Quick-start checklist
Complete these steps in order and your raffle will be ready to share in under 10 minutes.
- Log in to your admin panel using the password emailed to you
- Go to Settings → fill in your organisation name, raffle title, and story
- Set your draw date and ticket pricing (e.g. $5 each, 5 for $20)
- Enter your NZ bank account number for ticket payment instructions
- Go to Baskets → create each prize basket with a name, photo URL, items, and estimated value
- Save settings and preview your public raffle page
- Download your print poster (Share → Print tab → Save as PDF)
- Download your Instagram and Facebook share cards
- Share your raffle URL on Facebook, WhatsApp groups, and email
- As orders come in, confirm payments in the Orders tab
- On draw day, gather two witnesses and click Pick Winner
- Contact the winner and arrange prize collection
Logging in to your admin panel
Your admin panel is at a URL that looks like:
You will have received this URL and your password by email when your account was activated. The default password is shown on the login screen — change it on first login.
Keep your password safe. Anyone with the admin URL and password can manage your raffle, edit settings, confirm payments, and run the draw.
🔐 Admin Login
Enter your admin password to manage your raffle
Changing your password
Go to Settings → Security in the admin panel and enter a new password. Write it down somewhere safe — there is no password reset flow.
1. Raffle settings
The Settings tab controls everything that appears on your public raffle page. Complete all fields before you start sharing your link.
| Field | What it does | Example |
|---|---|---|
| Organisation name | Shown in the nav and hero section | Greenfield Sports Club |
| Raffle title | The headline on your raffle page | Spring Raffle 2026 |
| Tagline | Short sentence under the title | Support our club and win amazing prizes! |
| Our story | A paragraph about your organisation and what the money will fund | We're a local sports club raising funds for new gear… |
| Ticket price | Cost per individual ticket | 5.00 |
| Bundle quantity | Number of tickets in the bundle deal | 5 |
| Bundle price | Total price for the bundle | 20.00 |
| Max tickets | Total tickets available for sale | 200 |
| Draw date | When the raffle closes and draw is held | 2026-06-30 |
| Bank account | NZ bank account for ticket payments | 38-9026-0669416-01 |
| Bank name | Name on the account | Greenfield Sports Club |
| Contact email | Shown on social cards and poster | treasurer@greenfieldsc.org.nz |
| Contact phone | Optional, shown on poster | 021 000 0000 |
| Admin password | Password to access this admin panel | (keep secret!) |
Tip: Write your "Our story" section as if you're explaining to a stranger why they should buy a ticket. Mention the cause, what the money funds, and something personal about your group. It builds trust and increases sales.
2. Prize baskets
Prize baskets are the heart of your raffle. Each basket is a separate prize that buyers can direct their tickets toward. The more appealing your baskets are, the more tickets you'll sell.
Click "Add Basket" in the Baskets tab
A form will slide open. Fill in all fields for the best presentation.
Enter a basket name and emoji
Keep it short and vivid: 🍷 Gourmet Food Hamper, 🧖 Pamper & Relax, 🏕️ Adventure Outdoors
List the items inside
Enter each item on its own line. Be specific — "Bottle of Hawke's Bay Merlot" is better than "Wine". The item list appears on the public page and print poster.
Set an estimated value
Enter the approximate retail value of the basket (e.g. $120). This is shown as "Est. Value $120" and gives buyers a sense of how good the prize is.
Save the basket
Click Save. The basket will appear immediately on your public raffle page — no refresh needed.
Best practice: Aim for 3–6 baskets with distinct themes so different buyers find something they want. A food hamper, a spa experience, and a sports/activity basket cover most audiences well.
Getting photos without a photographer
Lay your basket items out on a table with good lighting. Use your phone camera in portrait mode. A clean background (white tablecloth or grass) works best. Upload to imgbb.com, click "Copy URL", and paste into the basket photo field.
3. Managing orders
Every ticket reservation submitted by a buyer appears in the Orders tab. Orders start with status pending until you confirm payment.
| Column | Meaning |
|---|---|
| Ref | Unique reference code the buyer uses when making their bank deposit |
| Name | Buyer's full name |
| Email / Phone | Contact details for prize notification |
| Tickets | Total number of tickets reserved |
| Allocations | How the buyer split their tickets across baskets |
| Amount Due | Total payment expected |
| Status | pending / paid / cancelled |
| Actions | Mark as paid, mark as cancelled, view details |
Searching and filtering
Use the search bar at the top of the Orders tab to filter by name, email, or reference code. Use the status dropdown to view only pending or paid orders.
4. Confirming payments
RaffleKit uses a bank-deposit payment model. Buyers are given clear payment instructions including your bank account number and a unique reference code.
Check your bank account
Log in to your online banking. Look for deposits with the reference code matching an order in your admin panel. References follow the format RK-XXXX.
Find the order in RaffleKit
In the Orders tab, search by reference code or buyer name. Click on the order to open it.
Click "Mark as Paid"
The order status changes to Paid (green). The tickets are now active and eligible for the draw.
Optionally notify the buyer
Drop them a quick text or email: "Hi [Name], your [X] RaffleKit tickets are confirmed! Good luck in the draw on [date]."
Important: Only tickets with status Paid are eligible for the draw. Do not include pending orders in the winner pick. The draw system only draws from paid orders.
Print-ready poster
RaffleKit generates a professional A4 poster that you can print at home, at a copy shop, or save as a PDF to share via WhatsApp.
Click the 📣 Share button in the top navigation
This opens the Share & Print modal.
Select the "🖨️ Print Poster" tab
A preview of your A4 poster appears in a new browser tab. It includes your basket photos, items, pricing, draw date, and bank details.
In the print dialog: select "Save as PDF"
This saves a high-quality PDF that you can share via WhatsApp, email, or send to a print shop. For best results choose "More settings → Background graphics ON".
Print or share
Print at A4 or A3 size. Post in your clubrooms, local businesses, or community noticeboards. Share the PDF in WhatsApp groups for a digital flyer.
Pro tip: Adding a QR code on the poster lets people scan it to go straight to your raffle page. Generate a free QR code at qrcode-monkey.com and ask your print shop to add it to the bottom of the poster.
Preparing for the draw
Before the draw date arrives, complete these steps to ensure everything runs smoothly and transparently.
- Confirm all payments have been processed — only Paid orders enter the draw
- Contact any Pending buyers to chase payment or cancel their order
- Arrange for two witnesses who are not entering the raffle to be present (in person or on a video call)
- Have your raffle URL and admin panel open and ready on a device everyone can see
- Consider a Facebook Live stream so your community can watch the draw happen
- Make sure you have the winner's contact details on file to reach them quickly
Transparency matters: Running the draw publicly — even on a Facebook Live — builds trust and encourages people to enter future raffles. The two-witness approval is built into RaffleKit to support this.
Running the draw
Go to admin.html → Draw tab
Log in to your admin panel and click the Draw section in the sidebar.
Review the eligible tickets
The draw screen shows how many paid tickets are eligible. Verify this number looks right before proceeding.
Click "🎬 Start Draw"
A drum-roll animation plays while the system randomly selects a winning ticket. The winner's name is hidden until both witnesses approve.
Witness 1 enters their name and clicks "Approve"
The first witness confirms they have watched the draw process fairly.
Witness 2 enters their name and clicks "Approve"
The second witness confirms. Both approvals are required before the result is revealed.
🎉 Winner revealed!
The winner's name, email, and ticket details appear on screen with a celebration animation. Screenshot or record this moment for social media.
Two-witness approval
The two-witness requirement ensures your draw is transparent and cannot be manipulated. This is important for maintaining trust in your community.
Who can be a witness?
- Any adult who is not entering the raffle themselves
- Ideally someone your community knows and respects (a club committee member, local business person, etc.)
- Can be present in person or watching via video call
- Their names are recorded in the draw record as part of the audit trail
Tip: Ask witnesses to introduce themselves on any live stream before the draw so viewers can verify who they are. This adds another layer of transparency.
After the draw
- Screenshot the winner announcement and post it on your social media
- Contact the winner directly (email + phone) within 24 hours
- Arrange prize collection or delivery
- Post a thank-you message to all participants
- Log in to admin → Settings and mark the raffle as Closed
- Export your orders list for your club records
For next time: While it's fresh, note what worked and what you'd do differently. How many days did you promote? Which basket sold best? Use this to plan an even better raffle next time.
How to reserve tickets (for buyers)
Share this section with your ticket buyers so they know exactly what to do.
Open the raffle link
Click the link shared by your club on Facebook, WhatsApp, or email. You'll see the prize baskets and pricing.
Click "Reserve My Tickets"
A four-step reservation form opens. It guides you through everything — no confusion, no missing steps.
Step 1 – Choose how many tickets
Use the + and − buttons or type a number. The total cost is shown as you type. Bundle deals are applied automatically.
Step 2 – Allocate tickets to prize baskets
Decide how many of your tickets go into each basket. You must allocate all your tickets before you can continue. You can put all your tickets into one basket or spread them across several.
Step 3 – Enter your details
Your name, email, and phone number. These are used to contact you if you win.
Step 4 – Payment instructions
You'll see the club's bank account number and a unique reference code. Copy the reference code — you must include it in your bank transfer so the club can match your payment to your order.
Making payment (for buyers)
- Log in to your online banking
- Create a new payment to the bank account number shown on the reservation confirmation screen
- Important: In the "reference" or "particulars" field, enter your unique reference code exactly as shown (e.g.
RK-A1B2C3) - Enter the correct amount (shown on the confirmation screen)
- Complete the transfer. The club will mark your order as paid once the payment arrives, usually within 1–2 business days.
Buyers: If you're unsure whether your payment was received, use the "Check My Order" button on the raffle page. Enter your name or email to see your order status.
Looking up your order (for buyers)
At any time, buyers can check the status of their order without needing a login.
Click "Check My Order" in the navigation
A lookup panel slides open.
Enter your name or email address
Your order details will appear: number of tickets, basket allocations, amount due, and payment status.
Check the status
Pending = payment not yet confirmed. Paid = your tickets are confirmed and eligible for the draw!
Tips & best practices
🏆 Prize basket tips
- Aim for 3–6 baskets with distinct appeal to different buyers
- Always use a real photo of the assembled basket — not stock images
- Include local NZ products if possible; people love supporting local
- Reveal baskets one at a time on social media for ongoing excitement
- Estimated values help buyers decide — don't skip this field
📣 Promotion tips
- Post your raffle at least 2–3 weeks before the draw date
- Share a countdown post 7 days before, 3 days before, and on the last day
- "One week to go" urgency posts are your biggest sales driver
- Ask committee members and supporters to share the post to their personal feeds
- A personal story about why you're fundraising always outperforms generic posts
💰 Pricing tips
- $5 per ticket or 5 for $20 is the most common and popular NZ community raffle price point
- $2 per ticket or 3 for $5 works well for lower-value baskets (Easter hampers, grocery bundles)
- A bundle deal (e.g. 5 for $20) increases average order value significantly
- Set your max tickets based on how many you can realistically sell — 100–200 is typical for a club raffle
📅 Timeline
| When | What to do |
|---|---|
| 3 weeks out | Launch your raffle page, post the first announcement with all basket reveals |
| 2 weeks out | Post your print poster in the club and share the social card again |
| 1 week out | "One week left!" urgency post on Facebook + WhatsApp group reminder |
| 3 days out | Final reminder post, chase any pending payments |
| Day before | Close orders, confirm all payments, brief your two witnesses |
| Draw day | Run the draw live (or on Facebook Live), reveal the winner, post the result |
| Day after | Contact winner, arrange prize, post thank-you to all participants |
Legal notes for NZ raffles
Disclaimer: This is general information only and is not legal advice. Always verify your obligations with the Department of Internal Affairs or a legal advisor.
Class 1 raffles (most community raffles)
Under the Gambling Act 2003, a Class 1 gambling activity (which includes most small community raffles) has specific rules:
- Total ticket sales must not exceed $500 per raffle
- All proceeds must go to the purpose stated
- No licence is required for Class 1 activities
- The draw must be conducted fairly and impartially
Class 2 raffles (larger raffles)
If total ticket sales exceed $500, your raffle may be a Class 2 activity. Class 2 activities:
- Do not require a licence if conducted by an authorised organisation
- The organisation must be non-profit and operating for community benefit
- Additional record-keeping requirements apply
Visit www.dia.govt.nz/gambling for the official DIA guidance on community gambling in New Zealand.
Troubleshooting
My basket photos aren't showing up
Make sure your photo URL is a direct link to the image file (ending in .jpg, .png, etc.) not a page that contains the image. On imgbb.com, right-click the image and select "Copy image address" to get the correct URL.
The social share card shows placeholder text
The share cards pull data from your saved settings and baskets. Make sure you have saved your settings and added at least one basket. Then close and reopen the share modal.
An order isn't showing in the draw
Only orders with status Paid are eligible for the draw. Check the order in the admin panel and mark it as paid if payment has been received.
I forgot my admin password
Email hello@ruihalabs.com with your organisation name. We'll verify your identity and reset your password within one business day.
The print poster cuts off on my printer
In the print dialog, set margins to "None" or "Minimum" and make sure "Fit to page" is selected. Use A4 paper size. For best results, choose "Save as PDF" and take the PDF to a print shop.
A buyer says they can't find their order
Ask them to click "Check My Order" and search by email. If it still doesn't appear, check the Orders tab in admin — their name might be spelled differently. They may also not have completed the reservation form — they may need to start again.
Still stuck? Email hello@ruihalabs.com and we'll help you sort it out.
Social share cards
RaffleKit generates ready-to-post images for Instagram and Facebook using your real raffle data — no Canva or design skills needed.
📸 Instagram card (1080×1080)
Square format, ideal for your Instagram feed. Features your basket photos in a grid, headline, draw date, and pricing on a gradient background.
How to use: Download the image → open Instagram → create a new post → select the image → add the copied caption to your post. Done!
📘 Facebook card (1200×630)
Landscape format, ideal for Facebook posts and link previews. Features a split-panel design with your raffle details on the left and prize photos on the right.
How to use: Download the image → create a Facebook post → attach the image → paste the copied caption. Your raffle URL goes in the post text.
Caption tip: The auto-generated caption is a good starting point. Add a personal line at the top, e.g. "We're so excited to announce our raffle! 🎉" to make it feel human before you post.
Steps to generate and download