📝 Overview
The Events feature allows you to create point-in-time activities that Participants (Customers) can register for. Unlike appointments—which are scheduled based on customer availability—Events are scheduled by you or your administrators, with fixed dates and times. This feature is ideal for workshops, classes, or large group meetings as your business grows.
💡 Before getting started, it’s recommended to review and configure your Event settings. This article covers those settings in detail.
🔑 Authorizations
All pricing tiers and both Single & Multiple Appointment versions support Events.
🛠️ Setup
How to Review Event Settings
Click Settings.
Click Events.
In this section, you’ll control how Events are displayed and managed. Configure these preferences based on how frequently you host Events and how you want Participants to view them.
💡 Best Practices
If hosting many Events, enable:
Display Events by Location (Preference #1)
Use a drop-down list for Events on the Customer View (Preference #2)
If assigning Staff Members to Events and you want to prevent double-booking, enable blocking staff availability during Events (Preference #6).
How to Change the Term Used for Events
If your business uses a different term for Events:
Click Settings.
Click Terms.
Locate Preference #8 (one-time events such as classes or concerts).
Enter both a singular and plural term.
Click Update.
How to Use Event Templates
Event Templates allow you to save default settings for recurring Events, making it faster and easier to create future Events while maintaining consistency.
To create an Event Template:
Click Events.
Click Add Event Template.
Complete the required and optional fields:
Template Name: Internal reference name.
Event Name: Public-facing Event title.
Description: Details shown to Staff and Participants.
Allow Customers to See: Controls visibility and registration access.
Duration: Length of the Event.
Cost: Event price.
Event Start Time: Default start time (optional).
Multi-day Format: Determines Event type.
Max # of Participants: Attendance limit (optional).
Status: Active or Inactive.
💡 Changes made to a template will apply to all Events created from it. You may need multiple templates to accommodate different Event formats or visibility rules.
Types of Events
When creating an Event, choose one of the following formats:
Single-Day Registration (Multi-day Event = No)
Customers register for only one date.
Use when content is the same each day.
Multi-Day Series (Multi-day Event = Yes)
Customers attend all dates.
Use when content differs across sessions.
How to Create a New Event
Click Add Event.
Complete the Event form.
Select all applicable Event dates.
Available fields include:
Template: Select an active Event Template.
Title: Public Event name.
Description: Event details.
Allow Customers to See: Visibility setting.
Duration: Event length.
Cost: Event price.
Event Start Time: Start time of the Event.
Multi-day Format: Event type.
Max # of Participants: Attendance limit.
Staff Member: Assigned host or presenter.
Room: Reserved space (if Rooms are enabled).
Event Dates: Dates Participants can register for.
How to Edit an Event
When editing Event dates:
If removing a date with registered Participants, you’ll be prompted to move them or cancel their registration.
If Move Participants is unchecked, Participants will be unregistered and receive a cancellation email.
If checked, select the From and To dates.
Choose a Cancellation Reason and click Cancel for the removed date.
How to View Events
From the Appointments tab:
Click View All Events to see all upcoming Events.
Navigate to a specific date on the calendar to see Events scheduled for that day.
From either view, you can:
View Event details
See registration counts
Add Participants
How to Delete Events
Click Events.
Locate the Event.
Click Delete.
⚠️ If Participants are registered, no cancellation email is sent. It’s recommended to remove Event dates first to provide cancellation details.
🧑💻 Customer View
Events appear below the Appointment locator by default.
Customers can view titles, descriptions, and available dates.
To display Events in a drop-down list, enable Events Preference #2.
On the NextGen Customer View, Events appear in the upper-right corner.
💳 Using Point of Sale with Events
If using the Point of Sale module, additional fields are available:
Product/Service Code: Identifies the Event during checkout.
Taxable: Marks Events as taxable or non-taxable.
Category: Assign POS categories to Events.
❓ Frequently Asked Questions (FAQs)
Find answers to common questions or additional details that may not be covered in the main instructions.
Click the arrow to view frequently asked questions
How do I change the term used for Events?
Click the arrow to see the answer
Click Settings.
Click Terms.
Locate Preference #8.
Enter singular and plural terms.
Click Update.
Why can’t I set specific durations for Events?
Click the arrow to see the answer
Event durations must align with the time interval set in Settings > Appointments > Preference #1.
Will an Event block my Staff Member’s schedule?
Click the arrow to see the answer
Yes, if Settings > Events > Preference #6 is set to Yes.
Can I assign a Staff Member to an Event?
Click the arrow to see the answer
Yes, using the Staff Member drop-down within the Event. Staff Members cannot be assigned if staff sharing is enabled across multiple locations.
💡 Staff sharing can be found under Settings > Locations > Preference #7.
Can Events be used with Packages?
Click the arrow to see the answer
Yes. After creating the Event, you can select it when creating a Package.
If the Package does not appear when scheduling, open the Package, click the + next to the Event Template name, and select the specific Event.