Help CenterDaily Operations

Events

Create and manage special events

Events let you create special one-off activities outside your regular booking schedule — competitions, workshops, member-only sessions, and more.

Location: Sidebar > Events

What Are Events?

Events are separate from your regular timeslot bookings. They’re designed for:

  • Competitions and tournaments
  • Workshops and clinics
  • Member-only sessions
  • Seasonal special events
  • Private group bookings

Events have their own capacity, pricing, and access restrictions.

Creating an Event

  1. Go to Events in the sidebar
  2. Click Create Event
  3. Fill in the details:
Field Description
Title Event name (e.g., “Summer Competition 2025”)
Description Details shown to customers
Event Type Category (e.g., “Competition”, “Workshop”)
Start / End Date and time
Capacity Maximum attendees
Price Cost per person (leave empty for free events)
Resource Optionally reserve a resource for this event
Blocks Regular Bookings Whether regular timeslots are blocked during the event
Access Who can attend (see below)
Published Whether the event is visible to customers

Access Restrictions

Control who can book your event:

Access Level Who can book
Open to all Anyone
Members Only Customers with any active membership
Annual Pass Only Annual Pass holders
Clip Card Only Clip Card holders

Blocking Regular Bookings

When “Blocks regular bookings” is checked:

  • Regular timeslots during the event period are blocked
  • Customers can’t make regular bookings during that time
  • Existing bookings are NOT automatically cancelled (you should handle those separately)

When unchecked:

  • Regular bookings continue as normal alongside the event
  • The event’s capacity is separate from timeslot capacity

Example: A competition from 10:00–16:00 that blocks regular bookings means no one can book regular sessions during those hours.

Resource Reservation

Optionally link an event to a specific resource:

  • The event appears on that resource’s calendar
  • Capacity for that resource is affected during the event
  • Other resources remain unaffected

If no resource is linked, the event is standalone and doesn’t affect regular resource capacity.

Draft vs. Published

  • Draft — Event exists but isn’t visible to customers. Use this to prepare events before announcing them.
  • Published — Event is visible and bookable (if it has capacity and hasn’t passed).

Managing Events

Filtering

  • Filter by event type to find specific categories
  • Toggle Show past events to see historical events

Viewing Attendance

Click an event to see:

  • Current bookings and attendance count
  • Customer details
  • Remaining capacity

Tips

  • Use event types consistently for easy filtering (e.g., always “Workshop” not sometimes “workshop”)
  • Create events as drafts first, then publish when you’re ready to take bookings
  • Block regular bookings for events that need the entire venue
  • Set prices to 0 for member-appreciation events or community gatherings
  • Check capacity a few days before the event and adjust if needed

What’s Next?