This article describes all general information settings available when you’re creating or modifying an event.
Key tips before you begin
When the settings for a service are changed, those changes won’t apply to sessions of the service that you’ve already scheduled. Any upcoming sessions of the service that you’ve already scheduled must be canceled and scheduled again for the changes to apply.
If the price of an event is increased while a client is already enrolled in the event, they won’t be able to attend any upcoming event sessions without paying for the event’s increased price.
General information settings
Setting | Description |
Image | The image associated with this event. Click this field to select and upload the image that will be used for this event. For more information about the recommended size and format for this image and where it will be displayed, see Recommended image size and format. |
EVENT NAME | The name of the event. Your clients can see the name you enter, so it should be both descriptive and brief. This field is required. |
BOOK NOW TAB | Your business’s book now tabs will be listed. Select one or more book now tabs to determine how the event will be categorized in the Client Portal. By default, the book now tab for events is called Enrollments.
While most services can only be sorted into a book now tab that matches the service type, events can be sorted into book now tabs configured for events or classes, allowing you to organize your services exactly how you want. You can also complete the following actions:
Caution: If you modify the book now tab for a service, the direct booking URL for that service will change. Any client who uses the original direct booking URL will receive an error message. |
ACTIVE EVENT | Click this button to activate or deactivate the event. When this option is set to OFF, this event is deactivated and can’t be booked.
You can’t deactivate an event that has already been scheduled. In this case, you must remove all instances of the event from the schedule before you can turn the event OFF. |
DESCRIPTION | A description of the event. Your clients can see the description, so it should be both descriptive and creative, but brief. This isn’t a required field, but it’s highly recommended. |
SPECIAL INSTRUCTIONS | Any special instructions your clients need to know about the event. For example, you can use this field to instruct your clients to bring gym-ready shoes to a fitness event.
If a specific event instance requires a different set of instructions, you can add them while scheduling it. If you do this, those special instructions will be displayed instead for that event instance.
Clients can view special instructions from the MY SCHEDULE tab in the Client Portal and Achieve Client App, and in the event-related notifications sent to them. Clients who are booked into an event will only receive the special instruction in their booking confirmation email if the special instruction email variable is added to the email template.
You can choose to hide special instructions from clients who have not booked the event:
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CALENDAR COLOR | The background color of the event as it appears on your internal schedule. Use this to make it easier to distinguish your services from one another, or to simply liven up your schedule. |
Capacity | The maximum number of people that can attend this event. The maximum value for capacity is 2048. |
Clients can use these Purchase Options | The Purchase Options that clients can use to book the event.
Under Available, click the Add button next to a Purchase Option to allow clients to use the Purchase Option to book this event. Under Selected, click the Remove button next to a Purchase Option to prevent clients from using the Purchase Option to book this event.
Note: If you add a package as an available Purchase Option for an event, it will add the cost of the event to the package and increase the price of the package accordingly. |
Set [Purchase Option] as the default Purchase Option when paying for this service | Allows you to select a default Purchase Option that will be used for the payment when a client books this event. This option is only available if Allow clients to book with Purchase Options only is selected under Purchase Rules.
If the client doesn’t own an applicable Purchase Option when booking the event, the default Purchase Option will be automatically selected when the client pays for the event. Likewise, when a staff member sells a client a new Purchase Option to reconcile an unpaid booking, the default Purchase Option will be automatically added to the shopping cart.
When a default Purchase Option is set, staff members and clients can still choose to pay for the booking using one of the other Purchase Options available for this event.
Note: If the Visit Session Value for this service is greater than one, then a session pass that only allows a single visit can’t be selected as the default Purchase Option. |
Price | The cost to attend the entire event in dollars and cents. The default cost is $20.00. |
Early Bird Discount | A discounted price that can be set for clients that book early. If you select the Offer Early Bird Discount option, specify the following settings:
Note: The early bird discount won’t be applied if you select the purchase rule Allow clients to book with Purchase Options only. In this case, the session doesn’t have an individual price, so there’s no discount applied. |
Purchase Rules | A setting that specifies how clients can pay for, book, and enroll in this event. For more information, see Purchase rules. |
Store Category | The category or categories that this event is listed under in the store. |
Advanced settings
Setting | Description |
Taxes | Determines whether taxes are applied to the event upon purchase. Your choices are:
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In-person or Virtual Service | Determines whether your clients will attend the event in person at your studio, or remotely via a Zoom meeting or other non-integrated virtual service.
For online events using Zoom, the following settings will appear:
Notes:
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Client Online Booking | Specifies whether clients can book this event online. Select one of the following options:
Notes:
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Staff Booking | The client types for which staff members can book this event for. Select one of the following options:
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Prerequisites | Determines whether clients must attend certain classes or events before booking this event. For more information, see Adding prerequisites to a class or event. |
Age Restriction | Determines whether the event is restricted to clients in a certain age range. Select one of the following options:
For more information, see Setting an age restriction for a service. |
Assets | An option that allows you to select whether assets are required for this event.
If assets are required, select Service requires assets, then select the required asset category from the list. If multiple assets are required, click the Add asset button and determine the settings for each asset.
You have the following options for each asset:
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Make-Up Sessions | Determines whether other specific events or classes can act as make-up sessions for any missed sessions of this event. If you choose to allow make-up sessions, select the events or classes that can be used as make-up sessions from the list. You can set a limit on the amount of make-up sessions that clients can attend. |
Custom Business Policies | Allows you to apply custom business policies, such as booking policies or automatic attendance tracking, to this event.
To apply custom business policies, set this option to ON, which exposes the event-To apply custom business policies, set this option to ON, which displays the event-specific business policy settings.
The event-specific business policy settings are automatically pulled from your Business Policies page, so you only need to change the specific settings that you want to customize. |
QUICK Buy Settings | Allows you to select whether QUICK Buy products are available for this event. If you select QUICK buy products are available for this service, you can select which QUICK Buy products are available. |
Payment Plans | Choose the payment plans, if any, that can be used to pay for this event. |
Contract | Specify whether or not clients must agree to a contract before purchasing the event. Select one of the following options:
Note: If you modify an event’s existing contract and save your changes, you will receive a Contract update popup that will notify you if you’re updating a contract that some clients have previously signed. In this popup, there will be a Require clients to re-sign the contract option. Setting this option to ON will make it mandatory for clients to re-sign the contract. |
Client Type | The client type that will be associated to a client after they book a spot in this event. Make a selection from the list. After the client’s last event session, they will become an Inactive Pass Holder if no other client types apply to them. Note: This setting is only available if the purchase rule All sessions are booked automatically when purchased is ON. |
Take Notes | Allows you to enable note-taking for this event. Your choices are:
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Visit Session Value | Determines the number of visits that will be deducted from a client’s Purchase Option when they attend a session of this event. You have the following options:
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Notifications | Allows you to select whether clients and staff members will receive notifications for this event.
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Quick Search Tags | The QUICK Search tags that apply to this event. In the list, select all the QUICK Search tags that apply. QUICK Search tags are not customizable.
QUICK Search tags help categorize your event for clients who are searching for new services on WellnessLiving Explorer. For example, if this is a fitness bootcamp, add both Strength and Conditioning and Cardio Conditioning. If you are offering a martial arts event, add Martial Arts.
If you are offering a service that does not fit into any of the QUICK Search Tag options that are available, choose the closest available option or leave this field blank. |
Revenue Category | The revenue categories to which the event is assigned. Click a revenue category to select or deselect it. You can select as many revenue categories as needed.
You can also manage revenue categories from here:
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