Events
Create and manage special events
Events let you create special one-off activities outside your regular booking schedule — competitions, workshops, member-only sessions, and more.
Location: Sidebar > Events
What Are Events?
Events are separate from your regular timeslot bookings. They’re designed for:
- Competitions and tournaments
- Workshops and clinics
- Member-only sessions
- Seasonal special events
- Private group bookings
Events have their own capacity, pricing, and access restrictions.
Creating an Event
- Go to Events in the sidebar
- Click Create Event
- Fill in the details:
| Field | Description |
|---|---|
| Title | Event name (e.g., “Summer Competition 2025”) |
| Description | Details shown to customers |
| Event Type | Category (e.g., “Competition”, “Workshop”) |
| Start / End | Date and time |
| Capacity | Maximum attendees |
| Price | Cost per person (leave empty for free events) |
| Resource | Optionally reserve a resource for this event |
| Blocks Regular Bookings | Whether regular timeslots are blocked during the event |
| Access | Who can attend (see below) |
| Published | Whether the event is visible to customers |
Access Restrictions
Control who can book your event:
| Access Level | Who can book |
|---|---|
| Open to all | Anyone |
| Members Only | Customers with any active membership |
| Annual Pass | Only Annual Pass holders |
| Clip Card | Only Clip Card holders |
Blocking Regular Bookings
When “Blocks regular bookings” is checked:
- Regular timeslots during the event period are blocked
- Customers can’t make regular bookings during that time
- Existing bookings are NOT automatically cancelled (you should handle those separately)
When unchecked:
- Regular bookings continue as normal alongside the event
- The event’s capacity is separate from timeslot capacity
Example: A competition from 10:00–16:00 that blocks regular bookings means no one can book regular sessions during those hours.
Resource Reservation
Optionally link an event to a specific resource:
- The event appears on that resource’s calendar
- Capacity for that resource is affected during the event
- Other resources remain unaffected
If no resource is linked, the event is standalone and doesn’t affect regular resource capacity.
Draft vs. Published
- Draft — Event exists but isn’t visible to customers. Use this to prepare events before announcing them.
- Published — Event is visible and bookable (if it has capacity and hasn’t passed).
Managing Events
Filtering
- Filter by event type to find specific categories
- Toggle Show past events to see historical events
Viewing Attendance
Click an event to see:
- Current bookings and attendance count
- Customer details
- Remaining capacity
Tips
- Use event types consistently for easy filtering (e.g., always “Workshop” not sometimes “workshop”)
- Create events as drafts first, then publish when you’re ready to take bookings
- Block regular bookings for events that need the entire venue
- Set prices to 0 for member-appreciation events or community gatherings
- Check capacity a few days before the event and adjust if needed
What’s Next?
- Calendar & Timeslots — See events in the calendar context
- Managing Bookings — View event bookings