Frequently asked questions
Here are the answers to the questions that we are most often asked. For detailed procedures on a specific topic, don’t hesitate to consult the guides.
Get started
Activiteez offers a free GO plan and paid plans billed month by month. You can choose a 12-month commitment (lower rate) or a month-to-month subscription with no long-term commitment — the commitment is not required.
Plans and pricing
Amounts below are excl. tax, per month:
| Plan | 12-month commitment | Monthly (no commitment) |
|---|---|---|
| LIGHT | €19 | €29 |
| PRO | €29 | €39 |
| BUSINESS | €49 | €59 |
| SERENITY | €119 | €129 |
The GO plan remains free (scheduling, partner bookings, web integration, simplified finances). Online payment commissions are higher on GO than on paid plans.
To compare features: Pricing page and FAQ What type of account is right for me?.
Online payments (Stripe)
Your clients’ online payments are processed by Stripe (card, Apple Pay, Google Pay, SEPA direct debit depending on your setup). An Activiteez commission applies only to amounts collected online through Activiteez:
- GO: €0.40 + 10% of the collected amount;
- LIGHT, PRO, BUSINESS, and SERENITY: 2% Activiteez + Stripe fees, typically about €0.25 + 3.5% (exact totals may vary by payment method).
The commission is deducted from payouts to your Stripe account. With no online collection, no Activiteez commission applies to that flow.
Guide: Enable online payment.
Billing and suspension
- Month-to-month (no commitment): you pay each month and can suspend your subscription when you no longer need advanced features (e.g. off-season). Your account reverts to GO; your data is kept and becomes fully available again when you reactivate.
- 12-month commitment: €10 excl. tax per month off compared with month-to-month (the gap between the two price columns on the Pricing page). While you stay subscribed without interruption, your plan rate is locked even if public pricing changes.
To activate, suspend, or reactivate your Activiteez subscription: Subscribe, suspend, and reactivate your account.
The right choice depends mainly on how you work: alone (or nearly so), or with a team, partners, and several instructors? Activiteez combines an account type (Free, independent structure, or pro grouping) and a subscription plan (GO, LIGHT, PRO, BUSINESS, SÉRÉNITÉ). You can try the essentials for free, then change your plan at any time — pricing details are on the Pricing page.
Free accounts and plans
You work alone and do not need to sell your own activities on Activiteez
- Free account: ideal if you are an instructor, guide, or member of a guide agency and mainly want to manage your schedule and availability within a structure that already uses Activiteez. This account stays free after the first trial month.
- Activity resellers (agents who book for other organizations) also use the Free account, with no time limit.
You are starting a small business on a limited budget
- GO plan: free base offer (scheduling, partner bookings, web integration, simplified invoicing…) with a commission per transaction. Suited to getting started without a monthly subscription.
Solopreneur or small structure: LIGHT and PRO
You work alone or with very few people and manage your own bookings (independent instructor, small school, structure that sells its services directly). Choose the Independent account type, then a paid plan based on your financial needs:
- LIGHT — core operations: catalog and scheduling, online booking, customer address book, mobile app, web integration, sales and booking dashboard.
- PRO — everything in LIGHT, plus invoicing and quotes, payment flows, cash book, accounting exports (FEC), and stronger financial oversight.
LIGHT is enough if you mainly want to schedule, take bookings, and track customers. PRO fits when invoicing, payments, and exports for accounting become central.
Business or team: BUSINESS and SÉRÉNITÉ
Several people are involved (front desk, instructors, partners, agents, an office that organizes for other pros). Choose the Pro grouping account type if you coordinate or federate several providers, then a plan suited to team size:
- BUSINESS — everything in PRO, plus booking via resellers and partners, flexible pricing and options, customizable forms, instructor management (up to 20), honorarium notes, and per-instructor calendar.
- SÉRÉNITÉ — everything in BUSINESS, plus NF525 cash register, expense entry, up to 60 instructors, Google/Apple Calendar sync, customizable chart of accounts, and enhanced support.
BUSINESS suits a growing structure with a team and partner network. SÉRÉNITÉ targets organizations with stronger needs around cash register compliance, accounting, and season management with many instructors.
In short
- Alone, no direct sales → Free account or GO plan.
- Alone, you sell your activities → Independent + LIGHT or PRO.
- Team, partners, several instructors → Pro grouping + BUSINESS or SÉRÉNITÉ.
The Activiteez team helps you validate this choice when setting up your account (demo and initial configuration).
Account & users
Use the Language field (language of emails with customer):
- On the customer record — open Customers, select the contact, choose the communication language from the list offered, then save.
- When booking — from Schedule, at the top of the booking form, select Language before confirming.
The value is stored on the customer and on the booking. Emails (confirmation, cancellation, payment…) and ticket links sent to that contact follow this preference. If no language is set, the account default language is used.
Mini-site and widget interface labels (buttons, menus) separately follow the visit language (lang URL parameter or browser).
Step-by-step guide: Manage customer communication language.
To translate activity titles and descriptions: Translate activities and account content.
Yes. Language applies at three levels: customer communication, visit interface, and content you publish.
Communication language (emails and tickets)
Set a preferred language on the customer record or when booking (Language field, from the languages offered). Emails and ticket links sent to that contact use this language. With no explicit choice: account default language.
→ How do I manage communication language for a customer? · Detailed guide
Public pages and booking
On the mini-site, an embedded widget, or a booking flow, generic application labels depend on:
- a language parameter in the URL (
langcode, choice may be remembered — e.g.?lang=en); - otherwise the browser setting, with the default language if no recognized language is offered.
Translated content (activities and account)
- Activities: language selector in activity editing (title, description, location, messages, labels, forms…).
- Account: Settings → General — business description, website, and terms for the mini-site and embeds on your site.
→ How do I translate activities and some settings for embedded widgets? · Detailed guide
| Element | Role |
|---|---|
| Customer record / booking — Language | Personalized emails and tickets |
| Visit (URL / browser) | Multilingual interface and generic labels |
| Activity — multilingual editing | Bookable offering text |
| Settings — General | Account description, website, terms |
If a translation is missing for a given language, the system generally falls back to the default language.
To create an activity: Create your first activity.
The steps depend on how you usually sign in to Activiteez.
You use Google, Facebook, or Apple
If your account was created with or is linked to Google, Facebook, or Apple, you do not have an Activiteez password to remember. On the login page, click Sign in with Google, Sign in with Apple, or Sign in with Facebook, using the same email address as on your account (for Apple, the email may be hidden by Apple — use the one linked to your Activiteez account).
You sign in with email and password
- Open the login page.
- Click Forgot password.
- Enter the email address of your Activiteez user account (the one shown at the top right once signed in).
- Check your inbox: if an account is linked to that address, you receive an email with a sign-in link and a temporary password (also check spam).
- Sign in with that email and temporary password, or follow the link in the email.
No email received? Check spam/junk first. If you still do not see it, make sure you entered your Activiteez user account email (shown at the top right when signed in, or used when creating the account) — not another address.
After signing in: choose a personal password
The password received by email is temporary. For your security, replace it as soon as possible:
- Once signed in, click your email address at the top right.
- Choose Change my password (My account page).
- Enter a new password and confirm it.
Still stuck?
Wait a few minutes, then try again and double-check the email spelling. If the problem persists, contact support with your organization name and user account email (see How do I contact support?).
On an Activiteez account (school, agency, organization…), several people can work with their own user account. Depending on their role, they manage the whole account, only part of it, or act from their own workspace. Here are the four most common profiles.
Main login
This is the holder of the organization’s Activiteez account: the one who subscribes to the plan and configures the workspace. They have full rights — scheduling, bookings, customers, finances, preferences, reports, etc. — with no restriction. They add and configure secondary logins, agents, and instructors/resources.
On a Go account, only the main login can be used: secondary logins have no access. On Pro and Business, the other roles below are available according to what the main login grants them.
Secondary login
Internal staff member (front desk, admin, accounting, management…). Added under Preferences → Secondary logins (first tab) and signs in with their own Activiteez user account to access the same workspace as the main login — but with limited rights, set line by line by the main login.
For each secondary login, you can configure four access blocks:
| Block | Options |
|---|---|
| Scheduling | No access · Booking (book only) · Schedule, Book (schedule and book) |
| Finances | No access · Read · Read and write · Accounting (accounting and refunds) |
| Customers | Read · Read, edit · Read, edit, create |
| Preferences | No access · Reports only · Administration (account settings) |
A secondary login only sees and can do what is enabled for them: front desk may have booking only, accounting may have finances in Accounting mode, a manager may have reports without changing preferences. Only the main login can change these rights and has full access by default.
Agent
External account (or partner) designated to place bookings on your activities — reseller, tourist office, hotel, another organization… They do not run your account: they book on activities you open in partner/agent mode.
Requirements:
- the person has an Activiteez user account (agent / Go agent account);
- they accept being your agent in their preferences;
- each activity must allow registration in partner mode.
You can limit an agent to certain activity categories, or allow them to create activities from your templates. See Partners & agents and the guide Designate a partner or booking agent.
Instructor / resource
Person assigned on the schedule (instructor, guide, vehicle, room…). They work from their own Activiteez account (free): view assigned activities, see registration details, set availability and unavailability.
For your organization to see their free slots, the instructor must designate you as their agent on their profile (shared scheduling between accounts). This is neither a secondary login nor a booking agent: they do not configure your account and do not sell on your behalf.
In short: the main login has full rights; the secondary login works in your workspace with targeted permissions; the agent books for you; the instructor/resource manages their schedule and availability.
To contact support, it is best to go through your Activiteez client account. This channel helps our team process your request faster and keeps your support history in one place.
You can access your account
- Sign in on Activiteez.
- Select an Activiteez account.
- Go to the Help menu -> Contact Activiteez support.
- Select the topic.
- Write your message.
You cannot access your account
If you cannot access your account (forgotten password, locked account, etc.), email support [at] activiteez.com and include your business name and the email address linked to your account.
Creating an Activiteez account depends on your profile. Access to the platform to organize activities (professional accounts) is by invitation only: it is not a self-service signup flow — the Activiteez team creates the account after you get in touch.
You are an individual (end customer)
As an individual (end customer), you create your account from the Activiteez mobile app:
- Download the app from the App Store or Google Play.
- Open the app and follow the on-screen registration steps.
- Once your account is created, the app lets you find providers who use Activiteez and publish activities for online booking. You can book, view your bookings, and manage your personal information.
You are a professional
If you are a guide agency, instructor, sports organization, or any other professional who wants to manage activities on Activiteez, you cannot create the account yourself. Setup always goes through a demo with the Activiteez team:
- Request a demo using the online form.
- The team gets back to you to schedule a demo tailored to your business.
- After the demo, if Activiteez fits your needs, the team creates your account and helps you get started.
You can then try all features free for one month, with no commitment.
Activities & scheduling
Two areas to translate:
Activities — edit from Schedule, switch language via the selector at the top right: title, description, location, messages and booking labels. Save the activity.
Account (mini-site / widget) — Settings → General tab, same language selector: Description (business), Website and Terms & conditions (company info). Save settings.
Visitors see the translated version if the URL includes the matching lang parameter, if the mini-site language menu is set to that language, or if the browser is configured accordingly. Otherwise the account default language is shown; untranslated fields also fall back to that language.
Guides: Translate activities and account content and Embed Activiteez on your website.
Customer email language: How do I manage communication language for a customer?.
Pricing options are configured in activity editing, Capacity, Pricing, Booking tab, Options… button. The base price remains the main rate; each option line complements or replaces it depending on its type.
| Type | Role |
|---|---|
| Category | Rates by category and quantity (children / adults…) |
| Group pack | Fixed-quantity group rate replacing unit price |
| Private booking | Privatization: full activity without quantity |
| Duration | Rate by slot or duration + quantity |
| Equipment / Equipment x duration | Equipment rental (with or without duration) |
| Group option / Participant option / Duration x participant option | Checkbox options (group, per person, per slot) |
| Volume discount / Cart volume discount | Discount from a quantity threshold |
| Discount coupon | Promo code checked at booking |
| Price list | Point-of-sale item chosen by the customer |
Step-by-step setup: Configure activity pricing options. For promo codes: How do coupons work?.
Coupons are a Discount coupon pricing option, added like other types in the activity Options… editor.
Organizer side
- Create a line with type Discount coupon.
- Give it a label (links the booking field to the right rule).
- Define accepted codes via the button next to the coupon list field.
- Set discounts: percentage on total, fixed amount, optionally amount per quantity.
- Fill the customer message (shown when the code is accepted).
Each coupon line has its own code list and amounts. You can have multiple lines on one activity.
Customer side
At booking, the customer enters the code. The system checks it is in the valid list for that option:
- Rejected code: message such as “Invalid coupon”; no discount applied.
- Accepted code: configured discounts apply; the field may lock read-only after validation.
Detailed option setup: Configure activity pricing options.
To see your instructors’ availability in Schedule, check the following in order.
1 — Does the instructor have an Activiteez account?
- If not, create one for them or ask them to create a free account.
2 — Has the instructor shared their calendar with you?
- On the instructor’s account: Settings → Preferences → Partners, list They can view my calendar — your organization’s contact email must be listed.
- On your account: Settings → Preferences → Partners, list I can view availability or book for… — the instructor’s account must appear.
- On your account: Settings → Preferences → Instructors — the instructor’s contact email must be added so they appear in the instructor list under Schedule.
3 — Has the instructor entered availability?
The instructor must enter slots from their own account; without availability recorded, nothing appears on your calendar.
4 — Does the instructor appear in the toolbar?
- Open Schedule.
- Click Instructors to show the toolbar.
- If the instructor is missing from the list, repeat steps 1 and 2.
5 — Is « Availability » checked?
In Schedule, on the horizontal Instructors toolbar: check Availability to display open slots.
6 — Is a filter hiding the instructor?
On the same toolbar: uncheck Filter, or explicitly select the instructor concerned.
An activity template is a reusable activity model in your calendar. It suits offerings that come back often (weekly classes, standard outings, recurring rentals…): you define duration, price, options, and default resources once, then place it on the schedule as often as needed without re-entering everything.
Create a template from an existing activity
- Open Schedule and select a configured activity.
- Click the activity to open it.
- Use the arrow to the right of Edit, then choose Add to activity templates (or Activity template, depending on the screen).
The activity is duplicated and appears in the activity templates toolbar. You can then drag and drop it to different places on your calendar.
For other creation methods (Activity templates menu, Manage on the toolbar), see the guide Create an activity template.
Bookings
Start by confirming you are dealing with the correct customer record (name, email) and ask for proof of payment: is it a real payment confirmation (receipt, Stripe confirmation email, bank statement showing a completed debit) or only a copy of an attempt (intermediate page, authorization not finalized)?
1. Is there a payment on the customer’s account?
Open Finances → Customer’s entries…, enter the customer’s name, then Analyze.
- Check the account balance: is it zero or positive (customer credit)?
- Look for a payment line matching the amount and date the customer reported.
Payment is recorded in Activiteez, but not linked to the ticket
This can happen if payment arrived after the option expired, if the activity was changed or cancelled between the start of the booking and payment completion, or if the ticket remained pending payment.
If the booking is still visible (status “to confirm” or “pending payment”):
- Open the ticket from the activity’s participant list.
- Ticket menu → Confirm ticket.
- Then Pay ticket … by debiting the account to link the payment already recorded on the customer account to the ticket.
If the booking no longer appears on the activity:
- In the participant list, check Deleted (box next to the name search) to show deleted bookings.
- Otherwise, find the line in Finances → Customer’s entries… → Analyze, filter Trash if needed.
- Line menu → Restore or Restore to activity.
- Confirm the ticket (Confirm ticket), then Pay ticket … by debiting the account if the customer balance allows it.
For the Finances workflow in detail: Invoice a customer’s entries.
2. No payment entry in Activiteez
Check directly on dashboard.stripe.com (Stripe account connected to Activiteez) whether the payment succeeded.
- Stripe payment OK, no Activiteez entry: payment was not recorded in Activiteez — contact support with the Stripe payment ID (Payment intent or Charge).
- Payment missing or failed on Stripe: the customer was not debited; the “confirmation” they show may be only an attempt. Ask them to complete the booking flow again, or settle manually according to your process.
For SEPA direct debits (debit visible to the customer before final confirmation), see also How do I know if my customer was debited via Stripe SEPA?.
To let clients complete the registration form for a booking taken at the counter, send them the supplementary fields form by email from the booking.
A step-by-step walkthrough is available in this tutorial video: https://youtu.be/Ihq0HOpJhSg.
To let clients book directly:
- Edit the activity.
- Open the Pricing, Bookings tab.
- Enable at least one of the following:
- Online payment
- Open to all (with or without email validation, depending on the sub-mode)
- Subscribers
- Password
- Save.
To pick the mode that fits your activity, see the guide Choose a booking mode.
To enable online payment on an activity:
- Edit the activity (or create a new one).
- Open the Pricing, Bookings tab.
- Check Online payment, then set the price and amount due (deposit or full amount).
- Save your changes.
Prerequisite: a Stripe account connected in your preferences — see the guide Enable online payment. For booking modes in detail, see Choose a booking mode.
To place several bookings on one ticket, use Add to ticket instead of Book for each additional activity.
A step-by-step video walkthrough is available here: https://youtu.be/T6DqaryGhK0.
If an agent or partner cannot see your activity or complete a booking, verify these three conditions (all three must be met):
1. The activity allows partner mode
- Edit the activity → Pricing, Bookings tab.
- Enable Partners, then save.
Without this option, even a correctly configured agent cannot register on that activity.
2. The agent is linked to your account
- Settings → Partners, or Book → My partners.
- Confirm the person is in your list and has a valid Activiteez account (free) with working credentials.
- If you limited the partner’s scope, check that the activity’s category is allowed in their activity list.
3. The partner has accepted the collaboration
- On their Activiteez account, they must have checked you Active in their agent/partner list.
- Without that confirmation, the link stays inactive on both sides.
For initial setup (account creation, commissions), see the guide Designate a booking partner or agent. For booking modes in detail, see Choose a booking mode.
Point of sale
In Cash register → Cash register positions, the software compares the count (opening or closing) with the calculated position from recorded receipts. A non-zero variance means something needs investigation before you correct it.
Review the variance
- Open Cash register → Cash register positions and set the period.
- Browse the table by payment method: find opening or closing lines with a variance (warning or danger).
- Hover the variance for the explanation (too much or too little vs the calculation).
- Click the pencil button (Write permission required): Activiteez lists the matching cases; pick the most likely cause.
An open register must be available to post a correction entry.
Possible cases and how to correct
1. Closing — count is correct, calculated position is wrong
The closing count is right, but the running total of entries does not match.
→ Post a correction entry (exceptional P&L) (accounts 658 / 758).
2. Closing — count amount is wrong
Counting or entry error at closing.
→ Correct the count amount (edit the closing entry), rather than hiding the gap with a correction entry.
3. Opening — entries since the last closing
Sales or movements exist between the last closing and the opening.
→ Correct the opening position, or Post a correction entry before the opening (keep the count and record a transaction just before it).
4. Opening ≠ last closing, with no entry in between
A direct gap between closing and reopening: a sale, transaction or booking may have been forgotten.
→ Post a correction entry (exceptional P&L); otherwise Correct the opening count amount.
5. Variance ≥ €50 (opening or closing)
First check for an unrecorded safe deposit or safe withdrawal.
→ If yes: record the safe movement; otherwise continue with cases 1–4.
After correcting
- Review and save in the transaction editor.
- To list corrections already posted: Period corrections button.
- Refresh the report: only later counts reflect the correction.
Decision tree: What are the most common cash register position errors?. Technical procedure: Correct a count variance. Report reading: Review cash register positions.
In Cash register → Cash register positions, a non-zero variance on an opening or closing means the counted amount does not match the calculated position. When you click the pencil button, Activiteez lists the matching options; pick the most likely cause then confirm.
Decision tree
- Is the variance on a closing or an opening?
- Is the variance ≥ €50?
- Yes → was a safe deposit or safe withdrawal made without being recorded?
- Yes → record the safe movement (case 5).
- No → continue with opening / closing below.
- Yes → was a safe deposit or safe withdrawal made without being recorded?
- Closing
- Is the count amount wrong (counting / entry)? → correct the count (case 2).
- Otherwise → correction entry (exceptional P&L) (case 1).
- Opening
- Are there entries since the last closing?
- Yes → correct the opening position, or post a correction entry before the opening (case 3).
- No → opening differs from the last closing: was a sale, transaction or booking forgotten in between? → correction entry (exceptional P&L) (case 4), otherwise correct the opening count amount.
- Are there entries since the last closing?
Common cases
- Closing, count is correct — calculated position does not match: Post a correction entry (exceptional P&L) (accounts 658 / 758).
- Closing, count is wrong — counting or entry error: Correct the count amount.
- Opening with entries since the last closing — Correct the opening position, or Post a correction entry before the opening (keep the count and record a transaction just before it).
- Opening ≠ last closing, with no entry in between — suspect an unrecorded operation between closing and opening: correction entry (exceptional P&L); otherwise correct the opening amount.
- Variance ≥ €50 — first: Was a safe deposit or safe withdrawal made without being recorded?; otherwise cases 1–4.
To analyse the report lines: Review cash register positions. To review and correct: How do I review and correct variances on cash register positions? and Correct a count variance.
- Open Cash register → Stocks and find the inventory line with a non-zero variance (orange or red icon).
- Click the pencil button next to the variance — visible if you have Write permission.
- If the variance exceeds 5 units, confirm in the warning dialog.
- The transaction editor opens with a prefilled stock variation (account 603): check quantity, amount, and date, then save.
To review all corrections on the period: Period movements button on the same screen.
Full procedure and edge cases: Correct a count variance. To understand why the variance appeared: Why does a variance appear on an inventory or stock position?.
Triggers automate an action as soon as an item is confirmed at the register, without extra manual steps.
In Cash register → Manage, expand the item (chevron) → Triggers block:
- Associated action: first action (e.g. Add a subscription, Debit a subscription, Book/Register, Add a customer badge, Link to a customer). Option fields depend on the selected action.
- … then: second action, e.g. Set up a payment — the payment window opens automatically after ticket confirmation (no need for Multi… on a recurring subscription; see Set up recurring payment for a register subscription).
A customer often must be selected at the register before sale when the action involves a subscription, badge or recurring payment.
Full guide: Configure cash register items. Member subscriptions: Set up and sell a subscription at the register.
A member subscription (plan, session card, access pass…) is configured in the cash item list, then sold or debited from the register or customer record. This is not your Activiteez subscription (GO, PRO, etc.): see Subscribe, suspend and reactivate your account.
- Open Preferences → Categories, Bookings, Notifications (or Cash register → Manage) → Cash item list → list….
- Add a row: label, price, check Active to show it at the register.
- Expand the chevron → Triggers block → Associated action: Add a subscription. Enter the plan name, initial credit (blank = unlimited), validity in days or a date, and an optional constraint.
- Save the list.
To assign a subscription: sell the item in Cash register (customer selected on the left) or click + Abo from Customers → Account list. To use a credit: Debit Abo at the register, or an item with Debit a subscription. For recurring SEPA direct debit: configure recurrence and … then → Set up a payment on the item — see Set up recurring payment for a register subscription.
Step-by-step guide: Set up and sell a subscription at the register. Trigger details: What are triggers on a cash register item?.
A combo, menu or kit is a register item that groups other catalog items. On sale, each included item is added to the ticket (with the combo name in parentheses).
- Open Cash register → Manage (or Preferences → Cash register item list).
- Expand the item with the chevron, section Combo, menu or kit.
- Click Combo items and add lines: item, quantity, price / supplement (optional), group (same group name = choice offered at checkout, useful for a menu).
- Price per item:
- disabled: the combo item price is charged; amounts on each line are optional supplements;
- enabled: the combo price is not charged; each line is priced at its catalog price (or the price set on the line).
- Save and test a sale at the register.
For all fields in detail: Configure cash register items.
In Cash register → Stocks, the variance on an inventory line is the difference between:
- the quantity you counted during inventory;
- the calculated position from Activiteez (sales, restocking, and recorded movements since the last reference point).
A non-zero variance means physical count and software calculation do not match. Common causes:
- Missing sale or restock, or entry on a different date.
- Counting error during inventory.
- First inventory in the displayed period: it is the reference (no variance on that count); variances appear on later counts.
- Item not tracked correctly: check Inventory → Active and stock name in Configure cash register items.
To investigate: Review stock positions. To correct after review: Correct a count variance.
Inventory and restocking share the same entry screen (eligible items, quantities, date) but are used at different points in the stock cycle:
| Inventory | Restocking | |
|---|---|---|
| Purpose | Record what you count on hand | Record a stock inflow (delivery, purchase) |
| Menu | Cash register → Inventory | Cash register → Restocking |
| Effect on position | Reference point for control (count) | Increases calculated position |
In both cases: only lines with an entered quantity are saved; a blank line is ignored; enter 0 to force zero stock.
Detailed guides: Run a cash register inventory, Restock inventory. To review calculated position vs counts: Review stock positions.
On the Point of sale screen, next to ticket validation actions, the Multi… button (short for multi-payment / multi-currency) validates the ticket then lets you split collection across one or more supplementary entries in the financial movement window (remaining amount, balance, etc.).
Prerequisites
The Multi… flow is intended when the cart contains a Set up a payment line (catalog item / trigger for the register). Without it, behavior may remain simple validation or a single payment request.
Display currency
In Settings → Preferences, Display currency sets the presentation currency in the interface. Entries and accounting exports may carry foreign currency amounts when you record operations in this context — check with your accountant for multi-currency bookkeeping.
Not to be confused with…
The guide Collect with multiple payment methods describes splitting by payment method (cash + card, etc.) via Customer debit then the Payment button on the short ticket — a different path from Multi… at direct ticket validation.
The summary ticket (incl. VAT / excl. VAT / VAT totals, collections by payment method, breakdown by VAT rate) complements other financial views; it does not replace a regulatory certification file.
Where to open it
On the Point of sale screen, cash register… menu (right of the day selector):
- Daily Z: summary for the day shown (and selected register).
- Monthly Z: summary for the calendar month containing that day.
You can print the ticket or run a CSV export with the same criteria as the preview.
Z vs X
| Label | Meaning |
|---|---|
| Z | Period readable as a closure state consistent with the last recorded register closure |
| X | Provisional data — last closure does not yet cover the end of the period; “provisional data” shown under the title |
Daily Z and closure
The last closure used is that of the current register (same logic as the day selector tooltip):
- Closure before the displayed day → X ticket for the full day.
- Closure on the same calendar day → Z ticket: period end brought to closure time.
- Closure on a later day → Z ticket for the full selected day.
Monthly Z
Period = full month. If last closure is before month end → provisional X; otherwise Z for the whole month.
Without closure procedures enabled, last closure may be absent: ticket behaves as Z for the full period.
To enable procedures: Open the register and Close the register. Always cross-check with accounting exports for reconciliation.
Payments & invoicing
Yes. Activiteez today supports receiving e-invoices via SUPER PDP (partner accredited platform) and issuing invoices in Factur-X format (hybrid PDF EN 16931).
Reception via SUPER PDP
With a subscription that includes a 12-month or longer commitment, connect your SUPER PDP account from Settings → Invoices and quotes. Received invoices appear under Finances → Received invoices once SUPER PDP is verified.
| Action | Available |
|---|---|
| Receive e-invoices in Activiteez (SUPER PDP) | Yes — see Enable e-invoice reception (SUPER PDP) |
| View and import as expense | Yes — see Where to view and import received e-invoices? |
| Issue invoices on the PA network from Activiteez | Coming soon |
Factur-X issuance
You can email or download invoices and credit notes in Factur-X format. This suits structured exchange with a customer or accounting tool, but it is distinct from regulatory deposit on the e-invoicing network via an accredited platform (PA).
| Action | Available in Activiteez |
|---|---|
| Create, print, or email an invoice (classic PDF) | Yes |
| Email in Factur-X format | Yes |
| Download in Factur-X format | Yes |
| Import a received Factur-X invoice (file) | Yes — Import a supplier Factur-X invoice |
Factur-X prerequisite: SIRET set in Settings → Preferences. Factur-X applies to invoices and credit notes, not quotes.
Choose your workflow
| Need | Solution in Activiteez |
|---|---|
| Receive supplier invoices on the PA network | SUPER PDP connection — Enable e-invoice reception (SUPER PDP) |
| Send a customer invoice as Factur-X | Send or download a Factur-X invoice |
| Manually import a supplier invoice (file) | Import a supplier Factur-X invoice |
Learn more
Once your SUPER PDP account is connected and verified, received e-invoices appear in Activiteez.
View invoices
- Open Finances → Received invoices.
- At the top, see the Received e-invoices section.
- Use Pending, Processed, or All filters to show invoices already imported as expenses or still awaiting action.
Each row shows date, issuer, number, amounts, and invoice status.
The View / print button opens the invoice in Factur-X format.
Note — If Received e-invoices does not appear, check that SUPER PDP is connected and verified under Settings → Invoices and quotes. While verification is pending, only Activiteez invoices (the other block on the same page) are visible.
Import an invoice as an expense
If you manage expenses in Activiteez:
- On the relevant row, click Import as expense.
- Activiteez creates a pending entry prefilled with supplier, amounts, and attachment.
- Complete or validate the entry according to your accounting workflow.
This requires write access to finances. Once imported, the invoice moves to the Processed filter.
To connect SUPER PDP or complete verification: Enable e-invoice reception (SUPER PDP).
For eligibility (plan, permissions): Who can enable and use e-invoice reception?.
Yes. Several Activiteez accounts can connect to the same SUPER PDP account, provided each account has a valid SIRET whose SIREN (the first 9 digits) matches the SUPER PDP account.
Typical case: multiple establishments
One company may run several establishments in Activiteez: each account has its own SIRET (14 digits), but the SIREN (first 9 digits) is the same. Example:
- Activiteez account A — SIRET
123 456 789 00012 - Activiteez account B — SIRET
123 456 789 00034 - SUPER PDP account — company identified by SIREN
123 456 789
Each eligible Activiteez account can connect this same SUPER PDP account from Settings → Invoices and quotes.
Impact on received invoices
SUPER PDP centralizes received e-invoices at company level (SIREN). Once the connection is verified on each Activiteez account:
- All invoices received on SUPER PDP are visible under Finances → Received invoices on every connected Activiteez account;
- the list is the same on all these accounts, regardless of which establishment (SIRET) the Activiteez account is tied to.
Import as expense is per account: an invoice imported on account A is not automatically processed on account B. Organize imports according to which establishment should book each expense.
Requirements per account
Each Activiteez account must meet the usual conditions:
- subscription with a 12-month or longer commitment;
- valid SIRET in Settings → Preferences;
- verified SUPER PDP connection.
See Who can enable and use e-invoice reception? and Enable e-invoice reception (SUPER PDP).
Yes. Compliance with the electronic invoicing reform relies on an accredited platform (PA) — SUPER PDP or another provider — not on Activiteez alone.
Receiving invoices without Activiteez integration
You can create a SUPER PDP account (or use another PA) and receive e-invoices directly on that platform, including free of charge depending on SUPER PDP’s terms. Your suppliers send invoices on the regulatory network; you view them on your PA.
In that case, invoices do not appear in Activiteez. You can still manually import a Factur-X file received by email: see Import a supplier Factur-X invoice.
What Activiteez integration adds
Connecting SUPER PDP to Activiteez (subscription with a 12-month or longer commitment) lets you:
- Centralize received e-invoices under Finances → Received invoices;
- View each invoice in Factur-X format;
- Import a received invoice as an expense in one click, if you manage entries in Activiteez.
Integration simplifies day-to-day tracking; it is not the only way to comply on reception. For pricing (free reception with a 12-month plan; issuance pricing later): What does e-invoicing cost with Activiteez?.
To enable the connection: Enable e-invoice reception (SUPER PDP).
For access conditions: Who can enable and use e-invoice reception?.
Receiving e-invoices via SUPER PDP connected to Activiteez is free for accounts with a 12-month or longer commitment. Activiteez does not charge an extra fee to view received invoices or import them as expenses.
Issuing (sending) on the PA network
Costs for issuing e-invoices from Activiteez on the e-invoicing network are not defined yet. They will be announced soon, together with issuance availability from Activiteez.
Meanwhile, you can keep issuing invoices in Factur-X format (email or download) — see Send or download a Factur-X invoice — or submit invoices through another provider (PA, accounting tool, etc.).
Reception and issuance: different providers allowed
You are not required to use the same service to receive and to issue:
- you can receive via SUPER PDP (integrated with Activiteez);
- and issue via another accredited platform (or another tool), if that fits your process or pricing better.
The reverse is also possible: receive with another provider, then issue via Activiteez once the feature is available.
Obligation timeline (reminder)
The reform requires reception first, then issuance depending on company size. For SMEs (PME) and mid-sized companies (ETI), the obligation to issue e-invoices on the PA network applies from 1 September 2027.
You can therefore enable reception in Activiteez now (2026 reception compliance for eligible businesses) without waiting for the issuance deadline.
To enable reception: Enable e-invoice reception (SUPER PDP).
For eligibility (12-month plan, SIRET): Who can enable and use e-invoice reception?.
Access to e-invoicing in Activiteez depends on your plan, SUPER PDP connection status, and user permissions.
| Action | Requirement |
|---|---|
| Connect SUPER PDP to Activiteez | Subscription with a 12-month or longer commitment; valid SIRET in Settings → Preferences (same SIREN — first 9 digits — as the SUPER PDP account) |
| View received e-invoices | SUPER PDP account connected and verified; access to Finances → Received invoices |
| Import an invoice as an expense | Write access to financial entries; expense management enabled on your account |
Without a 12-month subscription
You can create an account on SUPER PDP (or another accredited platform) and receive e-invoices in compliance with the reform. However, you cannot connect SUPER PDP to Activiteez or view those invoices in Received invoices.
See also: Can I receive e-invoices without connecting SUPER PDP to Activiteez?.
SUPER PDP connection and verification
Connect from Settings → Invoices and quotes panel (Connect my SUPER PDP account). After OAuth consent:
- Verification in progress: the connection is established, but e-invoices do not appear until SUPER PDP validates your company (from a few minutes to several days).
- Verified: the Received e-invoices section is available under Received invoices.
A valid SIRET is required to enable the connection between Activiteez and SUPER PDP. Set it in Settings → Preferences (account identity). During connection, Activiteez sends the SIREN (the first 9 digits of the SIRET) to SUPER PDP: it must match at least the same SIREN as the SUPER PDP account you connect.
Several Activiteez accounts sharing the same SIREN can link to the same SUPER PDP account: see Can several Activiteez accounts connect to the same SUPER PDP account?.
Step-by-step details: Enable e-invoice reception (SUPER PDP).
Received invoices: two separate sources
The Received invoices menu can show:
- Received e-invoices — invoices received via SUPER PDP (e-invoicing network), when the connection is verified.
- Activiteez invoices — invoices issued by other Activiteez accounts (outside the PA network).
Both blocks appear on the same page; only the first depends on SUPER PDP.
Stripe SEPA direct debit is deferred: the customer may see the debit on their account before Stripe definitively confirms payment. Activiteez reflects these stages in entries, the ticket, and Stripe notifications.
Setup (reminder)
- Enable Stripe online payment and check SEPA direct debit in account preferences if you offer automatic debits.
- Enable SEPA Direct Debit in the connected account’s Stripe Dashboard.
- The customer chooses SEPA, enters IBAN and name, and accepts the Stripe mandate.
Read statuses in Activiteez
On entries (“Collected” column), an exclamation mark signals pending payment:
| Indicator | Meaning |
|---|---|
| Orange / yellow exclamation | Payment requested or in progress; debit not confirmed by Stripe |
| Green exclamation | Customer debited by their bank, but Stripe has not yet received funds (“payment made but not yet transferred by the customer’s bank”) |
| No exclamation, booking confirmed | Stripe confirmed payment (succeeded); entry confirmed |
| Check Stripe status (on ticket) | Detail: authorized amount, captured amount, receipt |
In short: green does not mean “collected by you”, but “debited from customer, in transit to Stripe”.
Timelines and failures
Stripe recommends waiting at least 6 business days before treating a SEPA debit as final. On bank refusal (charge.failed), Activiteez creates a reminder line and clears pending entries. On dispute, you receive a notification and adjustment entries.
Use Check Stripe status or the Stripe Dashboard for detail. Reference: Stripe docs — SEPA Direct Debit.
To request a refund for an online payment:
- Open the activity concerned.
- Open the participant list.
- If a participant paid by card, an orange icon appears to the left of their name.
- Click that icon to start the refund request.
The refund is processed by Activiteez via PayPal. For enabling online payments on activities, see the guide Enable online payment.
To follow up on a late payment from a customer:
- Open the customer record.
- Filter outstanding invoices.
- Send an email reminder.
Partners & agents
To add an agent to your Activiteez account:
- Open Book → My partners, or Settings → Partners.
- Enter the agent’s name and email address.
- Click the green + button.
- Save your settings.
If the email is linked to a Google or Facebook account, the agent can sign in with that provider. Otherwise, an Activiteez account must be created with that email.
For commissions, access scope, and the full setup, see the guide Designate a booking partner or agent.
To see a partner organizer’s activities on your account, check these points:
- The organizer has added you as a partner (name and email in their Settings → Partners or Book → My partners).
- Their account appears in your partner list and is marked Active on your Activiteez account.
- The organizer’s account is active (not suspended).
- In Book, the organizer’s account is selected (not only your own).
- They have activities available on the dates you are looking for (and, if they restricted your scope, that the activity’s category is allowed for you).
If an agent cannot book on your behalf, see How do I check that an agent or partner can book an activity for me?. For initial setup, see the guide Designate a booking partner or agent.
Accounting & exports
In Revenue & collections analysis, Breakdown by resource view, invoiced amounts follow financial lines. Collections are allocated between resources pro rata to each resource’s share of revenue (incl. VAT) in the column — this is not payment-by-payment traceability.
Consequences:
- Ticket across multiple activities (grouping by activity or category): collections follow the same logic as revenue; display may be misleading if a payment mainly matches one activity.
- Multiple resources on one line: revenue is split equally between them; collections follow that pro rata.
- Column with no revenue but collections: amounts may go to No resource.
For careful reading, start with grouping by sales ticket. Step-by-step: Analyze revenue and collections.
Integrations
Activiteez offers several ways to display your activities and online booking. You can preview each mode from Embed on my website, then generate the matching code or link.
| Mode | Display | Typical use |
|---|---|---|
| Booking space | Activiteez panel embedded in a page on your site | Catalogue always visible on your site (list or calendar, depending on configuration) |
| Popup button | Activiteez window opened on click from a button or link on your page | “Book now” button, banner, or CTA without taking the full page |
| Standalone link | Activiteez page opened via a dedicated URL (not an embed) | Link in email, social post, signature, or simple button |
The standalone link does not embed the module in your page HTML: it redirects to Activiteez with the activities you selected in the integration tool.
To install code on your site (iframe, script, copy-paste): Embed Activiteez on your website. For choosing with or without online payment on booking: Choose a booking mode.
