Documentation

Getting started

1. Create an event. Enter a name, the main currency and an event password.
2. Add people and groups. Each person can have a coefficient (for example, a child pays half). Groups that pay together can have a sponsor.
3. Record expenses. Each has a payer, participants and a category. You can add personal items, another currency and a receipt as a file.
4. Settle up. The Settlement shows balances and the fewest possible transfers. You can print it or save it as a PDF.
5. Put it ad acta. Lock the event. It stays viewable to everyone who has it, and you can unlock it any time.

The event password: what it is for

The content of an event (names, people, amounts, receipts) is encrypted in your browser. The key is derived from the event password and never sent to the server. The server therefore only stores encrypted data, and even the operator cannot read it.

• It is not your account password. It applies to one event only and everyone who opens the event needs it.
• Pass the password on by a different route than the link, if possible.
• The owner can change it, but the current password is needed for that. Then pass the new password on to the others.
• A lost password cannot be recovered. Without it the data cannot be decrypted, not even by us.

How to give others access

There are three ways, and you can combine them.

• Link and event password: whoever has both can only view the event. No registration needed.
• Invitation: if you enter an e-mail for a participant and they have an AdActa account, they receive an invitation and, once accepted, see the event in their list. Details below.
• PDF: anyone can download or print the settlement and pass it on.

Roles

Invitations

Invitations connect a participant of the event with their account, so they can see the event without the link.

1. Enter the participant's e-mail.
2. If a verified account with that e-mail exists, they receive a pending invitation. In the member list you see it as “Waiting for the invitation to be accepted”. It never joins automatically: the invitee must accept or decline it (on the home page, under Invitations to events).
3. After accepting they become a reader. You have to send them the event password yourself, the invitation does not contain it.
4. The owner can then change the role to editor in the member list, or remove the member.

If the participant registers later: you do not have to repeat anything. The invitation appears once they verify their e-mail, as long as the e-mail is still entered for that participant.

Privacy: the server keeps the participant's e-mail only in encoded form (HMAC), used only to match it with an account, and you cannot see it again after entering it. The app deliberately does not reveal whether an account with that e-mail exists.

Leaving an event and removing a member

• A member (editor or reader) can leave the event at any time with “Leave event”. Access can only be regained with a new invitation.
• The owner can remove a member with “Remove”. The owner cannot leave their own event, only delete it.
• Removing a member takes the event off their account. If you want them to be unable to open it even via the link, also change the event password. A copy they have already downloaded or printed cannot be taken back.

Attachments and receipts

• You can attach up to 10 files (photos and PDFs) to an expense. They are encrypted in your browser like the rest of the event.
• Attachment storage is limited per account of the event owner: 10 MB free and 100 MB with AdActa Plus.
• Attachments are deleted automatically 12 months after upload, and immediately when the expense, event or account is deleted. The expense data stays. Please keep important documents elsewhere too.
• In the printed settlement you can switch on “Attachments”: photos are placed below the overview, PDFs are only listed by name in print.

AdActa Plus

Basic use is free. You do not need Plus as long as one editable event is enough.

How to get Plus: when creating another event or in Settings press “Get Plus” (“Extend by a year” for holders). Depending on what is available you pay by bank transfer (with a QR code), PayPal or Revolut. Put the shown code in the payment note so we can match the payment, and press “I have sent the payment”. We activate Plus manually once the payment arrives, usually within a few hours, and send a confirmation by e-mail. When paying directly through PayPal, Plus is activated immediately.

It is a yearly contribution towards running the server, not a subscription. Nothing renews automatically.

Frequently asked questions

• I forgot the event password. Try to get it from someone you sent it to. If nobody has it saved, the data cannot be recovered.
• I forgot my account password. Use “Forgot password” on the sign-in page. The account password is different from the event password.
• If I do not use Plus, will my account stay? Yes. An account is deleted only after 12 months without signing in, and we warn you by e-mail beforehand.