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Events

Create, manage, and view Events, configure settings, assign Staff Members, use templates, and understand Customer View/Site Administration scheduling.

Sabrina Herrera avatar
Written by Sabrina Herrera
Updated over 3 weeks ago

📝 Overview

The Events feature allows you to create point-in-time activities that Participants (Customers) can register for. Unlike Appointments, which are scheduled based on customer availability. Events are scheduled by you or your Staff Members, with fixed dates and times. This feature is ideal for workshops, classes, or large group meetings as your business grows.

💡 Pro Tip: Before getting started, it’s recommended to review and configure your Event settings. This article covers those settings in detail.

🛠️ Events Settings

In this section, you’ll control how Events are displayed and managed. Configure these preferences based on how frequently you host Events and how you want Customers to view them.

Click here to learn more about Events Settings

  1. Click the Settings tab.

  2. Click Events Preferences.

  3. All preferences will be (blank) defaulted No upon account setup, if you'd like to enable a preference, click Yes then Update.

💡 Pro Tips:

  • If hosting many Events, enable:

    • Display Events by Location (Preference #1)

    • Use a drop-down list for Events on the Customer View (Preference #2)

  • If assigning Staff Members to Events and you want to prevent double-booking on their personal schedule, enable blocking staff availability during Events (Preference #6).

🏷️ How to Change the Term Used for Events

If your business uses a different term for Events, such as one time events like classes or concerts, you can change the name by following the steps listed below.

Click here to learn more about Editing the Term for Events

  1. Click the Settings tab.

  2. Click Terms Preferences.

  3. Locate Preference #7.

  4. Enter both a singular and plural term.

  5. Click Update.

📌 Types of Events

When creating an Event, choose one of the following formats.

Click here to learn more about Creating Event Templates

  • Single-Day Registration (Multi-day Event = No)

    • Event takes place on one date and Customers can only register for one selected day.

  • Multi-Day Series (Multi-day Event = Yes)

    • Event takes place over multiple dates and Customers automatically attend all dates if this is marked Yes.

🗂️ How to Use Event Templates

Event Templates allow you to save default settings for recurring Events, making it faster and easier to create future Events while maintaining consistency.

Creating Event Templates

Below we will review how to add new event templates in order to reuse for similar upcoming events.

Click here to learn more about Creating Event Templates

  1. Click Events tab.

  2. Click Add Event Template.

  3. Complete the required and optional fields.

  • Template Name: Internal reference name.

  • Event Name: Public-facing Event title.

  • Description: Details shown to Staff and Customers.

  • Allow Customers to See: Controls visibility and registration access within Customer View.

  • Duration: Length of the Event.

  • Cost: Event price.

  • Event Start Time: Default start time (optional).

  • Multi-day Format: Determines Event type.

  • Max # of Participants: Attendance limit (optional).

  • Status: Active or Inactive.

💡 Pro Tip: Changes made to a template will apply to all Events created from it. You may need multiple templates to accommodate different Event formats or visibility rules.

Viewing Event Templates

Below are steps to review or edit your existing Event Templates.

Click here to learn more about Viewing Event Templates

  1. Click Events tab.

  2. Click Event Templates.

  3. A list of your created Event Templates will populate.

➕ How to Create a New Event

Learn how to set up a new Event, configure details, and select the dates it will be offered.

Click here to learn more about How to Create a New Event

  1. Click Events tab.

  2. Click Add New Event.

  3. Complete the Event form.

  4. Select all applicable Event dates.

Fields include:

  • Title: Event name.

  • Description: Details shown to Staff and Customers.

  • Allow Customers to See: Controls visibility and registration access within Customer View.

  • Duration: Event length.

  • Cost: Event price.

  • Event Start Time: Start time of the Event.

  • Multi-day Format: Event type.

  • Max # of Participants: Attendance limit.

  • Staff Member: Assigned host or presenter.

  • Room: Reserved space, if Rooms are enabled.

  • Event Dates: Active dates for this Event.

If using the Point of Sale module, additional fields are available:

  • Product/Service Code: Identifies the Event during checkout.

  • Taxable: Marks Events as taxable or non-taxable.

  • Category: Assign POS categories to Events.

✏️ How to Edit Events

Learn how to update Event details, manage dates, and handle registered Participants when changes are made.

Click here to learn more about How to Edit an Event

  1. Click Events tab.

  2. Select Event you'd like to edit.

  3. You may change the Sort Order of Events depending on how you'd like them displayed and/or utilize the filter on the top right to search via Staff Member, Event date, or Event Template used for the existing Event.

  4. Make necessary edits to the Event.

Click Update.

💡 Pro Tips:

  • If removing a date with registered Participants (Customers), you’ll be prompted to move them or cancel their registration.

  • Choose a Cancellation Reason and click Cancel for the removed date if removing dates.

  • If Move Participants is unchecked, Customers will be unregistered and receive a cancellation email. If checked, select the From and To dates.

🔍 Appointment Grid Event View

Learn where to find Events within the Appointment Grid and how to view the Event's details.

Click here to learn more about How to View Events

  1. Click the Appointments tab.

  2. Click the little three tier button.

  3. Click View All Events on the left.

  4. An Upcoming Events drop-down will populate at the top of your appointment grid.

  5. Click View List to see the list of Customers registered on that Event day.

  6. Click Add to register a new or existing Customer to the Event.

🗑️ How to Delete Events

Learn how to permanently remove Events from your account.

⚠️ Please note: If Customers are registered, no cancellation email is sent. It’s recommended to remove Event dates first to provide cancellation details, then delete.

Click here to learn more about How to Delete Events

  1. Click Events tab.

  2. Locate the Event.

  3. Click Delete.

  4. Click Yes to confirm action.

🧑‍💻 Events on Customer View

Learn how Events appear to Customers, where they are displayed, and how Customers can view and register for available Events.

Click here to learn more about Events on Customer View

Customers can view titles, descriptions, and available dates upon clicking on the Event.

Nextgen Customer View

  1. Click Events in the upper right corner.

  2. Click the small arrow next to the Event's name to see the Description, Location and Number of Participants attending.

  3. Click RSVP to book the Event.

  4. Customers to fill out required fields to complete booking process.

  5. Click Finalize RSVP.

  6. Confirmation page will populate and Confirmation Email Notification will be sent at this time (if those templates and preferences are active).

Classic Customer View

  1. Events will display beneath the Appointment Locator. Select the Event by Event Name.

  2. Event Description and Start Date will display, click the Start Date.

  3. Select New User or Existing User to complete booking process.

  4. Click Finalize Appointment once required information is filled out.

  5. Confirmation page will populate and Confirmation Email Notification will be sent at this time (if those templates and preferences are active).

💡 Pro Tip: To display Events in a drop-down list, enable Events Preference #2. (This preference applies to Classic Customer View only).

❓ Frequently Asked Questions (FAQs)

Find answers to common questions or additional details that may not be covered in the main instructions.

Click the arrow to view frequently asked questions

Can Events be used with Packages?

Click the arrow to see the answer

Yes. After creating the Event, you can select it when creating a Package.

If the Package does not appear when scheduling, open the Package, click the + next to the Event Template name, and select the specific Event.

Why am I not able to set specific durations for Events?

Click the arrow to see the answer

Event durations must align with the time increment configured in Settings > Appointments > Preference #1. If the duration you want is not a multiple of this setting, it will not be available.

Will the Event block time on my Staff Member’s schedule?

Click the arrow to see the answer

Yes. The Event will block time on the appointment grid if Settings > Events > Preference #6 is set to Yes.

Can I assign a Staff Member to an Event?

Click the arrow to see the answer

Yes. You can assign a Staff Member by selecting them from the Staff Member drop-down menu within the Event.

⚠️ Staff Members cannot be assigned to Events if staff sharing is enabled across multiple locations.

💡 Staff sharing settings can be found under Settings > Locations > Preference #7.

Can an Event be used toward a Package?

Click the arrow to see the answer

Yes. Once the Event is created, you can select it when creating a Package.

If the Package does not appear in the Make Appointment window after assigning it to a customer:

  1. Open the Package.

  2. Click the + icon next to the Event Template name.

  3. Select the specific Event included in the Package.

Related Articles
Getting Started Guide
Managing Staff Members
Managing Email Notifications
Packages
Appointment Report
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