Creating a Multi-Day Event

How Do I Create a Multi-Day Event?

What is a Multi-Day Event?

How Can I Customize My Multi-Day Event?

• Details
• Fees and Enrollment
• Images and Descriptions
• Date Pattern
• Occurrences

NOTE: An event may also be referred to as a clinic, class, camp, or program in your account.

Start by clicking your navigation menu in the upper right-hand corner of the screen and selecting Event Management.

Once you are on the Event Management page, click the Add New button.

You will be prompted to choose a facility where the event will take place and select whether this will be a Single Day or Multi-Day event. 

A Single Day and a Multi-Day event can have multiple occurrences, so what is the difference between the two options?

A Multi-Day Event consists of an occurrence (or occurrences) that takes place across multiple days. A customer registers for an occurrence, and they are booked for multiple dates within that one registration.

EXAMPLE: An instructor teaches a 5-Day Junior Camp from 9 AM - 12 PM through the summer. The registration fee is $350. When a customer registers, they are booked for a full week. They can register for multiple weeks but will pay $350 per each week they attend.

A Single Day Event consists of an occurrence (or occurrences) that takes place on a single day at a specific time. Customers can register for multiple occurrences, but they must pay for each date individually.

EXAMPLE: An instructor teaches a Tune-Up Clinic every Wednesday from 5 - 6 PM. The registration fee is $25. Customers register for each Wednesday individually and pay $25 per day that they attend.

This article will teach you how to create a Multi-Day Event.

NOTE: When creating an event, you create a template that can be repeated multiple times through Occurrences. 

An Occurrence is a copy of all the settings used to create an event template that occurs on a specified date and time.

An event template can create a single, a few, or many occurrences.

1. Pick an Event Template Name. This is the name customers will see when registering for your event. 
2. Pick an Event Category. If this is your first event, you will not have a list of categories to choose from and will have to create one.
3.  Provide an Admin Email. You will receive a notification each time there is a registration for your event. (Optional)
4. Selecting a Default Employee will add each event occurrence to this employee's calendar.
5. Select if you would like to Show Event Price to the customer on the event registration page.

6. Will this be a Taxable Event?

   NOTE: The tax rate is established by the tax rate of the facility where the event is hosted. Please refer to location/facility documentation or contact USchedule support if you have any questions regarding tax rates.

7. Would you like to Hide Event Start and End Times?

8. Do you need a Lead-In Time?

   NOTE: Lead-in time would be used to create an additional block of time on employee and/or resource calendars before an event occurrence start time. Example: An event occurrence has a start time of 10:00 AM. If 60 were inputted as a lead-in time for this event, employees and/or resources connected to this event would have an event block on their calendars starting at 9:00 AM, 60 minutes before the event occurrence start time.

9. Do you need a Lead-Out Time?

   NOTE: Lead-out time would be used to create an additional block of time on employee and/or resource calendars after an event occurrence end time.

   Example: An event has an end time of 6:00 PM. If 30 were inputted as a lead-out time for this event, employees and/or resources connected to this event would have an event block on their calendars until 6:30 PM, 30 minutes after the event occurrence end time.

10. Do you need to Hide Event Location Names?
11. Will you Allow Customer Registration Online? If this is set to No, customers will be able to see the event in your scheduler, but they will need to contact you to register.
12. Would you like your customers to see the Employees and/or Resources presenting this event?
13. You can Hide First and Last Dates from the registration page.
14. Create a Threshold to Show Low Booking. Once the remaining open registrations reach this threshold, a countdown visible to the customer will start until all open registrations spots have been filled.
15. Would you like to Auto-Enroll new registrants from the waitlist if a current registrant drops out?

Select Save, then continue to Fees and Enrollment.

NOTE: For any setting adjustments in Fees and Enrollment, you can apply those adjustments to Only New occurrences or Active and New occurrences.

Only New applies to occurrences that have not yet been created.

Active and New apply setting changes to existing active occurrences and any new occurrences you create.

1. Create an Event Fee. This amount will be paid per registration for each event occurrence.

2. Early Registration Days. This setting will determine the minimum number of days before an event occurrence when a registrant will receive a discount on their event fee for registering early. (Optional)

   NOTE: If 0 is inputted or the field is left blank, early registration days will be disabled for this event.

   Example: If 20 is inputted, as long as a registrant enrolls at least 20 days before the date of the event occurrence, they will pay the early registration fee.

3. Early Registration Fee. This is the amount a registrant will pay if they register during the Early Registration Days enrollment period.
4. What Payment Options will be available for the registrant to pay the event fee?

5. Zero Refund Days. How many days before the date of an event occurrence will registrants receive no refund if they cancel their registration? (Optional)

   NOTE: If 0 is inputted or the field is left blank, zero refund days will be disabled for this event.

6. Partial Refund Days. How many days before the event occurrence will registrants receive a partial refund if they cancel their registration? (Optional)

   NOTE: If 0 is inputted or the field is left blank, partial refund days will be disabled for this event.

7. Partial Refund Amount. The amount a registrant will be refunded if they cancel their registration inside of the partial refund days.

   NOTE: Once inside the window of time for zero refund days, the partial refund amount will no longer be given.

   Example: In the screenshots below, partial refund days (7) would give a registrant who cancels their registration 7-4 days before an event occurrence the partial refund amount ($100). However, starting 3 days before an event occurrence a registrant would receive no partial refund amount because of the zero refund days (3). 

8. Enrollment Cutoff Days. How many days before an event occurrence will registration close?

   Example: In the screenshots below, enrollment cutoff days (3) would close online registration 3 days before an event occurrence. 

9. Minimum Enrollment will cause the software to automatically take a selected action a specific number of days before an event occurrence if a minimum number of registrants have not enrolled.
10. Action By Days. How many days before an event occurrence will the selected action take place?
11. Action Type. Contact Admin will email the event admin (specified in the Details tab), notifying them that minimum enrollment has not been met. Cancel Event will cancel the event occurrence automatically.
12. Maximum Enrollment. How many registrations will you allow per event occurrence? 

13. Maximum Group Size. How many customers will you allow to enroll per registration? If this is set to a number greater than 1, customers will see a Group Size option on the registration page.

    NOTE: If you use the group size option, you must also set a Guest Fee. This can be the same as your registration fee.

14. Semi-Private. No means this event will always be visible. Yes means specific event occurrences marked with semi-private will be visible only through a direct link to that event occurrence registration page. However, the event will be visible on the customer event booking page if any event occurrence is not marked semi-private. Always means this event will only be visible through a direct link and never visible through the customer event booking page.

When satisfied with your settings, click Save and continue to Images and Descriptions. 

The Thumbnail Image and Short Description will be displayed under the event name on the Customer Event Booking page.

The Full Size Image and Long Description will be displayed after a customer selects Dates and Locations.

After you are satisfied with your images and descriptions, select Save. 

For a Multi-Day Event, you will need to establish a Date Pattern.

A Date Pattern will provide the days and times that make up an occurrence of a multi-day event.

Here you will specify what days of the week and at what times your event will take place.

You will specify what day of the week is the first day of the event by selecting a First Day of Pattern from the drop-down menu.

Number of Weeks establishes how many weeks your date pattern will repeat per event occurrence.

Example: A four-week junior league that played every Saturday and Sunday would have a pattern of Sunday and Saturday; the first day of the pattern would be Saturday, and the number of weeks would be 4.

NOTE: If you change any date pattern settings after you have already created an occurrence, those changes will only be reflected in new occurrences. While existing occurrences will remain unchanged.

Once you are satisfied with your date pattern, select Save and continue to Occurrences.

Once on the Occurrences tab, you will select Create New Occurrences.

A pop-up window will appear, prompting you to select your event occurrences.

When creating occurrences for a multi-day event, you must specify if you will be using Times set by your date pattern or if you will Override Times and enter your times manually, like you would for a single day event.

You must also specify the Facility in which your event occurrence will take place and when the occurrence will Publish (immediately, on a specific date, or x days prior to start date).

NOTE: The Publish date is the day that the event will become visible to your customers through the Customer Event Booking page.

NOTE: When creating multiple occurrences for a multi-day event, only select the first date or the start of the event occurrence; the date pattern will establish what the following dates in the event occurrence are.

Using this pop-up window, you can create a single occurrence, a few occurrences, or many occurrences as long as the occurrences share the aforementioned settings.

After selecting Create, you will be presented with a new pop-up window confirming your occurrence creation.

If you do not need to create additional occurrences, close the create new occurrence pop-up window.

Then you will be presented with the list of occurrences you have created.

If you would like to set up an Employee Commission or you would like to place Tags on this event template, you can just select the respective tab; otherwise, you may exit Event Management.

NOTE: When setting up a commission, the amount selected will be the total commission calculated for an employee per event occurrence, regardless of how many registrants enroll.