Organizer Guide
MUN Organizer Help
Everything you need to run a successful Model UN on Tikxz — from setup to check-in day.
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Getting Started
The organizer dashboard is at organizer.tikxz.com — separate from the main Tikxz site.
1
Go to organizer.tikxz.com/register and create your organizer account. You can sign up with email + OTP or Google.
2
Once registered, you'll land on your dashboard. Fill in your Profile (logo, bio, social links) — this is what delegates see on your public organizer page.
3
Complete KYC verification before publishing paid MUNs. You'll need a government ID and organization proof. Approval takes 24–48 hours.
4
After KYC approval, create your first MUN from Dashboard → My MUNs → Create New.
Without KYC approval, you can still create MUNs but cannot accept online payments.
Creating & Setting Up Your MUN
Basic Details
- Title & Slug: The slug becomes your public URL (e.g. tikxz.com/events/muns/agymun26). Choose carefully — it can't be changed after going live.
- Banner Image: 1920×1080px (16:9). This appears on the MUN listing page and delegate emails.
- Logo: Square image, 500×500px recommended.
- Dates & Venue: Set accurate start/end dates and a full venue address — this powers the "Nearby MUNs" search feature.
- Description: Use the rich text editor to explain the schedule, theme, accommodations, and contact info for delegates.
Pricing & Registration Fee
- Set a default registration fee applicable to all committees, or override per committee when creating them.
- Free MUNs: Set fee = ₹0. No payment gateway setup required.
- Cash Drive: Enable this to allow delegates to register offline and pay in person. They register on Tikxz and pay you directly on the day — you mark them as paid from the dashboard.
Payment processing requires completed KYC. The platform fee is deducted at payout — see Finance for the exact breakdown.
MUN Status Lifecycle
Draft: Only visible to you. Edit everything freely.
Upcoming: Publicly listed. Delegates can discover it but not register yet.
Registration Open: Delegates can register and pay online.
Registration Closed: No new registrations. Existing ones remain active.
Ongoing: Event is live. QR scanner check-in is active.
Completed: Event ended. Read-only mode. Payout is triggered.
Committees & Portfolios
Committees are the building blocks of your MUN. Each committee has portfolios (country/role allocations) that are assigned to delegates.
Creating Committees
1
Go to Dashboard → Your MUN → Committees → Add Committee.
2
Set the name (e.g. United Nations Security Council), abbreviation (e.g. UNSC), and an optional committee-specific fee — this overrides the MUN-wide default for this committee only.
3
Add portfolios — these are the country or agenda positions delegates are allocated (e.g. India, USA, France, African Union). Add as many as you need seats.
Assigning Delegates to Committees
- Manual: Go to Registrations → click a delegate → select their committee and portfolio → Save.
- Auto-Assign: Click the "Auto-assign" button on the committees page to distribute delegates across available portfolios automatically based on preferences. Always preview before confirming.
- Once assignments are complete, click Send Allocation Emails from the MUN overview page. All delegates receive a formatted email with their committee name, portfolio, and conference details.
- Auto-assign runs are tracked — you can view the run history and undo the last run if needed.
Allocation emails are sent automatically with formatted committee and portfolio details. Delegates don't need to log in to see their assignment.
Managing Registrations
Registration List
- View all registrations at Dashboard → Your MUN → Registrations.
- Filter by payment status (paid / pending / cash drive), committee assignment, or search by delegate name or email.
- Export CSV: Download a complete spreadsheet of all delegates including payment status, assigned committee, portfolio, and all custom form responses.
- Click any registration row to open the full delegate detail — edit their assignment, view form data, or cancel the registration.
Payment Status Explained
Paid: Online payment confirmed via our payment gateway. Delegate is fully registered.
Pending: Payment initiated but not yet confirmed. Usually auto-resolves within a few minutes. If stuck for over an hour, contact support.
Cash Drive: Delegate registered for offline payment. Mark them as paid manually from their registration detail page once they pay at the event.
Failed: Payment was initiated but failed. Delegate has not been charged. They can re-attempt registration.
Cancellations & Refunds
- Cancel a registration from the registration detail page.
- Refunds for online payments are processed automatically via the payment gateway within 5–7 business days.
- Cash Drive registrations cancelled before the event are marked refunded manually — the refund itself is handled between you and the delegate.
Cancelling a paid registration triggers an automatic refund — this cannot be undone. The seat is freed immediately.
Executive Board Applications
The Executive Board (EB) section manages applications from people who apply to be Chairperson, Vice-Chair, or Rapporteur at your MUN — separate from standard delegate registration.
1
Applicants visit your public MUN page and click Apply for Executive Board. They fill in their preferred committee, role, and motivation/experience.
2
Review all applications at Dashboard → Your MUN → Executive Board. You can see their full application details.
3
Set each application to Approved or Rejected. Approved applicants appear as EB members on the committee page.
4
Assign approved EB members to their committee and role (Chair, Vice-Chair, Rapporteur) from the committees view.
EB applications don't go through the standard payment flow — they're completely separate from delegate registrations. EB members are not counted in registration capacity.
Team Management
Add co-organizers, directors, USGs, and volunteers to your MUN with per-section permission control.
Adding a Team Member
1
Go to Dashboard → Your MUN → Team → Add Member.
2
Enter their email address. If they already have a Tikxz organizer account, they'll be linked. If not, a new account is created and credentials are emailed to them automatically.
3
Select a role template: Secretariat (full access), USG/Director (predefined), Organizer (custom), or Volunteer (limited view-only).
4
Fine-tune individual section permissions: Registrations, Committees, Form Builder, Executive Board, Team Management, Scanner, Coupons, Settings, Analytics, Campus Ambassadors, Link Builder, and View Sensitive Data.
Creating Scanner Users
Scanner users are separate from team members. They can only scan QR codes — no dashboard access at all.
- Go to Team page → Scanners tab → Create Scanner User.
- Enter an optional name and email. The system generates a unique Scanner UID (e.g. TKX-ABC-123-XYZ). If you provide an email, the UID is automatically sent to them.
- Set an expiry between 1–72 hours. After expiry, the UID is automatically deactivated — no manual action needed after the event.
- Volunteers open scanner.tikxz.com on their phone, enter the Scanner UID, and they're ready to scan. Any smartphone camera works.
- Create multiple scanner users for multiple entry gates. All run simultaneously and stay in sync.
Scanner users cannot view registrations, export data, or access any organizer features — only check-in via QR scan.
Resetting a team member's password generates a new temporary password visible to you — the system does not automatically email it to them. Send it yourself.
QR Scanner & Check-In
Use scanner.tikxz.com on any smartphone to check in delegates at the venue — no special hardware needed.
1
Create scanner users in Team → Scanners tab (see Team section above). Share the Scanner UID with your volunteers.
2
The volunteer opens scanner.tikxz.com on any phone, enters the Scanner UID to log in. Your MUN loads automatically.
3
Tap Start Scanning — the camera opens. Point it at a delegate's QR code from their email or Tikxz app.
4
Instant feedback: delegate name, committee, and portfolio appear. Green = valid, allow entry. Red = already scanned or invalid, deny entry.
Supported QR Formats
- QR codes from the Tikxz confirmation email (sent automatically after registration).
- QR codes from the delegate's My Registrations page on tikxz.com.
- Manual entry fallback: tap "Enter ID Manually" and type the Registration ID (e.g. MUN-123456789-ABCD). Useful if a phone can't display the QR.
Tips for Check-In Day
- Assign one scanner user per gate. Multiple UIDs can scan simultaneously — all in sync.
- The scanner works offline — it caches ticket data locally and syncs when connectivity is restored. Suitable for venues with poor signal.
- Set scanner UID expiry to a few hours after the event ends — they auto-deactivate.
- Conference check-in and socials check-in are tracked separately — use the right mode for each.
Multiple scanner users can run simultaneously — useful for multiple entry gates at larger MUNs.
Coupons & Discounts
Create promo codes to offer discounts — for early registration drives, partner institutes, or campus ambassador promotions.
1
Go to Dashboard → Your MUN → Coupons → Create Coupon.
2
Set the coupon code (any uppercase string), discount type (flat ₹ amount or percentage %), and the discount value.
3
Optionally set a maximum usage limit (e.g. first 20 registrations only) and an expiry date after which the code stops working.
- Delegates enter the coupon code at the checkout screen before completing payment. The discount is applied instantly.
- Coupon usage is tracked in real-time. You can see how many times each code has been used.
- Expired or fully-used coupons are automatically invalidated — no manual action needed.
- Combine coupons with campus ambassador tracking links via the Link Builder.
Coupons apply to online payments only — they cannot be used on Cash Drive registrations.
Registration Form Builder
Customize what information you collect from delegates when they register. Add fields specific to your MUN's needs.
- Standard fields (always collected): Name, email, phone number, and committee preferences. These cannot be removed.
- Add custom fields via the Form Builder: short text (single line), long text (paragraph), dropdown (choose one), checkbox (yes/no), file upload, date, number, phone, and email.
- Mark each custom field as required or optional.
- Drag-and-drop to reorder fields into the sequence you want delegates to see.
- All custom field responses are automatically included in the CSV export from the Registrations page.
Form changes only apply to new registrations after the change. Existing registrations retain the fields they filled in at the time of registering.
Campus Ambassadors
Recruit students from different colleges or cities to promote your MUN and track which ambassador drove which registrations.
Setting Up Ambassadors
1
Go to Dashboard → Your MUN → Campus Ambassadors → Add Ambassador.
2
Enter the ambassador's name. The system auto-generates a unique ambassador code (e.g. CA-RAHUL-2025). You can edit the code if you want a custom one.
3
Share the code or the generated tracking link with your ambassador. They share it in their college group chats, Instagram, etc.
4
Delegates who register using the ambassador's code or link are automatically attributed to that ambassador.
Ambassador Analytics
- Referral count: Total delegates who registered using this ambassador's code.
- Paid referrals: Delegates whose payment is confirmed (online paid, not pending).
- Revenue generated: Total registration fees paid by this ambassador's referrals.
- Export a full CSV with ambassador-wise breakdown for incentive calculations.
Ambassador codes and coupon codes can be combined — a delegate can use both at checkout. Use the Link Builder to create links that pre-fill both.
Link Builder
Generate trackable registration links to measure the effectiveness of different marketing channels and promotions.
Link Types
Plain link: Basic registration URL for your MUN
Ambassador link: Pre-fills the ambassador code at checkout — tracks referrals
Coupon link: Pre-fills a coupon code — delegate gets the discount automatically
Combo link: Ambassador code + coupon code together in one link
UTM link: Add utm_source, utm_medium, utm_campaign for analytics tracking
How to Use
1
Go to Dashboard → Your MUN → Link Builder.
2
Select the link type. Choose an ambassador code and/or coupon code if needed. Add UTM parameters for your analytics.
3
Click Generate Link. Copy it with one click and share via WhatsApp, email, Instagram, or anywhere else.
Use different links for different channels (Instagram bio, WhatsApp blast, email campaign) with different UTM sources to see which drives the most registrations in your analytics.
Analytics & Reporting
Get a real-time view of registrations, revenue, and delegate distribution across your MUN.
Overview Stats
- Total registrations: Active count + cancelled count.
- Revenue breakdown: Online (confirmed), Cash (collected), Pending (awaiting confirmation), and Refunded amounts.
- Conversion rate: Percentage of registrations that completed payment.
- Average ticket price: Across all paid registrations.
Breakdowns
- Payment method breakdown: Online vs Cash vs Pending vs Failed — by count and revenue percentage.
- Assignment breakdown: How many delegates are assigned to committees vs still pending assignment.
- Top committees: Which committees have the most registrations and revenue.
- Committee preferences: Which committees delegates marked as first preference during registration.
Using Analytics for Decisions
- Monitor pending payments daily — if many are stuck pending, delegates may need a reminder email.
- Use committee preference data to size portfolios correctly before auto-assigning.
- Track revenue daily to know your expected payout before the event.
Analytics data updates in real-time as new registrations come in. No need to refresh manually — the dashboard polls for new data.
Finance & Payouts
Platform Fee
- Tikxz charges a platform commission on each paid registration. The exact percentage is displayed in your MUN settings under the Finance tab.
- The payment gateway (Cashfree) charges a separate processing fee (~2%) per successful transaction.
- Your net payout = total collected − platform commission − gateway fee.
- Free MUNs (₹0 registration fee) are not charged any platform fee.
Payouts
- Payouts are processed after the MUN status is marked Completed.
- Add and verify your bank account details in Dashboard → Profile → Bank Details before the event ends.
- Expected payout timeline: 5–7 business days after the MUN is marked completed.
- Minimum payout amount: ₹1,000.
Cash Drive Handling
- Cash Drive registrations are collected directly by you at the venue — Tikxz does not process or hold this money.
- Mark delegates as paid manually from their registration detail page after collecting cash on-site.
- Cash Drive revenue is tracked separately in your analytics for reference.
For payout disputes or delays, email support@tikxz.com with your MUN name and registered organizer email.
MUN Settings
- Registration capacity: Set a maximum delegate count. Registrations close automatically when the cap is reached — no manual action needed.
- Waitlist: When capacity is full, new registrants are added to a waitlist. You can approve them manually from the registrations list.
- Notification emails: Control which automated emails go to delegates — allocation confirmations, cash drive reminders, payment reminders.
- Slug: Your MUN's public URL path. Can only be changed while the MUN is in Draft status.
- Delete MUN: Permanently removes the event and all registration data. Requires all registrations to be cancelled first. Cannot be undone.
Switching status from Registration Open → Registration Closed takes effect immediately. There's no confirmation step — new registrations stop instantly.
Account Security
- Two-Factor Authentication (2FA): Mandatory during organizer onboarding. Use any authenticator app (Google Authenticator, Authy). To disable: Dashboard → Settings → Security.
- Password reset: Click "Forgot Password" on the login page — a secure reset link is sent to your registered email address.
- Session management: Logging out clears all session data. If you believe your account is compromised, reset your password immediately and contact support.
- Team member security: Each team member has their own login — never share your organizer credentials with team members. Use the Team feature instead.
Related Guides
Ready to go?
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Your complete MUN management hub at organizer.tikxz.com
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