<aside> 💡 If you're here, you're likely seeking to understand the best way to set up your birthday parties. There are a couple of different ways you can do these in BETA.

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Chose how to set up birthday parties

Planning birthday parties at your gym can be a bit challenging, but rest assured, we're here to assist you every step of the way. To streamline the process, start by asking yourself the following question:

Are bookings for birthday parties in a schedule/you need to schedule an instructor to be present? i.e. Your gym will only allow birthday party bookings on a fixed date and time during the week (e.g. every Monday between 4:00pm - 6:00pm).

If the answer is yes, we recommend setting up birthday parties as an Event.

Are bookings for birthday parties very flexible and open, such that there will be an instructor available onsite anyway, whether the birthday party takes place or not?

If the answer is yes, we recommend setting up birthday parties as a Slot.

Events vs Slots

Events

Regular events in BETA are standalone occurrences with a specific start time. These events are suitable for activities that happen regularly over a period, such as weekly yoga classes or a climbing lesson that meets every Tuesday evening, or for events that just happen once every now and then, such as a competition or a clinic. When a client purchases a ticket for a regular event, it grants them access exclusively to that particular instance. You can also grant the holders of certain types of passes the ability to enroll in certain types of events for free.

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Terminology

Event Template

Event Templates are like blueprints for events, allowing you to set up recurring event structures without redoing the setup each time. When you create an Event Template, you're essentially creating a model that you can reuse for multiple events.

Event Instances

Event Instances, on the other hand, are the actual events created based on these templates. They represent individual occurrences of the events you've set up, following the structure defined in the Event Template. This setup makes it easy to manage both recurring events and their specific instances.

What can I customise in Events?

Event template

Duration
Maximum Capacity
Description
Confirmation Email
Tags
Price

Event instance

Organiser
Start time
Recurring weeks

Community & above

Slots

Event slots in BETA represent blocks of appointments on your calendar that visitors can reserve. They are particularly useful for scenarios where the event structure or availability follows a fixed schedule. Slots can be reserved for free, or you can attach pricing to the different numbers of participants within a single booking.

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Slots are beneficial for:

Avoiding Overcrowding: For instance, you can designate peak hours with 120-minute slots available for climbing. Climbers can then book one of the 120-minute slots within that timeframe, helping manage gym capacity efficiently.
Birthday Parties: Slots are ideal for managing birthday parties, especially if you have a dedicated party room and instructors available during specific times. This allows for flexibility in pricing per participant, options for deposits or full payments, and the ability to permit single bookings only.

What can I customise in Slots?

General Settings

<aside> 🎁 General settings for Slots are available for all BETA users on the Community tier and above.

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Name
Description
Photo
Pricing
Slot Duration - duration of the event slot
Offset - time between slot start times
Scheduling - The days and time periods in which you want to allow people to book slots
Capacity
1. Maximum capacity per slot
2. Maximum total capacity across all overlapping slots
Link a pass - indicate which passes can be used to reserve a slot
Blackout days - specific dates when the slots are unavailable. Blackout dates can be used to override the normal hours of a slot for a given day, or to completely block a date from booking.

Advanced Settings

<aside> 🎁 Advanced settings for Slots are available for all BETA users on the Business tier and above.

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Settings designated on creation

Advance Booking - You can set the booking window for any given slot using the Advance Booking Start and Advance Booking Cutoff parameters. The default booking window is from 7 days before the slot until the day of the slot.
Bookings closure - No. of days before booking closes

Minimum Slot Duration - Allow people to book shortened slots near the end of the Slots window by setting a minimum slot duration. By default, the minimum slot duration is the same as the slot duration.
Minimum participants per booking - You can set a minimum number of participants to require in each distinct booking.
Calendar checked for availability - Make Slots event-aware to deduct any concurrent event enrollments from their available capacity. This is useful if you are using Slots to manage your facility occupancy rates.
Single Booking Only - If true, a slot cannot be booked if any single booking has been made for that slot. This allows groups of different sizes to book slots, but limits the booking to one group, in order to make the slot exclusive to that booking. Note, if slots are RESOURCE LINKED, if the setting Single Booking Only is enabled for any one of the slots (Eg Slot B) - the overlapping slots that are linked to the same resource, may not be booked (Eg Slot A, C). So if any single booking on a Slot B instance, implies that Slot A and Slot C instance, are unavailable for booking.
Single booking only (non-resource linked); This means that the online booker will only allow a single booking for this slot type at a given time, but shared resource slots can still allow multiple bookings. Eg, so if Slot Y is set to Single booking only (non-resource linked), any booking on Slot Y instance, will only disable that Slot Y for additional bookings.

<aside> 💡 If your facility only allows 1 birthday party to be ongoing at any particular time, then we would suggest using the Single booking only feature.

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