How to Create an Event

To Create an Event:

1. Navigate to Settings
   • Open your diary and click on the three white lines in the top left corner to access the settings.
   • Select Settings.
2. Select Events
   • Once in the Settings menu, click on Events.
3. Create a New Event
   • Click the + button to create a new event and select Event from the dropdown list.
4. Enter Event Details
   • Event Name: This will appear in the Booking Widget for customers and in your diary for venue staff.
   • Widget Description: Include any details about the event to be shown to customers.
   • Runsheet Notes: Add any specifics you’d like venue staff to note. These will appear in your daily notes section in the diary and the Daily Runsheet view.
   • Email Description: Add information you want included in the customer booking confirmation email.
     
5. Set Event Time
   • Select the Time tab at the top, or click the Next tab in the bottom right corner.
   • Event Date: Choose the date from the calendar.
   • Start Time: Set the start time of the event, which can be earlier than the first booking time to allow for preparation.
   • First Booking Time: This is the time when the event will start and when customers can begin booking.
     • If there is only one time for the event, set the Last Booking Time to match the start time.
     • To override regular service times, ensure the first and last booking times overlap with your usual service schedule.
     
     
6. Configure Settings
   • Select the Settings tab at the top, or click the Next tab in the bottom right corner.
   • Reservation Interval: Use the dropdown to set interval times. If you’re taking bookings for one interval during the event, set it as the event duration (e.g., 4 hours).
   • Booking Duration: Set the length of time the event will run. If only one booking time is available, set the booking duration equal to the interval time (e.g., 240 minutes).
   • Pax Requirements: Set the minimum and maximum number of guests per booking or for the entire event. For example, if the maximum capacity is 70, and only one interval is set, the event will sell out once 70 people book.
   • Custom Pax: If you have multiple intervals, you can enable custom pax for each.
   • Online Booking: Ensure the Allow in online booking system toggle is set to “Yes” to make the event visible on the Booking Widget.
   • Policy Agreement: Include any terms and conditions, such as refund policies or cancellation rules.
   • Click Next to proceed, or select the Sections & Layouts tab at the top.
7. Sections & Layouts
   • If you're running daily services alongside the event, mark the section as Section Not Used or Close the section during the event period to prevent bookings.
   • Note that closing a section will also close any services usually assigned to it.
8. Set Payment Details
   • Select a payment method from the dropdown menu if payment is required. You can charge per pax or per booking. Enter the price customers will be charged when booking via the widget and in the diary.
     1. If the event has multiple menu choices, create these as individual Booking Options first. Then, select Booking Options as the payment type for the event.
     2. Upsell Items: Personalise your event by adding upsell items, allowing customers to make selections on a per-order basis to enhance their experience. These upsell options will need to be created as individual Booking Options first.
   • Select Save to create the event.
9. Get the Event URL
   • To view the unique event URL, open the event again and go to the Payments and Booking Options tab.
   • Use this link to promote the event and take bookings via social media, email, or your website.
10. Verify the Setup

• Finally, check the Booking Widget to confirm the event appears correctly, with the description and specific booking times displayed.

Video Walkthrough