Instant Book - Creating Event

After creating a group, the next step is to create events. This is where you define the specific details, such as dates, times, prices, and participant limits.

A group can have one or more series of events associated with it. For example, a “Trip to the Space Museum” only happens once, so only one event is associated. In contrast, the “Girls Volleyball” group might have multiple practice days in a week, in which case there would be multiple event series.

Please follow the steps to create events:

1. Once groups are created, head down to the Create Events tab on the left-hand side menu.
2. Click +Add New to create new events, and fill in the following information.
   
3. Title: Give the event a title E.g. 'ECA' or 'After School Activity', you don't need to repeat the activity name.
4. Vital Information: Any vital information regarding this event. This information will be shown in the parents' diary on the day of the event.
5. Additional Information: Any additional information for the event.
6. Booking Options: Please select one of the options carefully  
   • Individual: Each week's event needs to be booked separately; this means students can pick and choose which days they attend, and not necessarily join the activity every week.
   • Block bookings: The events for each week are linked as a block; this means students are booking the entire series of the activity with a single booking.
7. Allow joining part way through series: Enable if you allow students to join the activity after the first week.
8. Number of places: Maximum number of places for this activity.
9. Create for groups: Select the group you are creating an event for. 
10. Location: This can just be the default location that was set in Phase 2, or specified differently.
11. Event type: Select the event type (In this example it will be After School Clubs).
12. Cost Type:  Please select carefully, as you cannot change it after publishing.
    • Free: For free activities/events
    • Per Session: Chargeable by each session
    • Total Price(Block Booking Only): Total price for the entire series 
13. Always charge full price (Per session only): Enable this option if full price is charged for an activity,  even if a student joins part-way through the series.
14. Price per session/Total Price : Enter the price per session, or the Total price, depending on what you selected at step 12.
    Note: if you selected "Per Session" in step 12, the system will charge students pro-rated if they join the activity partway through the series.
15. Percentage to pay at the time of booking/Deposit (%): Enter the percentage required to pay upon booking. (Leave 100% if you require payment upfront; 0% if parents don't make payments at the point of booking).
16. Includes Tax: Toggle on the box if the price includes tax. This field is only a column in the reports.
17. Payment Method: Select "Default - Create Fees (and allow online payments if applicable)"
18. Frequency: Select Multiple Days if this activity repeats weekly during a date range; or repeats on more than one day of the week.
19. Activities Start Date/End Date: The date range for this activity.
20. Days of the week: Select which day(s) of the week this activity takes place on.
21. Start Time/End Time: The time of day this activity takes place.
22. Sign up opens/closes in advance: Set specific sign-up open & close times for this event (Leave blank to use container open and close dates).
23. When the correct details have been entered, click the Create Rule tab.
    

24. Once an event is created, an overview of the event will be displayed in the ‘Create Event’ tab.
    Use the Edit, Copy, or Delete options on the right-hand side as needed.