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.
Caution: If you add a new session to a past block event instance (block events require all sessions to be booked at once), the attendance list of the past instance will be copied to the new session.
Note: Unlike classes and appointments, event instances can’t be scheduled via the schedule. An event instance can be scheduled only through the event itself.
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.
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.
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.
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.
Click Save. The new event instance is added.