Payment Settings Customizations: Step-by-Step Configuration Guide

In this article, we will explore Payment Settings Customizations for Credit Card Payments based on each payment gateway. 

Please select your payment gateway to learn more about the Payment Settings Customizations available.

• Stripe
• Authorize.net
• PayPal

Stripe Payment Settings Customizations

Disable Payment Authorization 

What Does Checking “Disable Payment Authorization” Do?

Disabling Payment Authorization Requires vendors to pay the application fee by credit card immediately at checkout (if applicable), even if you have alternative payment methods like ACH or check enabled. All other fees will be paid after order approval.

This means, instead of having the vendor put in their credit card information when they submit their application and placing a hold on their card for their order total, they will come back into EventHub to pay for their order AFTER they’ve been accepted. 

Should I Disable Payment Authorization?

Disabling Payment Authorization is recommended for events that meet ANY of these criteria: 

1. Events with application fees and multiple payment methods, and you want to ensure application fees are collected immediately via credit card
2. If your order approval process takes over 7 days
3. If event space fees and add-ons exceed $200 to avoid large holds while awaiting approval

How Do I Disable Payment Authorization?

1. Go to your event's Wizard Menu, by selecting "Edit Showcase Page"

2. Proceed to the "Payment Settings" tab on the left navigation

3. Scroll down to the “Accept Credit Card Payments” section. Select Stripe.

4. Scroll down to the “Payment Collection Customizations” section. Check the “Disable Payment Authorizations” box.

5. Confirm you’ve set up the remaining payment requirements, including the payment terms, Stripe Secret, and Stripe Key. Click the “Save” button. 

You’ve now successfully Disabled Payment Authorization! Below, explore the “Vendor Payment Editing” feature that is available once you’ve disabled payment authorization. 

Reminder for what changes when you check the “Disable Payment Authorization” box:

1. No hold will be placed on the vendor/sponsor’s credit card for their order total when they apply
2. Any application fees will be charged immediately by credit card
3. You no longer need to approve orders within 7 days to prevent the “Payment Failed” notice from going to vendors because no hold will be placed
4. Once approved, vendors/sponsors can log in to EventHub and pay via any method offered by your event

Vendor Payment Editing for Stripe

What Does Checking “Enable Vendor Payment Editing” Do?

Once accepted, vendors will be able to enter the amount they’d like to pay after they click the “Pay Online” button in their order summary. 

Their payment window will look like this: 

Checking “Enable Vendor Payment Editing” lets vendors split payments across multiple transactions until their full balance is paid. The payment values will be determined by the vendor - the event organizer will NOT have control over how much and when they pay. However, you are welcome to disable this feature at any time, and thus force the next payment to be for their entire remaining balance, as normal.

Checking “Enable Vendor Payment Editing” Does NOT: 

• Allow you to edit how certain vendors will pay
• Enable vendors to switch from credit card payments to alternative payments
• Allow you to set a final payment due date or minimum deposit amount

How to Enable Payment Editing

1. In the Payment Settings Tab, check the “Disable Payment Authorization” box. Note: Payment Editing is only available, with “Disable Payment Authorization” checked.

2. Check the “Enable Payment Editing Box”

   

3. Confirm you’ve set up the remaining payment requirements, including the payment terms and payment gateway settings. Click the “Save” button.

Tips for using this feature: 

1. Ensure you communicate with vendors when their payment in full is due in multiple ways:
   1. Add the final due date to the “Payment Terms” section in the “Payment Settings” tab
   2. Add the final due date to the “Event Terms and Cancellation Policy” in the “Description” tab
   3. 2-3 times before your final due date filter your submission dashboard by clicking the “Pending” filter under the “Payments” heading. Then, check the box on the left to select all. Next, click on the “Actions” dropdown on the right and select “Send Message.” Compose your message and be sure to include a clear subject with your event name and the due date. In the body, be sure to include the repercussions of failing to submit their full payment by the due date.
   4. Uncheck “Enable Vendor Payment Editing” once you’d like vendors to no longer be able to submit partial payments (typically 1-2 weeks before your final payment deadline). We recommend communicating this change with your vendors, following similar steps to the previous bullet, to avoid surprises or confusion.

Authorize.net Payment Settings Customizations

What Does Checking “Disable Payment Authorization” Do?

Disabling Payment Authorization Requires vendors to pay the application fee by credit card immediately at checkout (if applicable), even if you have alternative payment methods like ACH or check enabled. All other fees will be paid after order approval.

This means, instead of having the vendor put in their credit card information when they submit their application and placing a hold on their card for their order total, they will come back into EventHub to pay for their order AFTER they’ve been accepted. 

Should I Disable Payment Authorization?

Disabling Payment Authorization is recommended for events that meet ANY of these criteria: 

1. Events with application fees and multiple payment methods, and you want to ensure application fees are collected immediately via credit card
2. If your order approval process takes over 29 days
3. If event space fees and add-ons exceed $200 to avoid large holds while awaiting approval

How Do I Disable Payment Authorization?

1. Go to your event's Wizard Menu, by selecting "Edit Showcase Page"

2. Proceed to the "Payment Settings" tab on the left navigation

3. Scroll down to the “Accept Credit Card Payments” section. Select Authorize.net.

4. Scroll down to the “Payment Collection Customizations” section. Check the “Disable Payment Authorizations” box.

5. Confirm you’ve set up the remaining payment requirements, including the payment terms, Authorize.net API Login Id, and Authorize.net Transaction Key. Click the “Save” button. 

You’ve now successfully Disabled Payment Authorization! Explore the “Vendor Payment Editing” feature that is available once you’ve disabled payment authorization. 

Reminder for what changes when you check the “Disable Payment Authorization” box:

1. No hold will be placed on the vendor/sponsor’s credit card for their order total when they apply
2. Any application fees will be charged immediately by credit card
3. You no longer need to approve orders within 29 days to prevent the “Payment Failed” notice from going to vendors because no hold will be placed
4. Once approved, vendors/sponsors can log in to EventHub and pay via any method offered by your event
5.  

Vendor Payment Editing for Authorize.net

What Does Checking “Enable Vendor Payment Editing” Do?

Once accepted, vendors will be able to enter the amount they’d like to pay after they click the “Pay Online” button in their order summary. 

Their payment window will look like this: 

Checking “Enable Vendor Payment Editing” lets vendors split payments across multiple transactions until their full balance is paid. The payment values will be determined by the vendor - the event organizer will NOT have control over how much and when they pay. However, you are welcome to disable this feature at any time, and thus force the next payment to be for their entire remaining balance, as normal.

Checking “Enable Vendor Payment Editing” Does NOT: 

• Allow you to edit how certain vendors will pay
• Enable vendors to switch from credit card payments to alternative payments
• Allow you to set a final payment due date or minimum deposit amount

How to Enable Payment Editing

1. In the Payment Settings Tab, check the “Disable Payment Authorization” box. Note: Payment Editing is only available, with “Disable Payment Authorization” checked.
2. Check the “Enable Payment Editing Box”
3. Confirm you’ve set up the remaining payment requirements, including the payment terms and payment gateway settings. Click the “Save” button.

Tips for using this feature: 

1. Ensure you communicate with vendors when their payment in full is due in multiple ways:
   1. Add the final due date to the “Payment Terms” section in the “Payment Settings” tab
   2. Add the final due date to the “Event Terms and Cancellation Policy” in the “Description” tab
   3. 2-3 times before your final due date filter your submission dashboard by clicking the “Pending” filter under the “Payments” heading. Then, check the box on the left to select all. Next, click on the “Actions” dropdown on the right and select “Send Message.” Compose your message and be sure to include a clear subject with your event name and the due date. In the body, be sure to include the repercussions of failing to submit their full payment by the due date.
   4. Uncheck “Enable Vendor Payment Editing” once you’d like vendors to no longer be able to submit partial payments (typically 1-2 weeks before your final payment deadline). We recommend communicating this change with your vendors, following similar steps to the previous bullet, to avoid surprises or confusion.

PayPal Payment Settings Customizations

PayPal offers 2 ways to customize your payment setup: 

1. Vendors/Sponsors do not pay via PayPal until they are approved
2. Vendors/Sponsors enter their information into PayPal immediately at checkout, a hold is placed, and they are charged immediately upon approval. 

To have vendors/sponsors not enter their credit card/PayPal information until AFTER approved: 

1. Navigate to the "Payment Settings" tab
2. Under "Accept Credit Card Payments" select "PayPal/Credit Card"
3. Enter the PayPal email address and do NOT click the blue button

4. 

5. Click the blue "Save" button

To have Vendors/Sponsors enter their information into PayPal immediately at checkout:

Notes Before You Begin

• PayPal requires that all payments must be processed within 30 days of the order placement. So if you use PayPal you will need to be sure you approve your orders within 30 days of them being placed.
• You must have a premier or business account with PayPal to enable this feature.
• Selecting this and Pay by Check gives vendors the option to choose between the two at vendor checkout. Check payments are still set from Organizer created Manual Submissions.
• Regarding Refunds through PayPal: As of October 11, 2019, PayPal updated its Policies and Procedures and will not refund processing fees (2.9% + $0.30) when you refund an exhibitor through a PayPal payment gateway. If you have any questions about this, contact PayPal directly.

Setting Up Your Payment Gateway

To begin, go to your Edit Showcase page for the event which you wish to upgrade the PayPal API. Select Payment Settings from your Event Wizard Menu on the left. 

• Under "Accept Credit Card Payments" select "PayPal/Credit Card"
• Enter the PayPal email address
• Select the 'Enable Collecting Payment Info at Vendor Checkout' button. 

• A confirmation prompt will pop up. Select 'Yes, enable' if you wish to continue.
• Open a new tab in your browser and proceed to https://developer.paypal.com/developer/applications/
• Select 'login to dashboard' on PayPal.
• This will take you to the 'My Apps & Credentials' page on PayPal. Scroll down until you see 'REST API apps.'
• Select the blue 'Create App' button. 

• You will now be taken to the application details. In the 'App Name' box enter your company or event name. Then select the blue 'Create App' button at the bottom. 

Make sure that your app has the following Items enabled.

• PayPal payments
• Direct credit cards
• Future Payments

After that the following screen will take you to your Client ID Key and Secret Key. 

• First, make sure that you selected 'Live' (NOT THE SANDBOX which it defaults to) in the top right corner. Please verify, you selected "Live" before moving forward. See image below.

NOTE: If you want to receive international payments via guest checkout you may have to enable that in your merchant account as well.

• Next copy the entire Client ID key and go back to your EventHub tab in your browser. Paste this key in the EventHub payment settings where it says 'PayPal API Client ID.'
• Go back to your PayPal tab and then select 'Show' under 'Secret Key.'
• Copy your secret key and go back to your EventHub tab. Paste the secret key where it says 'PayPal API secret key' on your EventHub page. 

• Be sure to select the correct currency from the Accept Payments In dropdown. You will have the choice of either USD - US Dollar, or CAD - Canada Dollar.
• Select the 'Next' button to save. 

Congratulations, you have upgraded your PayPal API! Vendors can now submit payment at checkout. We recommend doing a $1 test charge using a promo code to ensure you have applied all of the correct API keys. Don't forget to approve vendor submissions, at which point their payment info will be charged.