After you create an event, you can schedule instances of that event. Event instances are a series of scheduled sessions that belong to the same event. Clients can book or be booked into sessions within an event instance.
Once an event instance is scheduled, you can add more sessions, create additional instances for multiple concurrent sessions, and or schedule the same event multiple times with different instructors.
To learn how to modify a scheduled event instance, see Modifying a scheduled event instance.
Schedule an event instance
To schedule an event instance, complete the following:
Click the App Drawer button
then click View All > Setup > Services > Events.
Select the event you want to schedule.
Under General Information, click Manage Schedule.
On the event schedule, click Add Instance.
Under Location, select the location for the event and click Next.
This option only appears if your business has multiple locations.
If virtual services are enabled for the event, enter the URL for your virtual event under Non-Integrated Virtual Service Link.
A valid link must begin with HTTP, HTTPS, or SSH for the system to accept it.
If you want the virtual session to be available across multiple locations, set the Virtual sessions can be booked from other locations option to On.
Under Assets, select the checkboxes next to the assets that should be booked for this event.
Under Date And Time, select the time, date, and room options for the event:
Under Start time, set the start time for the event and select AM or PM.
Under Duration, select the number of hours and minutes for the event.
The Duration and Price per session fields may be read-only depending on your staff permissions. If these fields are greyed out, ask your business administrator to enable the Manage session details permission on your staff profile.
Under Price per session, enter the price that clients should be charged for attending each individual session. This setting only applies if clients can select which sessions to enroll into after purchasing. For more information see Purchase Rules.
Under Room, enter the room name or number.
Under Type, click Specific date or Multiple dates within a date range, and then pick the date or date range, as applicable, from the calendar.
If you select Multiple dates within a date range, you must select the day(s) of the week and frequency on which the event will repeat.
Under Publish Dates, determine whether the event should be available to clients for booking on a specific date:
To make the event available for client booking on a specific date and time, set the Set Publish Date option to ON, then select the date and time at which the event will become available to clients.
To make the event unavailable for client booking after a specific date and time, set the Set Unpublish Date option to ON, then select the date and time at which the event will become unavailable to clients.
Click Next.
Optional: Under Tuition Plan, select a tuition plan Manage your tuition plans to associate with this event instance.
Only tuition plans with a status of Upcoming or In Progress at your location appear in the list. If no plans are available, click Manage Tuition Plans to create one first. This link opens in a new tab so your progress in the wizard is saved.
Each event instance can only be associated with one tuition plan.
You can also assign an event instance to a tuition plan later by editing the plan. For more information, see Manage your tuition plans.
Under Class Size, select the number of clients who can attend the event:
Under Capacity, enter the maximum number of clients who can attend the event.
The Capacity field may be read-only depending on your staff permissions. If this field is greyed out, ask your business administrator to enable the Manage session details permission on your staff profile.
Under Spot for prospects, enter the maximum number of prospective clients who can attend the event.
Under Instructor, select the staff member who will lead the event:
Under Instructor, select a staff member from the list.
Under Pay Rate, select the staff member’s pay rate. If the staff member doesn’t have a pay rate set up, click Set up pay rate. For more information, see Setting a staff member’s pay rates.
To add another staff member to the event, click Add instructor, then select the staff member and their pay rate.
Click Next.
Under Special Instructions, enter any special instructions required for the event. The instructions you enter here will override the special instructions set up in the event’s general information settings.
The Special Instructions field may be read-only depending on your staff permissions. If this field is greyed out, ask your business administrator to enable the Manage session details permission on your staff profile.
Click Save. The new event instance is added.