An event is used to sell and manage tickets, rentals, and bookings through the checkout and booking module. This guide explains how to create a new event.

New Event

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

Choose between Ticket, Rental, or Admission.

Rental does not use specific time slots. Instead, all bookings are calculated from 12:00 PM to 12:00 PM the following day. Prices are specified per day. Please refer to the separate rental guide for more information.

Ticket is used for all other event types and serves as the universal option.

Quick Setup

A quick setup form will appear. This is a simplified form containing the most important fields. You can choose to enter only the event name, as all other fields are optional at this stage.

For new users, we recommend completing this form to make the next step easier. The following step contains many additional options, which may seem overwhelming to new users.

Any information entered here can be changed in the next step.

• Title and Location

• Enter a name for the event, then select a department and location.

• Date and Time

If the event will take place multiple times, set Recurring to ON.

This guide assumes that the event is not recurring. Please refer to the separate guide for recurring events.

Select the start and end dates and times of the event.

Important: The settings for Recurring, All Day, and Multiple Days cannot be enabled or disabled after the event has been created.

Pricing

Select a product group and VAT rate. These determine which account the revenue will be posted to according to the chart of accounts.

Select the price groups that should be available for the event, such as Regular, Honors, and Children.

Tickets

Enter the maximum number of tickets that can be sold in the Maximum Capacity field. Enter 9999 if there is no upper limit.

This limit applies throughout the system. Administrators and employees will receive a warning when the event is fully booked, but they can still choose to overbook.

Overbooking is not possible through online booking.

The information entered in the confirmation field will appear in the customer's order confirmation and on the ticket, if tickets are used.

Select Save and Continue.

Online Booking Information

If the event should be available for online booking, you can enter the relevant information here. Otherwise, you can continue without completing this section.

It may still be useful to select a Category, as this determines the event's color in the event calendar.

Select Review and Finish.

Additional Configuration

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 your changes when switching between tabs.

Once you have completed all the necessary information, select Save and Publish.

The event will then become available for booking and will appear in online booking if this option has been enabled.

As long as the event remains in draft status, no resources will be reserved, and the event will not appear in the calendar.

General

Enter a name for the event. This name will appear in online booking, on the customer's receipt, and in the event calendar.

The name should be short and descriptive.

Select a department and location. These are used for accounting and reporting purposes and will also appear in the customer's order confirmation and ticket.

The information entered in the confirmation field will appear in the customer's order confirmation and on the ticket, if tickets are used.

If the event will take place multiple times, set Recurring to ON.

This guide assumes that the event is not recurring. Please refer to the separate guide for recurring events.

Duration and Break Between are only relevant for recurring events.

Select the start and end dates and times of the event.

If the specific time is not important, you can set All Day to ON.

Resources

If the event requires one or more resources, you can select the resources that should be associated with it.

Otherwise, you can skip this tab.

Select the resource group and the specific resource to be reserved.

If you do not select a specific resource, the system will automatically find an available resource within the selected resource group when a booking is made.

If Shared is set to ON, a resource will be reserved immediately.

If Shared is set to OFF, the resource will only be reserved when a booking is made.

You can add up to 20 resources to each event.

Online Booking

If the event should be available through online booking, you can complete the information in this section.

Otherwise, set Show in Online Booking to OFF.

It may still be useful to select a Category, as this determines the event's color in the event calendar.

• Web Address: The web address determines how the event's URL will appear. This is sometimes referred to as a slug. The field is automatically populated, so you can leave it unchanged if you are unfamiliar with this setting.

• Category: The category is used as a filter in certain views and determines the event's color in the calendar.

• Publication Date: If you do not want the event to be published immediately, you can select a future publication date. The event will not be visible in online booking until that date. Leave this field empty if you want the event to appear in online booking immediately. Please note that events in draft status will never be displayed.

• Sales Start: If you want to publish the event in online booking but delay ticket sales until a specific date, enter that date here. Leave the field empty if you want sales to begin immediately.

• Sales End: If you want to stop accepting new bookings before the event begins, enter a date here. The event will remain visible in online booking until it ends. Leave this field empty if you do not want to set a sales end date.

• Description: Enter a description of the event. You can format the text using headings, bold text, and other formatting options.

• Image: Upload an image. The recommended image size is 700 × 360 pixels. The image will appear in the list view in online booking.

• Banner: Upload a banner image. The required banner size is 1920 × 322 pixels. The banner will appear above the event description in online booking.

• Image Carousel: You can upload up to 20 images, which will be displayed in a carousel below the event description in online booking.

• Attachments: You can upload up to 20 attachments, which will appear in a list at the bottom of the event page in online booking. These may include materials that are useful for event participants, such as images, documents, or presentations. Most common file formats are supported, but video files are not.

Channels

Select the channels in which the event should be visible.

For each channel, you can choose between Sales and Inquiry.

• Inquiry: The booking request is sent as an email.

• Sales: The booking becomes an actual order, which is automatically registered in the system and reserves the required capacity and resources.

For each channel, you can also choose whether to accept advance payments by enabling or disabling Online Payment.

You can also select which price groups should be available in each channel.

By default, all price groups configured under Prices will be displayed in every channel.

Prices

An event can have several pricing models.

You can specify a fixed price per order and an additional price per person.

You can also set individual prices for each price group.

• Base Price: You can set a fixed price per order. This is a fixed monetary amount regardless of the number of participants. For example, for a guided tour, you could charge a base price for the tour itself and an additional fee per person.

• Price per Person: Enter the price per person. This price will apply to all price groups unless a different price has been specified. Please note that 0 is allowed if the event is free or if the number of participants should not affect the total price.

• Price Group: Select the price group and enter a price if it should differ from the standard price per person. Click + to add as many price groups as needed.

Capacity

You can manage the capacity of each event.

If there is no capacity limit, you can set the maximum capacity to 9999.

• Minimum Capacity: If customers are required to book at least two tickets, enter 2 in this field. Otherwise, leave it empty.

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

• Price Groups: You can adjust the capacity individually for each price group.

For example, you can set the overall maximum capacity to 100 while limiting the Children price group to 20 tickets.

If 18 tickets have been sold in the Children price group, only 2 additional children's tickets will be available, while 82 tickets remain available in the other price groups.

This feature is also commonly used when selling VIP tickets.

The capacity management tool offers advanced options, allowing the combined capacity of individual price groups to be higher or lower than the overall maximum capacity.

These advanced options will not be covered in this guide, as they are not relevant for most users.

Additional price groups can be created under Prices.