In order to create a new event, choose option “Events” from the main menu. Inside the screen with categories, select the desired category by clicking on its folder icon.
Figure 342: Creating a new event (step 1/8)
The following screen will be displayed.
Figure 343: Creating a new event (step 2/8)
Once inside the screen for the desired category, click on the “new event” button. The following screen will be displayed (note: the screen is displayed with several screenshots).
Figure 344: Creating a new event (step 3/8)
The following parameters are available inside the first part of the new event screen:
Status – choose the desired status for the event from this pull down menu
Display event – choose this option to display the newly created event
Archive event – choose this option to archive the event; the archived event is not displayed on the website; you can use this option to hide an old event
Hide at start of event – choose this option to automatically hide the event at the time specified as “Start time” (see below)
Hide at end of event - choose this option to automatically hide the event at the time specified as “End time” (see below)
Date Available – input field for setting the date when the event will be visible on the website
Categories – select the categories this event belongs to (note: the default event category is already selected, but you can add the same event to some other categories as well)
Figure 345: Creating a new event (step 4/8)
The following parameters are available inside the second part of the screen:
Name – field for entering the name of the event as displayed on the website (e.g. “Ten Tenors”)
Description – field for entering the event description as displayed on the website (e.g. if it is a concert, you can enter the artist’s biography inside this field.)
Figure 346: Creating a new event (step 5/8)
The following parameters are available inside the third part of the screen:
URL – field for entering a related URL (e.g. if it is a concert, you might enter the address of the artist’s official website)
Image – click on the “Browse” button and locate the image related to the event (e.g. the image of the artist)
Start Time – pull down menu for setting he event starting time
End Time - pull down menu for setting he event ending time
Note: the start and end time can be combined with “Status” pull down menu – see above for details
Location – pull down menu for choosing the location of the event (see section Managing Event Locations for further information on managing locations)
Maximum Reservations - the maximum number of seats that can be booked in an event (note: maximum reservations must be equal to or less than max location capacity)
Overbook Reservations – the maximum number of allowed overbook reservations
Figure 347: Creating a new event (step 6/8)
The following parameters are available inside this part of the screen:
Costs
Tax Class – if there is a tax defined then it will be available inside this list; use this pull down menu to choose the desired tax class
Fees (Net) – enter the net fee for the class
Fees (Gross) – enter the gross fee for the class
Refund Payment Method – information only setting
Instructor
Instructor – choose the desired instructor from this pull down menu
Backup Instructor – information only setting
Rate Type – choose the desired rate type from this pull down menu
Gross Percentage – choose this type if you want to enter gross percentage (amount including the tax)
Per Student – choose this type and enter the rate per student
Flat Rate – field for entering a flat rate for an event (e.g. 80 dollars per class)
Rate – field for entering the rate amount
Base Rate – field for entering base rate (only used with “per student” or “gross percentage” options
Figure 348: Creating a new event (step 7/8)
The following parameters are available inside the “Waiting List” part of the screen:
This event has waiting list – select this checkbox if you want to enable waiting list for the event
Waiting list style – options for choosing the desired waiting list style
Per Session – choose this option if you want to create a waiting list per session (e.g. the student might be assigned to 2 sessions in the future – if the student does not get in to those dates, he will loose his money
Per Event – choose this option if you want to create a waiting list per event (e.g. if a customer is in a waitlist – as soon as there is an event available that customer is assigned to an event
Type
VIP – input fields for setting the priority, size and fee for VIP group of users (e.g. if you put priority to “1” members of the VIP group will be first to enter the class); the “Size” field is used to determine the maximum number of students inside the VIP group that will be able to enter the class from the waiting list
First Come First Served – this option is meant for setting priority based on chronology i.e. the first student that applied for waiting list will enter the class first, the second student will enter second, etc. (note: use the “Priority” input field to set the desired priority in regard to other two types “VIP” and “Custom Question List”); use the “Size” input field to enter the maximum number of students that can apply for this type of waiting list; use the “Fee” input field to set the fee
Custom Question List – this option enables entering the class based on the custom questions user answer while applying for the waiting list (e.g. you can define a custom question the user will answer to and thus enter the waiting list); use the “Priority” input field to set the priority for this type in regard to “VIP” and “First Come First Served”; use the “Size” input field to set the maximum number of student that can apply for this type; use the “Fee” input field to set the fee
Figure 349: Creating a new event (step 8/8)
The following parameters are available inside the “Conditions” part of the screen:
Pending Period – period that you are prepared to allow orders that have not had a payment to wait within the booking system; if the order is not paid in full by a specified number of days it is removed from the pending event
Renewal Period Start – this option is meant for Session based waiting lists. The number of days before the last session of an order when the customer can renew their place in the event without having to go onto a waiting list
Renewal Period End – the maximum number of days users are given to renew their booking (note: the count begins based on the option chosen as “Renewal Period Start”); if the user does not renew his booking within this period, he will loose his place
Refund Percentage – this option is not available
Session Gaps – defines if back end staff can make an order with gaps between sessions
Session Reduction – if this option is selected less than the default number sessions for the event can be chosen; (e.g. the customer can not come to 6 classes but can only attend 3 classes; if this is ticked, the staff can deselect other sessions
Forward reservation period – the furthest date in the future when a customer can make a booking (note: only refers to the backend)
Period length – set the number of days for the furthest date in the future when a customer can make a booking
Description – this text area is used for defining event conditions which are added to the front end page; user can purchase the event unless they agree to these conditions
After setting these parameters, click on the "save” button and the new event will be created.
Important: after the event has been created, you have to define a session for the event; otherwise it will not be displayed in the backend or front end (see section Defining the session for the event).