An event is used for selling and planning tickets, rentals and bookings in the cash register and booking module. This guide explains how to create a new recurring event.
The event can be repeated several times a day for several days in a row. It has many uses, ranging from a concert that will have several performances on the same evening or weekend to tours that apply throughout the year.

New event

To create a new event, log in to the administration panel and go to Booking > Events and select New event.

Choose between ticket or rental. Rental does not use time, but counts all bookings from 12:00 to 12:00 the following day. The price is stated per day. See separate guide for rental. Ticket is used for everything else, and is "universal".

Quick fill

A quick fill form is displayed. This is a simplified form that shows the most important fields. You can choose to only enter the name, the other fields are optional in this step. For new users, it is recommended to fill out this form, so that the next step is easier. The next step will contain many more options, and may be somewhat overwhelming for new users. What you fill in here can be changed in the next step.

1. Title and location
Give the event a name, select a department and location. Since the event is recurring, the date should usually not be part of the name.

2. Time
Set Recurring to ON. Select a start and end date. If the event is ongoing and does not actually have an end date, you must select a date far in the future. For each day, select a start and end time. Select Closed on days when the offer is not offered, this is independent of opening hours. Exceptions for specific dates can be added later. If the event is to run multiple times on the same day, you must use Duration and Pause between, you can read more about this under Further filling in further down this page.

NOTE: You cannot deactivate or activate Recurring, All day or Multiple days after the event has been created.

Price
Select the product group and VAT rate, this determines which account the income is posted to according to the chart of accounts. Select the price groups that should be available for the event. For example. Ordinary, Honors and Children. If you have different prices on weekends, this can be added as an Exception later.

Tickets
Enter the maximum number of tickets for each time that can be sold in the Max capacity field. Enter 9999 if there is no upper limit. The limit applies throughout the system, administrators and employees will receive a warning if fully booked, but have the option to overbook. It is not possible to overbook in the online booking. If you have different capacity on weekends, for example, this can be added as an Exception later.
Information in the confirmation will appear in the order confirmation to the customer, and on the ticket if you use tickets.

Select Save and continue.

Information for online booking
If the event is to be available in the online booking, you can fill in the information here, or you can continue.
It may be useful to select Category anyway, this will determine the color of the event in the event calendar.

Select Review and complete.

Further filling in

The event has now been created as a draft. You can freely edit the form and select Save draft without publishing the event. You do not need to save when you write between tabs. When you are finished filling in, select Save and publish. The event will then be available for booking, and will appear in the online booking if it is turned on. As long as the event has the status of draft, resources will not be reserved, and the events will not appear in the calendar.

This guide assumes that the event is recurring, see separate guide for events that are not recurring.

General
Give the event a name. This name will be used in the online booking, on the customer's receipt and in the event calendar. The name should be short and precise. Select the department and location, this is used for accounting and in reports, and appears in the order confirmation and on the customer's ticket. Since the event is recurring, the date should usually not be part of the name.

Information in the confirmation will appear in the customer's order confirmation, and on the ticket if you use tickets.

Recurring should be ON, and this cannot be changed after the event has been published. If you have forgotten to turn it on, you must create the event again.

Select a start and end date. If the event is ongoing and does not actually have an end date, you must select a date far in the future. For each day, select a start and end time. Select Closed on days when the offer is not offered, this is independent of opening hours.

Multiple events on the same day
If the event is to be multiple times on the same day, we should use Duration and Pause between. This is best explained with an example:

Mondays, set From 10:00 to 17:00. Set the Duration to 45 and Pause between to 15. Note that you can write freely, and do not have to select an option from the drop-down list. Now an event will be created every full hour, but with a duration of 45 minutes. So 10:00 - 10:45, 11:00 - 11:45, etc.

Time Exceptions
You can add exceptions for individual dates or periods. You can add as many exceptions as you want. If you add multiple exceptions, conflicts may occur, and the exception you added last will have the highest priority.

Example 1: The event is set up from May 1 to September 31. In July, you have extended opening hours on weekends. Select Add to Exception, select Open, From July 1 to July 31 and enter the extended opening hours in From and To. Select Friday, Saturday and Sunday. Click Save. Now the exception will cause the hours to be extended for the weekends in July.

Example 2: The event is set up from May 1 to September 31. In July, you have reduced opening hours on weekdays. Select Add to Exception, select Closed all day, From July 1 to July 31, Select Monday, Tuesday, Wednesday and Thursday. Click Save. Now we will add the reduced opening hours. Select Add to Exception, select Open, From July 1 to July 31 and enter the extended opening hours in From and To. Select Friday, Saturday and Sunday. Click Save. Now the exceptions will cause the times to be reduced for weekdays in July.
This could also be solved with one exception by selecting "Closed" and only selecting the times that deviate from the standard times, but we find that the method above provides a better overview of time, and is considered best practice.

Example 3: The event is set up from January 1 to December 31. In July, you are closed. Select Add to exception, select Closed all day, From July 1 to July 31. You do not need to select days since the exception applies to all weekdays. Click Save. Now the exception will cause no time in July to be available.

Resources
If the event depends on one or more resources, you can select the resources to be associated with the event. Otherwise, you can ignore this tab.

Select the resource group and the resource to be reserved. If you do not select a resource, the system will automatically find an available resource in the resource group at the time of booking. If you turn Shared ON, a resource will be reserved immediately, but if this is OFF, the resource will only be reserved at the time of booking. You can add up to 20 resources for each event.

We are aware that several users want exception functionality for resources to control this based on weekdays, holidays, etc. This is planned and will be launched during 2022.

Online booking
If the event should be available in online booking, you can fill in the information here, otherwise select Show in online booking OFF.
It can be useful to select Category anyway, this will determine the color of the event in the event calendar.

• Web address: The web address determines how the URL will look. Some call this the slug. The field will be pre-filled, so you can ignore it if you don't know this.

• Category: The category is used as a filter in some views, and determines the color of the event in the calendar.

• Publication: date If you don't want the event to be published right away, you can choose a future date. The event will then not be visible in online booking until this date. Leave the field blank if you want the event to appear in online booking immediately. Note that the event will never be displayed as long as it has the status of draft.

• Sales start: If you want to publish the event in online booking, but not open for sale until a given date, you can enter the date here. Leave the field blank if you want to start selling immediately.

• Sales end: If you want to close new bookings before the event starts, you can enter a date here. The event will still appear in online booking until the event ends. Leave the field blank if you want to start selling right away.

• Description: Enter a description of the event. Here you can enrich the text with headings, highlighted text, etc.

• Image: Upload an image. The optimal image size is 700x360px. This will be displayed in the list view in the online booking.

• Banner: Upload a banner. The banner image should be 1920x322px. The banner will be displayed above the event description in the online booking.

• Image carousel: If you want, you can upload up to 20 images that will be displayed in a carousel after the event description in the online booking.

• Attachments: If you want, you can upload up to 20 attachments that will be displayed in a list at the bottom of the event in the online booking. This can be, for example, material that is useful for those who will be attending the event. The attachments can be images, documents, presentations. Most known file types are supported, but not videos.

Channels

Choose which channels you want to make the event visible in. For each channel, you can choose between Sales and Inquiry. Inquiry means that the order becomes an email, while sales becomes an actual order that is automatically registered in the system and reserves capacity and resources. For each channel, you can also choose whether you want to take prepayment by turning Online payment OFF or ON.
For each channel, you can choose which price groups should be available as a choice, by default all price groups specified under Prices will be displayed in each channel.

Prices

An event has the option of several price models. You can set a price per order, and an additional price per person. For each price group, you can set an individual price.

• Base price: You can choose to set a price per booking. This is in cash regardless of the number of people. An example of use is an event Tour. Then you can take a base price for the tour itself, and an additional per person.

• Price per person: Enter the price per person. This price will apply to all price groups where you do not specify a different price. Note that 0 is allowed if it is a free event or the price per person should not affect the total price.

• Price group: Select the price group and enter the price if it should differ from the Price per person. By pressing + you can add as many price groups as you want.

Exceptions to prices

You can add exceptions for individual dates or periods. You can add as many exceptions as you want. If you add multiple exceptions, conflicts may occur, and the exception you added last will have the highest priority.

Example: The event is set up from May 1 to September 31. In July, you have different prices on weekends. Select Add to exceptions, select From July 1 to July 31 and enter different prices for each price group. Select Friday, Saturday and Sunday. Click Save. Now the exception will override the prices on weekends in July.

Capacity

You can control the capacity for each event. If there is no capacity limit, you can choose to set Max capacity to 9999.

• Min capacity: If you require the customer to order at least 2 tickets, you can enter 2 in this field. Otherwise, leave the field blank.

• Max capacity: Enter the maximum number of tickets you want to sell for the event. If there is no capacity limit, enter 9999.

• Price groups: For each price group, you can adjust the capacity individually. For example, you can set the maximum capacity to 100, but specify a capacity of 20 children. This means that after you have only sold 18 tickets in the Children price group, there are only 2 more tickets of this type available, but still 82 other tickets available. This is also widely used when selling VIP tickets. This tool is very advanced, and allows you to have a total capacity for each price group higher or lower than the maximum capacity. We will not go into these options in more detail here, and for most users this is not relevant.
  You add more price groups under Prices.

Exceptions for capacity
You can add exceptions for individual dates or periods. You can add as many exceptions as you want. If you add multiple exceptions, conflicts may occur, and the exception you added last will have the highest priority.

Example: The event is set up from May 1 to September 31. In July, you have reduced capacity on weekdays. Select Add to exceptions, select From July 1 to July 31 and enter capacity for each price group. Select Monday, Tuesday, Wednesday and Thursday. Click Save. Now the exception will cause the capacity to be overridden on weekdays in July.

Please note that you cannot add exceptions for Min capacity and Max capacity.

Advanced

These are advanced settings, and it is important that you are well aware of what each of these settings affects if you are going to deviate from the standard.

• Event type: This shows the type of event you selected when you originally created the event. This cannot be changed. In practice, the type of event determines which fields are available.

• Show end time Set to ON if you want to show when the event ends in the information provided to the customer. This is OFF by default.
  Example if OFF: Wednesday, June 1, 2022 8:00 PM
  Example if ON: Wednesday, June 1, 2022 8:00 PM - 11:00 PM

• Send ticket: Set to ON if the customer should receive a ticket with a QR code. Set to OFF if the customer should only receive an order confirmation. If the customer is to present a ticket to one person or ticket blocking upon arrival, this should usually be ON.

• Unique QR code for each participant: Set to ON if the customer should receive as many tickets (QR codes) as the number of people. Set to OFF if the customer should receive one ticket (QR code) regardless of the number of people. As a rule, only very attractive festivals set this ON. Set to OFF if you are unsure.

• Allow new bookings after the event has started: Set to ON if you want the customer to be able to buy tickets right up until the event ends. An example of use is an open event that lasts all day where it is not important when the customer arrives. Often used with entrance tickets if you want to sell tickets for the current day as well.

• Product group: Select product group, this determines which account the revenue is posted to according to the chart of accounts. The choice cannot be changed after the event has been published.

• VAT rate: Select VAT rate, this determines which account the revenue is posted to according to the chart of accounts. The choice cannot be changed after the event has been published.

• Email: Enter an email address if you want to receive a copy of all order confirmations sent to customers. If you have chosen for the channel to send Inquiry, this email address is also used.

• Question bank: If you want, you can ask questions and obtain answers from the customer at the time of ordering. The question bank must be set up in advance.