Creating Events via your Website

Default settings can be created for an occurrence. These settings speed up the creation of your occurrences by prefilling many of the details, packages and tickets available to them.

Creating the Defaults

The default settings form is usually accessed as part of the contribute event process. Once a user has defined an event, they can then manage it via a User Requests or Self Service article.

The Default Settings task form allows the event administrator to set values for the location, maximum capacity, link to terms and conditions, booking plugins and booking notifications.

Page two of the form allows default packages and tickets to be created. These elements are created in exactly the same way as when you schedule a new event occurrence.

At the end of the form is a checkbox. If checked users are redirected straight to the "create new occurrence" form.

Using the Defaults

Once defaults have been created, their values will appear when creating a new event occurrence. Default packages cannot be removed from an event instance, but can be disabled/hidden by unchecking the "Active" checkbox. Other defaulted values can be updated while you are creating your event occurrences. Defaulted settings can be updated via Self Service, see Defaults.

Defaults Settings Page

Location

Pick the location where your event is taking place. Events can be set up to have a default location, which is set in the Event article extras - see Create a Location for more information. If your Bookings Configuration End Point has eventLocation: true, you'll see an option at the top of the drop-down for "Use Default Address".

If user permissions have been restricted then the drop-down lists all articles using the Location template that your user has access to. The Bookings configuration holds the ID of this template.

Maximum Capacity

Input the default maximum capacity for an occurrence of this event

Communications

Booking Form Text

This drop-down lists the available options 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 Communications Template Manager. Select the one you'd like to use. See Email and Message Template Configuration for more information.

Payment Confirmation Message

This drop-down field lists all of the "Successful payment" templates in the Communications Template Manager. Select the one you'd like to use. See Email and Message Template Configuration for more information.

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 Information

Capture Contact Number

Check this box to display a contact number field on the booking form. If you request a phone number you can then choose whether phone, email, or both are required fields on the booking forms.

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".

Other Settings

Enable Basket

Tick this box to enable the Basket Integration. Note that if your event only has free tickets, or it is possible to only select free tickets, you should not enable the basket. 

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

Allow logged in users to cancel their bookings through user requests

Booking Notifications

Choose to have no emails sent when a booking is made, an email sent whenever a booking is made, or have an email sent when a booking is made and there are only X places are left.