Creating and managing a group event

The Group Events module is for managing sessions that several people attend at the same time: workshops, seminars, group walks, special events and similar one-off or recurring organisations. For classes that run on a regular weekly pattern, the Class Management module is a better fit.

The event creation wizard

1. 1

   Basic Information

   The title is required. You pick the calendar colour, write a description and can upload promotional images; images you uploaded earlier can be reused with "Select Image from Pool".

2. 2

   Date and Time

   Enter the date, the start time and the duration. If you turn on the "Recurring" switch you can choose a pattern: every day, every week, every month, every year, every weekday, or a fully custom pattern.

3. 3

   Capacity

   The minimum number of participants is the smallest number of people needed for the event to take place. When the maximum number of participants is reached, the system automatically stops accepting new registrations.

4. 4

   Staff and Service

   Select the staff member who will run the event (required), the room/resource to be used (optional) and the service the event will be billed through.

5. 5

   Pricing

   Decide whether the fee is charged per person or as a fixed total for the group; as soon as you enter the amount, the cost per person is calculated.

6. 6

   Online Booking

   You decide whether the event is open to booking over the internet. When you turn it on, extra settings appear: automatic approval, showing the number of places left, the booking cut-off (in minutes) and restricting it to subscribers only.

Adding participants

With the Add Participant button on the detail page you select the customer and the service they will receive. The price comes automatically from the amount defined on the event; with the Use custom price switch you can enter an amount specific to that person. The VAT rate, the included/excluded choice and the staff note are in this window too.

In the participant list you can, for each person, set the attendance status (awaiting approval, approved, attended, no-show, cancelled), move to the sales card, add a payment, deduct from a package and cancel the attendance.

Event status

• While the event is open or full, you take it live with "Start Event" in the Actions menu.

• Once an event has started, a "Complete Event" option appears in the menu; completed events cannot be edited.

• When cancelling you can enter a cancellation reason and see how many participants will be affected; for recurring events you can also choose to cancel the following occurrences.