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Home > Support > Recommended Procedures for Admins > Best Practices - Bookable Calendar Events
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Home > Support > Recommended Procedures for Admins > Best Practices - Bookable Calendar Events

Best Practices - Bookable Calendar Events

This webpage provides a start to finish overview of admin and/or member steps to create and book an event, along with suggested options.  To make the check in process at the event go quickly, it is recommended that participants pre-register and pre-pay.

  1. Admin Bookable Event Setup
    1. Events>Calendar - click +Event.  Fill in fields for:
      1. Event information
      2. Classes, Designs and Trophies (optional)
      3. Further information (optional)
      4. Meta information (optional)
      5. Micro site (optional)
    2. Events>Calendar>[Event name]Bookings - click Enable bookings.  Fill in fields.
      1.    
    3. Events>Calendar>[Event name]Bookings - click Ticket types.  
    4. Events>Calendar>[Event name]Bookings = click +Ticket type.  Add as many ticket types as needed; each ticket type can have a unique price.  Fill in fields for:
      1. Basics
      2. Restrictions (optional)
      3. Requirements (optional)
      4. Any other information (optional)
      5. Ticket notifications (optional)
    5. A listing of ticket types for an event can be found at: Events>Calendar>[Event name]Ticket types
    6. Duty roster can be set up for an event at: Events>Calendar>[Event name]Duty Roster (optional)
    7. Resources can be allocated to an event at: Events>Calendar>[Event name]Resources (optional)
  2. Front-end Website 
    1. Members can book an event online 3 different ways:
      1. Calendar - click on the hot link
      2. Book Online - click on the hot link
      3. Portal>Book event - click on the hot link
    2. Members can see what bookings & allocations they have signed up for
      1. Basket - listing of tickets to be invoiced / paid, if ticket(s) set up for Type = Normal, checkout process followed, payment required
      2. Portal>Bookings & allocations, if ticket(s) set up for Type = Instant, immediate payment not required
    3. Members can see their orders, invoices and statement of account
    4. If individuals are allowed to register / select tickets at the event
      1. Must create a contact record first, if one does not already exist
      2. Select event, then select ticket(s)
      3. Select payment method
  3. Admin Managing a bookable event
    1. Events>Bookables>Bookables - listing of bookings by event
    2. Events>Bookables>Bookings - listing of bookings made by member / contact
    3. Events>Bookable Events>[Event name] - click Export, then select which fields to export
      1. Create an Excel PIVOT table, sorting and summarizing rows by desired fields and displaying columns for count and value 
      2. Use a printout of the PIVOT table for check in at the event.
    4. If everyone pre-registered for the event and pre-paid, check in goes very quickly
    5. Use a printout of the PIVOT table for check in at the event.
    6. Sales>Banking
      1. For those that pre-registered and pay at the event, record the amounts paid at the event on paper
      2. Pre-paid will automatically be updated in Sales>Banking
      3. When time permits, update Sales>Banking for cash / check payments
    7. If individuals are allowed to register / select tickets at the event, either:
      1. Have one or more Kiosks (cell phones, laptops, tablets, PC's) available - individuals create their contact record (if one does not already exist), login, select event, ticket(s) and payment method
      2. Paper - record the necessary contact and ticket information, then then later transfer to SCM 



    Last updated 18:44 on 16 August 2022

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