What This Screen Does
This is where you create a new event in the system. Think of it like setting up a poster and ticket booth for an upcoming gathering — you describe what the event is about, when it happens, what tickets are available, and what extra information you need from attendees. Once you save, the event goes live (or stays private) and people can start signing up.
How to Get There
Open the dashboard.
In the left-hand menu, click Event.
Click the + New Event button (or equivalent creation action) in the top-right corner.
You are now on the Create Event screen.
Step-by-Step Guide
1. Enter Event Information
This is the main section where you describe your event.
Field | Required | What to Enter |
Event Title | Yes | The name of your event. This is the main title displayed to attendees. |
Location Availability | Yes | Select one or more gym locations that can host this event. Defaults to your currently selected gym. |
Confirmation Email Template | Yes | Pick an email template that will be sent to attendees after they successfully register. Only templates of type “Ticket Confirmation” appear here. |
Short Description | Yes | A brief summary (a few sentences) displayed in event listings and previews. |
Full Description | Yes | A detailed description of the event using the rich-text editor. Include the schedule, what attendees can expect, and any other important details. |
2. Upload Event Images
Below the description you will find the image uploader.
Click to add one or more images from your computer.
Images are cropped to a 4:3 aspect ratio. The recommended size is 2048 × 1536 pixels.
You must upload at least one image — the form will not submit without it.
To remove a single image, click the remove button on that image. To clear all images, use the Remove All action.
3. Set Public Visibility
Toggle Publicly Available on or off.
When on (the default), the event is visible and accessible to the public.
When off, the event is hidden and only accessible internally.
4. Enter an Accounting Code
Field | Required | What to Enter |
Accounting Code | Yes | A numeric account number used for financial tracking and reporting. Must be greater than 0. |
5. Set the Event Schedule
This section defines when the event takes place and when people can register.
Event Date & Time
Field | Required | What to Enter |
Start | Yes | The date and time when the event begins. Must be in the future. Uses 24-hour format. |
End | Yes | The date and time when the event ends. Must be later than the start date. |
Registration Period
Field | Required | What to Enter |
Opens | Yes | The date and time when registration opens. Must be in the future and before the close date. |
Closes | Yes | The date and time when registration closes. Must be later than the open date and no later than the event end date. |
6. Configure Ticket Types
Every event needs at least one ticket type. A ticket type defines a category of admission — for example, “General Admission” or “VIP”.
One default (empty) ticket type row is shown when you first open the form.
Fill in the details for each ticket type:
Field | Required | What to Enter |
Name | Yes | The ticket type name shown to attendees (e.g. “General Admission”, “Early Bird”). |
Available Tickets | Yes | The maximum number of tickets available for this type. Must be 0 or greater. |
Price | Yes | The price per ticket. A currency symbol is shown based on your system’s default currency. Must be 0 or greater. |
VAT Rate | Yes | Select the applicable tax rate from the dropdown. You must pick a valid rate. |
To add another ticket type, click Add Ticket Type.
To remove a ticket type, click the red Remove button on that row.
You must have at least one ticket type to save the event.
7. Add Registration Options (optional)
Registration options let you collect extra information from attendees when they sign up — for example, a t-shirt size or dietary preference.
By default, no options are added. This section is entirely optional.
To add an option, click Add Option.
Field | Required | What to Enter |
Name | Yes | The label shown to attendees (e.g. “T-shirt size”, “Dietary requirements”). |
Input Type | Yes | How attendees will provide their answer. Options include Select (dropdown), Radio (radio buttons), and Text (free text). |
Values | Depends | For Select or Radio types, enter a comma-separated list of choices (e.g. “Small, Medium, Large”). For Text type, leave this empty. |
To remove an option, click the red Remove button on that row.
8. Save
Click the Create button at the bottom-right of the form.
The system will:
Validate all your inputs.
Create the event record for each selected gym location.
Upload the event images for each created event.
Navigate you back to the previous page.
You will see a green “Create success!” notification at the bottom of the screen.
What Happens Behind the Scenes
You click "Create"
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Form validates all fields (Yup schema)
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Option values are split from comma-separated strings into arrays
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API call: EventService.create({ body: formData })
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Server creates one event per selected gym location, returns new event IDs
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For each new event:
API call: EventService.setBackgroundImage({ id, files: images })
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Success notification appears ("Create success!")
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You are navigated back to the previous page
Troubleshooting
“I filled everything in but the Create button does not work”
Double-check that all required fields are filled in. The form will not submit if anything is missing.
Look for small red error messages below the fields — they tell you exactly what is wrong.
Make sure you have uploaded at least one image.
Make sure you have at least one ticket type with all its fields completed.
Verify that the Confirmation Email Template is selected (not left blank).
“I do not see any email templates in the dropdown”
Only email templates of type Ticket Confirmation appear in this dropdown.
If the list is empty, you need to create a Ticket Confirmation email template first under the Email Templates section.
Try refreshing the page — templates are loaded when the page opens.
“The end date shows an error”
The End date must be later than the Start date.
The Registration Closes date must be later than the Registration Opens date.
Make sure you have not accidentally set the same date and time for start and end.
All dates must be in the future.
“I do not see any gyms in the Location Availability dropdown”
You must have at least one gym/location set up in the system before creating an event.
If you are new to the platform, set up a gym first under Gym settings.
The dropdown defaults to your currently selected gym. If no gym is selected globally, the list may appear empty.
“The VAT Rate field keeps showing an error”
You must select a valid tax rate from the dropdown. The default placeholder value is not accepted.
If no tax rates appear in the list, ask your administrator to configure tax rates in the system settings.
“My images did not upload”
Images must not exceed the maximum file size allowed by the system.
Supported formats include JPEG, PNG, and other standard image types.
If the event was created but the images failed, navigate to the event and try uploading them again from the edit screen.
“I got an error after clicking Create”
A red error message will appear. Read it carefully — it usually tells you what went wrong.
Common causes: server timeout, network issues, or a missing required field that was not caught by the form.
If the error is unclear, try again. If it keeps happening, contact support with the error message.
“I want to add a ticket type but I accidentally removed the only one”
Click the Add Ticket Type button below the ticket types section to add a new row.
You must have at least one ticket type before you can save the event.
“I do not understand the difference between Select, Radio, and Text for registration options”
Select shows attendees a dropdown menu where they pick one choice from your list of values.
Radio shows attendees radio buttons where they pick one choice from your list of values.
Text gives attendees a free-text field where they can type anything. No predefined values are needed for this type.
“I created the event but it does not appear publicly”
Check whether the Publicly Available toggle was turned on. If it was off, the event is hidden from the public.
Go to the event’s edit screen and toggle it on if needed.