Getting Started
Welcome to Kete Koha! This guide covers everything from your first login to your final draw certificate.
You have two URLs — keep these handy:
Your slug is a short, URL-safe identifier for your organisation (e.g. riverdale-soccer). It was set when your account was created.
Initial Setup
Step 1 — Log in
Go to https://www.ketekoha.co.nz/a/your-slug and enter your admin password. You'll land on the Dashboard.
Keep your password private. Only share it with people who should be able to manage the raffle. If you need a reset, email ketekoha@gmail.com.
Step 2 — Fill in Settings
Go to Settings in the sidebar and complete:
- Raffle Title — e.g. "2026 Winter Fundraiser Raffle"
- Raffle Story — Tell supporters what the raffle is supporting
- Draw Date — When the winner will be drawn
- Ticket Price — e.g. $5.00 per ticket
- Bundle — Optional. e.g. 5 tickets for $20.00 (saves $5)
- Ticket Goal — How many total tickets you're aiming to sell
- Primary Colour — Your club's brand colour (any hex code)
- Bank Account — Your club's bank account — ticket payments go directly to you
- Bank Ref Prefix — Short code used in payment references, e.g.
SOCCER
Double-check your bank account number. All ticket payments go directly to this account. Kete Koha never handles your money.
Step 3 — Set status to Draft
Leave Raffle Status set to Draft while you're setting up. Change it to Active once you're happy with everything and ready to start selling tickets.
Prize Baskets
Each basket is a separate prize with its own ticket pool and winner. You can have as many baskets as you like.
Adding a basket
- Go to Prize Baskets in the sidebar
- Click Add Basket
- Fill in: name, description, approximate value (NZD), and an image URL
- Set the display order (1 = first)
- Click Save Basket
Finding a good image
Use any publicly accessible image URL. Good free sources:
- Unsplash.com — Right-click any image → "Copy image address", then add
?w=800to the end - A photo on your own website or Facebook page (right-click → "Copy image address")
Landscape images (wider than tall) look best. A 4:3 ratio works well. Avoid portrait-orientation images.
Managing Ticket Orders
How the flow works
When a supporter buys tickets through your public page:
- They fill in their details and select a basket and quantity
- They're shown your bank account details and a unique payment reference (e.g.
SOCCER-K2X7R4) - Their order appears in your admin with status Pending
- They transfer the money to your bank using that reference
- You spot the payment in your bank — go to Ticket Orders → find the order → click ✅ Confirm
Only confirmed tickets enter the draw. Never draw before confirming all paid orders.
Adding orders manually
For cash sales at an event or over the phone, click Add Order in Ticket Orders. Set payment method to Cash and status to Confirmed.
Cancelling an order
Click the ✕ button next to any order to cancel it. Cancelled orders are kept for your records but excluded from the draw.
The "Sold By" column
If you use the Sellers feature, each order will show which seller referred the buyer. This column also appears in your CSV export.
Sellers & Referral Tracking
The Sellers feature is designed for groups where multiple people are actively selling tickets — sports clubs, school fundraisers, gym groups, etc. Each seller gets their own unique link. When a buyer uses that link, the order is automatically tagged to that seller.
Think of it like the paper ticket books at a gymnastics fundraiser — except digital. Instead of handing someone a booklet of stubs, you send them a link or QR code.
How referral links work
Every seller gets a link that looks like:
When a buyer visits that link, they see a small banner: "You were sent by Emily Smith!". When they complete their purchase, the order is tagged to Emily. That's it — no codes to type, no extra steps for the buyer.
Adding a seller
- Go to Sellers in the sidebar
- Click Add Seller
- Enter their name — the ref code auto-fills (e.g. "Emily Smith" →
emily-smith) - Optionally add a note like "Year 5 — Room 12" or "Senior A Team"
- Click Add Seller
Here's what a typical seller list looks like:
Sharing a seller's link
Click the Link button next to any seller. From there you can:
- Copy Link — paste it into an email or group chat
- WhatsApp — opens WhatsApp with a pre-written message including the link
The easiest flow for large groups: open WhatsApp, paste each seller's link into a message to them. They can then share it on their own social media or in family group chats.
Printing the QR sheet
Go to the Sellers tab → click Print QR Sheet (also available in the sidebar). This opens a printable page with one cut-out card per seller, each with:
- Seller name and note (e.g. class/team)
- A QR code that links directly to their referral link
- Ticket price and draw date
Print it on A4, cut out the cards, and hand one to each seller. They show the QR code to potential buyers — the buyer scans it with their phone and goes straight to the raffle page, tagged to that seller.
Leaderboard
The Sellers tab shows a live leaderboard ranked by confirmed tickets sold — perfect for a bit of friendly competition! The dashboard also shows the leaderboard once referral data exists.
Sharing & Promotion
Your raffle link
Share https://www.ketekoha.co.nz/r/your-slug anywhere — email newsletters, Facebook posts, Instagram stories, WhatsApp groups, your club website.
Social share cards
Your public raffle page has a Share This Raffle section where anyone can download a branded social media graphic:
- Instagram (1080×1080) — for your feed and stories
- Facebook (1200×630) — for posts and event covers
You can generate a card for each individual basket or a combined "all prizes" card. Click Download then share directly from your device.
Embedding on your website
See the Embedding section below.
Conducting the Draw
Before you draw: Confirm all paid ticket orders. Two people with different names must be physically present as independent witnesses.
Confirm all paid tickets
Go to Ticket Orders and confirm every order where payment has cleared. Only confirmed tickets enter the draw.
Gather two witnesses
Two people with different names must be present — committee members, volunteers, or other trusted individuals.
Open the Draw tab
Click Draw in the sidebar. You'll see a card for each prize basket showing how many confirmed tickets are entered.
Enter witness names
Type both witness names into the fields. They must be different — the system will reject identical names.
Click Conduct Draw
The winner is selected instantly using a cryptographic random number generator. The result cannot be predicted, influenced, or repeated.
Save the certificate
Click Certificate to view the draw certificate. Print it or save it as a PDF. Keep it for your records.
What's in the draw certificate?
The certificate records everything needed to independently verify the draw:
- Organisation name, raffle title, prize basket name and value
- Winner name and winning ticket number
- Draw date and time
- Both witness names
- Cryptographic seed (128-bit) — anyone can use this to verify the draw was fair
Announcing Winners
After drawing, contact your winners via email (their address is in Ticket Orders) to arrange prize collection.
To publish the result on your public raffle page:
- Go to Settings
- Set Raffle Status to Drawn
- Set Show Winner Publicly to Yes (public)
- Click Save Settings
Your public page will now display a winner banner and each basket's winner details.
Admin Panel — All Tabs Explained
| Tab | What it does | Key actions |
|---|---|---|
| Dashboard | Overview of your raffle — orders, revenue, ticket count, seller leaderboard | Monitor at a glance; leaderboard appears automatically when referral orders exist |
| Ticket Orders | All ticket reservations — buyer name, email, basket, amount, reference, seller, status | Confirm payment, cancel, view detail, search/filter, add manual orders, export CSV |
| Draw | Conduct the cryptographic draw for each basket | Enter two witness names, click Conduct Draw, view certificate, reset draw if needed |
| Prize Baskets | Manage your prizes — name, value, photo, description, display order | Add Basket, Edit, Delete |
| Sellers | Manage people selling tickets — referral links, QR codes, leaderboard | Add Seller, copy/share link, WhatsApp, Print QR Sheet, view per-seller stats, leaderboard |
| Settings | Raffle details, ticket pricing, org info, bank account, colours, status | Save Settings, Save Organisation Details, View Tax Invoice, Copy Embed Code |
Exporting Order Data
Go to Ticket Orders → click CSV (or use the sidebar link). The export includes:
- Date, Buyer Name, Email, Phone
- Basket, Tickets, Amount, Payment Reference
- Payment Method, Referred By (seller name if applicable), Status
This is useful for payment reconciliation, your treasurer, or your auditor.
Embedding on Your Website
You can embed your raffle page on any website. Find the code in Settings → Embed on Your Website. It looks like this:
Works on Wix (HTML element), Squarespace (Code Block), WordPress (Custom HTML block), or any HTML website. Adjust height to suit — 900–1100px works well for pages with multiple baskets.
Tax Invoice
You can download a GST tax invoice for your Kete Koha subscription at any time. Go to Settings → GST / Tax Invoice → click View Tax Invoice. You can also access it from the sidebar.
The invoice is printable and can be saved as a PDF from your browser. It includes GST breakdown, subscription period, and Ruiha Labs' details.
Legal Responsibility
Kete Koha provides the technology to run your raffle. You are responsible for ensuring your raffle complies with all applicable New Zealand laws.
If you are unsure whether your raffle requires a licence or approval, we recommend:
- Consulting the Department of Internal Affairs website
- Seeking independent legal advice
Your responsibility: Kete Koha provides the technology platform only. You are responsible for legal compliance. If in doubt, seek advice before running your raffle.
See our full Terms & Conditions for details on responsibilities, data handling, and limitations of liability.
Contact Support
If you get stuck, just email us — we're a small team and usually reply within one business day.