link to set up their login.
4. Adding a shirt size here is optional — it puts them on your shirt list. (See Shirt sizes.)

1. On the event page, click Check-In (volunteers can also open it from their dashboard).
2. The camera turns on by itself and stays on. Point it at a guest's QR code: a green screen with a ✓ means they're checked in; a red screen with an ✕ means the ticket was already used (it shows the last scan time) or isn't valid.
3. No QR code? Type their name, sponsor or table in the search box and tap CHECK IN.
4. The big number at the top shows how many guests have arrived.
5. Checked in the wrong person? Tap Undo under their check mark, then Confirm undo.

1. On the event page, click Reports.
2. Download the Guest & Attendance Report to see who came, the Sponsor Report for sponsor details, or the Post-Event Summary PDF for your board.
3. Use Financials to record expenses and see your net proceeds.

1. Tickets: event → Guests → Ticket orders → View order → Refund. Choose how many tickets; their QR codes stop working and the seats go back on sale. See View, re-send or refund a ticket order.
2. Sponsorships: on the event page, find the sponsor under Sponsors and tap Refund. Refund the full amount or type a smaller amount for a partial refund. A full refund also cancels the sponsorship — the package spot opens back up, their portal link stops working and their guests' QR codes are cancelled.
3. Program ads: event → Program Ads → Refund on the ad. The ad is pulled from the program export and its spot opens back up.
4. Every refund asks you to confirm twice, then the buyer is emailed and Financials shows it right away.

1. Open your event and click Guests. Ticket orders is at the top — search the buyer's name or email and tap View order.
2. You'll see what they bought, what they paid and with which card, each ticket and whether it's been used at the door, and every email we've sent them.
3. Re-send tickets: tap Resend tickets, fix the email if it was mistyped (SponsorOS suggests corrections like gmial.com → gmail.com), then Send. They get brand-new QR codes and the old ones stop working.
4. Refund: tap Refund, choose how many tickets, add a reason if you like, then Refund $… and Yes, refund. The buyer gets the ticket price back plus their share of the card fee, to the card they paid with.

1. On your public event page, buyers tap Add to Cart on any ticket, program ad or sponsorship. Tickets have a number picker; program ads open a short form for the photo and message.
2. The cart opens on the side. Buyers can change ticket numbers, Remove items, or tap Continue Shopping to add more. The gold Cart button in the bottom-left corner brings it back.
3. When they're done, they enter their name and email (plus a company or family name if a sponsorship is in the cart) and tap Checkout. They pay once through Stripe, with one card fee on the total.
4. On your side every item is recorded separately: ticket orders with QR codes, the sponsorship in Sponsors, and each program ad in Program Ads as Needs review.
5. The buyer gets one confirmation email for the whole cart: an order summary with the total, a QR code link for every ticket (grouped by ticket type), the Open Sponsor Portal button if they bought a sponsorship, and their program ad wording. Nothing is emailed separately.

1. Open your event and click Sales Settings.
2. Card processing fee: choose Buyer pays it (it's added as its own line at checkout — a $30 ticket becomes $31.21) or Organization pays it (buyers see only your prices). This applies to every event in your organization; only the owner or an administrator can change it.
3. Refund policy: pick No refunds, Refunds up to 1, 7 or 30 days before the event, or Write my own policy. The box underneath shows exactly what buyers will read. It appears on your public page, on every checkout page, above Stripe's Pay button and in ticket emails.
4. Program ads: set the Last day to order (ordering stays open through the end of that day) and, if you like, a Total ads for this event limit across all sizes. Leave either blank for no limit.
5. Click Save sales settings. Your public page and ad page update right away.

1. Publish your event first (Publish Event on the event page). Only published events can be shared.
2. On the event page, click Share Public Page.
3. Click Copy Link and paste it anywhere — Facebook, Instagram bio, your website, a group text or newsletter.
4. Or use the quick buttons: Share… (phones and tablets — opens your phone's share menu), Text Message, Email or Facebook.
5. Click Download QR Code to save a QR code image for flyers, posters, programs or a slide. Anyone who scans it lands on your page.

1. Open your event and click Masthead Image.
2. Choose an image (PNG, JPEG or WebP, up to 5MB). The best size is 1920 × 640 pixels — three times wider than it is tall.
3. The fitting window opens showing the whole image with nothing cut off. If your image isn't that wide shape, the leftover space is filled with a color — pick one of the dots (or the color box) to match your graphic.
4. Prefer it edge-to-edge? Click Fill banner (crops edges), or drag the Zoom slider and drag the picture to choose what shows.
5. Click Save masthead. Your public page shows the full banner across the top, with your event name and buttons underneath.

1. Click Organization in the top menu.
2. Change your organization name, legal name, type, website, contact email, phone or mission, then click Save changes. The new name shows everywhere in SponsorOS right away.
3. To change your logo, click Change logo (or Upload logo) on the same page.

1. Click Organization in the top menu, then Manage payments.
2. Setup link expired or lost? Click Finish Stripe setup. You always get a brand-new link — old links can't be reused, and an expired one automatically sends you a fresh one.
3. Change your bank account, address or contact details: click Update bank & business info. Your Stripe dashboard opens in a new tab, where you can also see payouts.
4. Just finished something in Stripe? Click Refresh status to update Charges and Payouts.
5. Wrong Stripe account connected? Under Connect a different Stripe account, click Disconnect Stripe account, type DISCONNECT and confirm. Then click Connect Stripe to set up the right one.

1. In your spreadsheet, add a Ticket type column (spelled like your ticket types, e.g. VIP or General Admission) and a Number of tickets column. Both are optional.
2. Open the event → Guests → Import Spreadsheet → choose the file → Preview File, and check the columns are matched.
3. Under Tickets for guests, pick a ticket type and number for rows that leave them blank (or for everyone, if your file has no ticket columns). The summary shows how many of each type will be handed out and warns you if there aren't enough left.
4. Leave Email each guest their tickets now ticked to send each guest one email with all their QR codes (swipeable, plus a PDF). Then click Commit Import.
5. For one guest at a time, click + Guest, choose Tickets and How many, and click Save Guest.

1. Open your event and click Edit Event Details at the top.
2. Change the name, date, description, venue, street address, city, state, ZIP code or sponsorship goal, then click Save changes.
3. With a street address filled in, your public page shows the full address, a map of the area and Get directions / Open in Apple Maps buttons so buyers can see where the venue is and what's nearby.
4. The new details show everywhere right away — your dashboard, the event page, check-in, and your live public, ticket and program ad pages.

1. Open your event. Every package in Sponsorship Packages has three buttons: Edit, Pause sales and Remove.
2. Click Edit to change the name, price, description, quantity, guest seats or benefits, then Save changes. Your public sponsor page and checkout update right away.
3. If sponsors already bought the package, you'll see a checkbox to also give them any added guest seats and new or renamed benefits.
4. Pause sales hides a package from your public page until you click Resume sales. Remove (then Confirm remove) takes it off sale for good.

1. Open your event and scroll to Ticket Types. Every ticket has three buttons: Edit, Pause sales and Delete.
2. Click Edit to change the name, price, description, quantity or max per order, then Save changes. Your public page and checkout update right away.
3. Pause sales hides the ticket from your public page until you click Resume sales. Tickets already sold still work at check-in.
4. Delete (then Confirm delete) removes a ticket type for good — but only if none have sold. Once a ticket sells, Delete is greyed out; use Pause sales instead.

1. Click Sponsors in the top menu and open the sponsor — or click Edit next to them on an event page.
2. Company details: click Edit details to change the name, website, description and internal notes (only your team sees notes). Upload, replace or remove their logo in the same panel.
3. Contacts: click Edit on any contact to change their name, title, email or phone. Use Make primary to choose your main contact, or + Add contact for someone new.
4. Sponsorships: click Edit on an event to change the package, amount, guest seats, status (committed, active, completed, cancelled), payment status, or their contact for that event. Then Save sponsorship.
5. Activity log: log calls, emails, meetings and notes, and set a follow-up date. Any entry can be edited or deleted.
6. Pipeline stage: change it from the dropdown at the top — the change is logged automatically.

1. Two-step verification is optional unless your organization turns it on. Anyone can turn it on for their own account, and we recommend it for anyone who handles money or personal information.
2. To require it for your team: an owner or administrator goes to Account → Manage two-step verification and clicks Require for admins & finance. Owners, administrators, event admins and finance users are then taken to the setup screen the next time they open SponsorOS (check-in volunteers never are). Click Make it optional to turn the requirement off again.
3. Install a free authenticator app on your phone — Google Authenticator for iPhone (App Store) or Android (Google Play). Or use Microsoft Authenticator for iPhone or Android. Authy or a password manager such as 1Password also work.
4. Go to Account → Manage two-step verification, click Set up two-step verification, scan the QR code with the app, and type the 6-digit code it shows.
5. From then on, after your password you'll enter the current 6-digit code from the app. Add a second authenticator (a backup phone or password manager) so a lost phone never locks you out. To stop being asked for codes, click Remove next to your authenticator (only allowed when your organization doesn't require it).
6. For security, SponsorOS signs you out after 60 minutes without activity (4 hours on the door check-in screen). You'll get a 5-minute warning with a Stay signed in button.

1. Open your event and click Program Ads.
2. Click + Add option for each kind of ad you sell — for example Full Page, Half Page and Quarter Page Shout-Out. Set the price, ad size, how many you'll sell (or no limit), message length and whether a photo is required. Use Edit, Pause or Remove any time — the sales page updates instantly.
3. Set your order deadline (and an overall ad limit, if you want one) under Sales Settings on the event page — after the deadline the ad page shows "closed" and ads disappear from your public page. See Card fees, refund policy and program ad deadline.
4. Click Copy link under Sales page and share it. Buyers pick an option, upload a photo, write their message, add their name, email and phone, and pay by card through Stripe. Your ad options also appear on your public event page under Buy a program ad (once card payments are set up), so you don't have to share a second link.
5. New ads arrive as Needs review. Check the photo and message, then click Approve — or Edit to fix a typo, swap the photo or change the option, and Needs changes + Email buyer if you need something from them.
6. Selling to someone by check or cash, or giving a free ad? Click + Add ad manually and choose Paid or Complimentary.
7. When you're ready to build the program, pick the page size and click Download PowerPoint (.pptx). Full-page ads get their own slide, half-page ads are 2 per slide and quarter-page ads 4 per slide. Everything is editable, and buyer details are in each slide's speaker notes.

1. Click Sponsors in the top menu, then Report & action items.
2. The top shows open action items, money committed, money still to collect, overdue follow-ups and your win rate. The Pipeline bar shows how many sponsors are at each stage.
3. Action items are built automatically from your sponsor data — overdue or upcoming follow-ups, proposals without a follow-up, sponsors you haven't contacted in 3+ weeks, unpaid sponsorships, portal links not sent, incomplete guest lists, items you're waiting on from sponsors, missing logos and missing contact info. They're sorted High → Medium → Low, with the closest deadlines first.
4. Click Open to jump to the right screen and fix it — the item disappears on its own once it's handled. Not ready to deal with it? Click Snooze 7d to hide it for a week (use Show snoozed items to bring one back).
5. Pick an event from the dropdown to focus on one event, or leave it on All events.
6. To share or work offline: Download action items (CSV) gives a checklist with a "Done" column, Download sponsor report (CSV) gives a summary plus one row per sponsor, and Print / Save as PDF makes a clean one-page-per-section printout for board or committee meetings.

1. Your staff and volunteers live in Team & Staff → Event Staff Roster. Click + Add to Roster to add someone (name, contact, pay type, shirt size).
2. Click a person's name to set their shirt size, upload documents (photo ID, W-9) or send them a self-onboarding link, where they can fill in their own info and shirt size.
3. To put someone on a specific event, open the event → Operations → Staff. Use Add from roster for existing people or + New person; both let you set a shirt size.
4. Click Edit on anyone in the event's staff list to change their details, role, call time, pay or shirt size.

1. Go to Team & Staff and scroll to Shirt Sizes.
2. Click Create shirt-size link, then Copy link, and text or email it to all your staff and volunteers. They enter their name, email and tap a size — it takes 30 seconds on a phone.
3. Watch the counts fill in. Still missing shows who hasn't entered a size yet.
4. When you're ready to order, click Export for shirt order (CSV). It opens in Excel or Google Sheets: everyone listed by size, with an Order Summary (quantity per size and total) at the bottom.

Troubleshooting & FAQ

Still need help?

Email us and include your organization name, the event, and what you see on screen (a screenshot helps).