Once you've created an event article, you'll need to set when and where it takes place using the scheduling form.
As well as the date and time, the event occurrence holds information about where the event takes place, how many people can attend, and the available tickets. Many of these settings can have default values set for them which can be used when you are creating multiple occurrences.
Creating an Event Occurrence
You can schedule a new occurrence from an event article by pressing the "Add date" button. The button on an event article will only appear if set up in your subsite's configuration (see Events Template Configuration) and your user is a member of the correct user group.
Dates and Times
Enter the date on which your event starts. If the event spans multiple days, checking the multi-day checkbox will reveal a field for the end date. Enter the start and end times using an HH:MM format.
Multi-day events start at the set start time on day one and run continuously until the end time on the final day. If you need to create an event that runs at the same start and end times on consecutive days, each day should be created as a separate event (see the recurring event article).
Location
Pick the location where your event is taking place. A location can host multiple events of different types.
Events can be set up to have a default location, which is set in the Event article extras - see the Event template documentation for more information. If your Bookings Configuration End Point has
Otherwise the drop-down lists all articles using the Location template that your user has access to. The Bookings Configuration End Point holds the ID of this template.
Maximum Capacity
The number you enter for the maximum capacity acts as the ultimate cap on the number of tickets and packages that can be booked. This number is displayed next to the event listing and will reduce as places are booked.
Communications
Booking Form Text
This drop-down lists the available overrides you can use to customise the text that will appear on your booking forms. Overrides are set in the configuration end point and explained in more detail in the Booking Text Overrides article. If you are unsure which to pick, use "Default".
Booking Confirmation Email
This drop-down field lists all of the "Booking confirmation" templates in the Email and Message Template Configuration. Select the one you'd like to use.
Calendar File
Check this box if the email should include an appointment iCal file the user can import into their calendar. This option can be disabled globally by the
Booking Reminder Email
This option will only appear if "Booking reminder" email templates exist in the Email and Message Template Configuration. Tick the box to reveal the following.
Reminder Email Message
Pick one of the templates configured in the Email and Message Template Configuration.
Reminder Email Time
Pick the length of time prior to the start of the event that the reminder email should be sent.
The options are: 1 hour before, 2 hours before, 1 day before, 2 days before, or custom, which allows you to enter an ISO 8601 (opens new window) duration.
Booking Complete Email
This optional email is sent at the end of the event when it "completes". It is sent to everyone who booked onto the event, and is useful if you want to send out a link to a feedback form. This option will only appear if "Booking complete" email templates exist in the Email and Message Template Configuration.
Payment Confirmation Message
This drop-down field lists all of the "Successful payment" templates in the Email and Message Template Configuration. Select the one you'd like to use.
Terms and Conditions
Enter either an article ID or a full URL (including the http:// prefix) to display a link to the event's terms and conditions to a user during the booking process. Users have to accept the terms and conditions (using a checkbox) before paying for their booking. Leave this field blank to disable terms and conditions.
Additional
Capture Contact Number
Check this box to display a contact number field on the booking form.
Allow Notes
Check this box to allow bookers to add notes to their booking at the point they pay (either online or during the cash payment process). Notes are emailed to the address entered here, using the "Notes" template in the Communications Template Manager.
Require Offline Reference
If this box is checked any users able to register offline payments will also have to enter a reference number for that payment when confirming bookings. The default value is set in the configuration end point.
Bookings Plugins
If plugins have been enabled in the Bookings configuration, they will be listed in this drop-down field. The selected plugin will be displayed to the end user during their booking, before payment is taken. If no plugins are present, the field displays "not configured".
Enable Basket
If you are using Multiple Payments basket, tick this box to enable integration between the two products. Users will be able add tickets to the payment basket. See Basket Integration.
Use Packages
Whether or not you want to create packages of tickets for this occurrence. Check this box to be able to create tickets.
Events without packages of tickets are free and have unlimited places. People may still be able to book onto them, assuming the template displaying the event allows bookings. This feature is designed to be used in circumstances where an occurrence is serving as an announcement or scheduled date (adding Christmas Day to a calendar for example).
Packages can be disabled globally in the Bookings configuration end point.
Allow Cancelling
If this box is ticked, users will be able to cancel their booking when viewing it in the User Requests (or Self Service) template via My Account. Bookings doesn't have a built-in way to handle refunds, so enable this with caution, but you can use the Data Exporter to generate an Export of Cancelled Bookings. Bookings can also be cancelled by staff members/event organisers using the Move, Update or Cancel Bookings form.
Organiser Notifications
There are three options for notifications. By default notifications are not enabled. "Notify me of each booking" will send an email to the entered email address when each booking is successfully paid for. If an event is free the email will be sent as soon as a package is booked. "Notify me when X places left" will send an email when the set number of places is reached.
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