Skip to main content
Event settings
Updated over a month ago

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:

  • Create a new book now tab by clicking the Add New Tab .

  • Modify an existing book now tab by clicking the Edit .

  • Delete a book now tab by clicking the Delete .

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:

  • If the Only display special instructions to clients who have booked this event option is set to ON, clients will only be able to view and receive the special instructions after they’ve booked the event.

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:

  • VALID UNTIL – Enter the date on which the early bird discount expires. Clients must purchase before the specified date to get the early bird discount.

  • EARLY BIRD PRICE – Enter the discounted price.

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:

  • Add taxes to event – Select the checkbox for each type of tax that applies to the event.

  • Do not add taxes to event – No taxes will be applied to the event.

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.

  • To create an in-person event, select This is an in-person service.

  • To create an online event using Zoom, select Virtual service. This option will only display if your business is connected to a Zoom account.

  • To create an online event using a non-integrated virtual service provider, select This is a non-integrated virtual service.

    • If you select this option, you must add a valid URL for the virtual service to the NON-INTEGRATED VIRTUAL SERVICE LINK field when booking an event.

For online events using Zoom, the following settings will appear:

  • Enable Zoom waiting room – This setting will allow clients to wait in a Zoom waiting room for the service to begin.

  • Disable Zoom waiting room – This setting will not allow clients to wait in a Zoom waiting room for the service to begin.

Notes:

  • To start a non-integrated virtual service from WellnessLiving, you must sign in to the hosting platform beforehand. For more information, see Hosting a virtual service.

  • If you select This is an in-person service, you can enter a maximum of 8,192 characters in the DESCRIPTION field. If you select This is an integrated Zoom virtual service, you can enter a maximum of 2,000 characters in the DESCRIPTION field. The maximum character count for non-integrated virtual services will vary depending on the provider.

Client Online Booking

Specifies whether clients can book this event online. Select one of the following options:

  • Clients can book online – Clients can book or purchase the event using the Client Portal or the Achieve Client App.

  • Disable booking online – Clients can’t book or purchase the event using the Client Portal or the Achieve Client App.

    • To only allow clients with the direct booking URL to book this event online, set the Only clients with the direct booking URL can book online option to ON.

      • If this option is disabled and then re-enabled, a new direct booking URL is generated. Clients will only be allowed to book the event with the most recent direct booking URL.

  • Only selected client groups or types can book online – Under CLIENT TYPES and CLIENT GROUPS, select the client types and client groups whose members can book or purchase the event using the Client Portal and Achieve Client App.

  • If you select Disable booking online or Only selected client groups or types can book online, you must also configure the following settings:

    • Display event to all clients – Clients who aren’t signed in to WellnessLiving will be able to see this event on the booking tabs of the Client Portal and Achieve Client App. To book the event, clients must be signed in to WellnessLiving in addition to being a member of the specified client types or groups.

    • Display event to selected client types or groups – Clients who aren’t signed in to WellnessLiving won’t be able to see the event on the booking tabs of the Client Portal or Achieve Client App. To view and book the event, clients must be signed in to WellnessLiving in addition to being a member of the specified client types or groups.

Notes:

Staff Booking

The client types for which staff members can book this event for. Select one of the following options:

  • Staff can book all Client Types

  • Staff can only book selected Client Types – If you choose this option, you must select the checkbox for each client type that staff members can book from the list.

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:

  • Open to all ages – The event won’t be restricted by age.

  • Restricted to certain ages – The event will be restricted by age. Enter the Minimum Age or Maximum Age that clients must be within to book the event. You can also select an Age Range if you want to make the event available to clients within a particular age group.

    • If you want the service to be hidden from clients who don’t meet the age requirements, set the Display service to clients who do not meet the age requirement option to OFF.

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:

  • This service requires a specific asset within this category – Only the selected assets can be reserved with the event.

  • This service can use any asset within this category – Any asset in the selected category can be reserved with the event.

  • This asset is reserved individually per client – One asset is reserved for each client who books this event. If you select this option you must also choose one of the following options:

    • Client is able to choose which asset they would like to reserve – Clients can select which asset they want to reserve when booking this event. If an event requires an asset from two or more different asset categories, the client will be required to select one asset from each category when booking the event.

    • Asset is selected automatically and the client cannot change the reservation – An asset will be selected and reserved automatically when a client books this event.

  • This asset is reserved for the entire event – One asset is reserved for communal use by all clients who booked the event. For example, if a room is required for the event, you can reserve the room to ensure it can’t be booked by other staff members or clients during the event.

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:

  • The client must agree to a contract prior to purchasing – If you choose this option, enter your contract into the text field.

  • The client doesn’t need to agree to a contract

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:

  • None – Notes aren't enabled.

  • Quick – Notes can be taken in a general notes section.

  • SOAP – Notes can be taken in the SOAP (Subjective, Objective, Assessment, and Plan) format.

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:

  • Single visit equates to one session – One visit will be deducted from a client’s Purchase Option for each session of the event that they attend.

  • Single visit equates to a custom session value – Under SESSION VALUE, enter the number of visits that will be deducted from a client’s Purchase Option for each session of the event that they attend.

Notifications

Allows you to select whether clients and staff members will receive notifications for this event.

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:

  • To add a new revenue category, enter a name for it in the box and click ADD.

  • To rename a revenue category, click the revenue category’s Options button and select Edit .

  • To delete a revenue category, click the revenue category’s Options button and select Delete tag .

  • To make a revenue category the primary category, click the revenue category’s Options button and select Primary .

Did this answer your question?