Events

An event is a one-off happening your members can discover and book - a workshop, seminar, tournament, open day, or party. Each event gets its own public page, ticket types with individual prices and capacities, an attendee list with check-in, and a one-click promotion flow that emails your members. The list page is at Schedule > Events (also reachable from the Schedule page menu). The detail page is where you publish, promote, watch ticket sales, and run check-in on the day.

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Overview

• One-off happenings with their own public page - workshops, seminars, tournaments, open days, parties.
• Ticket tiers - multiple ticket types, each with its own price and capacity.
• AI drafting - ask the assistant to plan an event, grounded in your real gyms, sports, instructors, and areas.
• Flexible payment - pay online, pay on arrival, or let members choose.
• Promote in one click - open a prefilled message to your members; feature events across app, portal, and website.
• Sell anywhere - online, or at the front desk via POS, with an attendee list and check-in (and collect) on the day.
• Group orders - a buyer can purchase several seats, including mixed tiers, with guest registrations.

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Events vs classes

Use a class for recurring group activities with a single per-seat price and a waitlist. Use an event for one-off occasions that need their own page, multiple ticket tiers, or promotion:

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The list page

The events list has five tabs with live counts: All, Draft, Live, Past, and Cancelled. Search filters by title or location. Each row shows the cover thumbnail, date and time, booked count, and status. Row actions depend on status: Publish (draft), Unpublish (live, only while nothing is booked), Promote (live), View attendees, Copy link (the event’s public page URL), Edit, Cancel event, and Delete.

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Creating an event

Click Add Event on the list page, or use the add menu on the Schedule page. The dialog has four sections:

• Details - Title, Summary (a short teaser shown on event cards and in notifications), Description (rich text shown on the event page - what to expect, who it’s for, what to bring), and Cover image.
• When & where - start and end time (entered in the gym’s timezone; multi-day events are supported), a free-text Location line, and the gym. Leave the gym empty for an organization-wide or off-site event.
• People & sports - Instructors, Areas, and Sports. These are labels for the event page and the schedule, not reservations: assigning an area does not block that area from being booked separately at the same time, and instructors are not marked busy.
• Booking - the Members can book a spot toggle, tickets, payment collection, and the Featured toggle.

Events also have a visibility setting: Public (anyone can see it), Member only (only signed-in members), or Private (admins only). New events start as drafts. Members never see a draft - publish when you’re ready.

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Drafting events with AI

The admin AI assistant can plan and draft an event for you - ask it something like “plan a Saturday morning yoga workshop”. The draft is grounded in your real data, not invented: your gyms, sports, instructors, areas, recent event titles (to avoid near-duplicates), and a suggested slot on the next free weekend morning. The cover image comes from one of three sources, in order of preference:

1. Your media library - real photos of your gym are always preferred.
2. Stock photo search - the assistant searches a stock photo catalog (powered by Pexels) for a concept-matched cover. The photo you approve is imported into your own media storage, so the event never depends on a third-party link.
3. A curated stock catalog - a built-in fallback set covering common concepts (yoga, HIIT, running, dance, community events, and more).

AI drafts are deliberately conservative: they are created as private drafts with a free ticket, they always target a future date, and the assistant keeps at most one AI draft at a time - if one exists, it offers to refine it instead of creating another. You review, edit, and publish; the assistant never publishes for you. When your organization has no upcoming events, the admin home and schedule pages show a suggestion card that starts this flow.

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Tickets

Tickets set the booking price - members pick one when they book. A bookable event needs at least one active ticket. Each ticket has:

• Ticket name - for example “General admission”, “Session + brunch”, “VIP”.
• Price - in your organization’s currency. Set 0 for a free ticket; free tickets skip payment entirely.
• Capacity - how many of this ticket can be sold. Leave empty for unlimited spots.
• Description - optional, shown in the ticket picker.
• Active - deactivate a ticket to stop new sales without touching existing bookings.

Add several tickets to offer price tiers. Members see each ticket with its price and remaining spots; a ticket at capacity shows Sold out and can’t be selected. Cards and listings show the price as “from X” (the cheapest active ticket). A few rules to know:

• The price a member pays is captured at purchase - editing a ticket’s price later does not change existing orders.
• A ticket that has bookings can’t be deleted; deactivate it instead.
• Each ticket can book revenue to its own revenue account for tax and reporting.
• Ticket names and descriptions (and the event title and summary) can be translated per locale.

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Group orders and guest seats

A member can buy several tickets in one order - including a mix of types, like two General admission and one VIP - with up to 10 seats per ticket type. The buyer gets one named seat; every additional seat becomes an anonymous guest registration tied to the buyer’s order. Guests appear on the attendee list as “Anonymous (buyer name)” so you always know who brought them. A member can hold only one named seat per event.

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Payment collection: pay online or reserve

For paid tickets, the How is payment collected? setting controls when money changes hands:

• Pay online - members pay by card when they book.
• Pay on arrival - members reserve their spot and pay in person at the event. The booking is created with an outstanding balance that staff collect at check-in.
• Let members choose - members pick between paying online now or paying on arrival at checkout.

Pay-on-arrival balances are settled with the Check in & collect action on the attendee list, which records the payment and checks the attendee in at the same time.

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Publishing, unpublishing, and cancelling

• Publish moves a draft to Live. Live events appear on member surfaces and become bookable. The detail page of a draft event has a Publish button in the header.
• Unpublish moves a live event back to draft, but only while it has no active bookings. Once seats are booked, cancel instead.
• Cancel event cancels the event and all of its active bookings through the standard booking cancellation flow. Cancelled events move to the Cancelled tab and disappear from member surfaces.
• Delete is only available for events that never had bookings.

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Promoting an event

On a live event, click Promote. This opens Compose with a ready-to-send message: the cover image, the event title, a formatted when-and-where line in the gym’s timezone, the summary, and a View event button that links to the event’s public page. You choose the audience (all members, a filtered segment, or individual contacts) and press Send yourself - nothing goes out automatically. In the mobile app, the View event button opens the event screen directly in the app.

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Featured events

Turn on Featured to spotlight an event across member surfaces:

• The mobile app home screen shows a Featured events row; tapping See all opens the full events list.
• The member portal highlights featured events at the top of the events page.
• The website’s Events section defaults to a featured-events rail (see Website).

Featured placements are self-hiding: when no live, upcoming, featured events exist, the rails don’t render. Feature your next big event, and unfeature it after it happens.

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Selling tickets at the front desk (POS)

The Events tab in Point of Sale lists your live, bookable events sorted by start time, each card showing the cover, date, and number of ticket tiers. Tap an event to pick a ticket tier, set the quantity, and add it to the order alongside any products. The selected contact gets the named seat; additional seats become guest registrations, exactly like online orders. Complete the order with any POS payment method - card, cash, or terminal. Collecting an existing pay-on-arrival reservation is done with Check in & collect on the event’s attendee list, not by ringing up a new POS sale.

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Attendees and check-in

The event detail page shows per-ticket sales (“N sold”) next to each ticket and a booked-versus-capacity summary, above the Attendees grid. Attendees are sorted newest-first, and clicking a row opens the underlying booking. Each row shows the attendee, the ticket they hold, booking date, payment status, and check-in status. Guest seats read Anonymous (buyer name) with the buyer’s email underneath, and the buyer’s own row carries a +N guests chip so a party reads as one order. Row actions:

• Check in - marks a paid (or free) attendee as present.
• Check in & collect - for unpaid pay-on-arrival attendees: opens the payment method picker, settles the balance, and checks them in, in one step.
• Assign - attaches a real contact to an anonymous guest seat, turning it into a named attendee. Useful when a guest walks up and you want their visit on their profile. A contact who already has a seat on the event can’t be assigned a second one.

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Events on the schedule

Live events appear on the Schedule calendar as read-only cards. A single-day event placed at a gym renders in its areas’ lanes in day view (or under its instructors when it has no areas). Multi-day and organization-wide events render as chips in a banner above the grid. Click a card to open the event detail page. Remember that area and instructor assignments are visual placement only - an event “in Court 1” does not reserve Court 1. If you need the space held, keep an eye on bookings for that area during the event window.

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Where members see events

• Member portal - the events page lists upcoming live events with cover, date, location, and price; each event has its own detail page with the description, instructors, ticket picker, and booking flow. The event’s Copy link URL points here.
• Mobile app - the home screen shows the featured events row, the events list shows everything upcoming, and an upcoming event booking appears on the Today card with the event cover, title, and ticket count. Event links in messages open in the app.
• Website - the Events section (a featured rail or a full list) can be added to any page of your site, and new template sites include it on the home page. See Website.
• Visibility - Member only events require a signed-in member; Private events never appear on member surfaces.

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Current limits

• Events don’t recur - create each occurrence separately, or ask the AI assistant to draft the next one.
• There is no event waitlist. When every ticket is sold out, booking closes.
• Event tickets are always paid directly - membership plans and external programs don’t cover them.
• The kiosk doesn’t sell event tickets; use the POS for on-site sales.
• The event description is single-language; only the title, summary, and ticket names/descriptions are translatable.

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Worked examples

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Padel tournament with tiers

Create the tournament event, add two tickets - Player (capped at your draw size) and Spectator (unlimited, lower price) - and set payment to Pay online so entries are confirmed and paid up front. Promote it to your padel players and watch the per-ticket “N sold” counts on the detail page.

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AI-drafted yoga workshop

From the suggestion card (or by asking the assistant), draft a “Saturday morning yoga workshop”. It arrives as a private draft with a free ticket, a future date, and a cover image from your media library. Review the description and time, add a paid ticket if you want, and publish.

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Martial-arts grading day, pay on arrival

Set the grading event’s ticket to Pay on arrival so students reserve now and pay at the door. On the day, use Check in & collect on the attendee list to take payment and mark them present in one step.

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Club open day you want everyone to see

Make the event Public and turn on Featured so it surfaces on the app home rail, the portal, and the website. Use Promote to email members with a prefilled message, then unfeature it once the day has passed.

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Tips & best practices

• Reach for an event, not a class, when you need tiers, a landing page, or promotion. Use a class for recurring, single-price group activities with a waitlist.
• Free tickets skip payment entirely - ideal for community sessions and RSVPs.
• Feature your next headline event, then unfeature it. Featured rails self-hide when nothing qualifies, so keeping this tidy keeps member surfaces clean.
• Assign guest seats at the door. Turning an anonymous guest into a named contact puts the visit on their profile and helps future marketing.
• Remember area assignment is visual only - an event shown “in Court 1” does not hold Court 1; block it with a booking if you need the space reserved.

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Troubleshooting

Issue: The Unpublish action is missing. Solution: You can only unpublish a live event while it has no active bookings. Once seats are booked, use Cancel event instead. Issue: I can’t delete a ticket. Solution: A ticket with bookings can’t be deleted. Set it to inactive to stop new sales while preserving existing orders. Issue: Members can’t see my event. Solution: Check it’s Live, not a draft, and that visibility isn’t Private (or Member only for logged-out visitors). Issue: A member’s plan didn’t cover the ticket. Solution: By design - event tickets are always paid directly; memberships and external programs don’t cover them.

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Related

• Schedule - Where live events render on the calendar.
• Bookings - Every ticket is a booking row; the detail page shows the event and ticket.
• Classes - For recurring group activities with waitlists.
• Compose - The messaging page the Promote button prefills.
• Website - The Events section on your public site.