One of the activity types in Planniac is Events. These can be activities that are scheduled on particular calendar dates:
on a one-time basis
recurring on a certain day of the week
set on specific dates
Examples of events are:
Cooking class
Holiday party
Live music
Weekly seminar
Working with events in Planniac entails:
Generating event templates and their default information in Resources
Modifying dates or editing events using the Events Report
Setup events in Resources
In Resources, you set up your event template and establish the default information.
Follow the steps below to quickly set up a new event and make it available for guests to book.
Step 1: Create your event
Step 1: Create your event
Go to Resources
Click the "+" to add a new activity
Select "Event" as the activity type
Name the event
Select the event provider(s) (the provider will already have to be on your Resources list)
Select the available days of week (if this will vary, select all)
Set the start time, end time, and event location
Set the maximum event capacity
Set whether the capacity is enforced.
Select a status in case the event is cancelled
Indicate "Pack meal" if your kitchen needs to send food for each participant (for example if the event is a day-long event including lunch)
Describe the activity and include a photo, if you plan to publish it on your Online Offers (upsell) page.
Add itinerary and internal notes as needed.
Save
Important note:
Set up your default event information in Resources
Set pricing, schedule, cancel and modify events in the Events Report
Step 2: Allow the event to be purchased as a Cloudbeds add-on
Step 2: Allow the event to be purchased as a Cloudbeds add-on
Set up the event as an add-on in Cloudbeds
Enable Cloudbeds add-ons in Planniac in Admin Settings > General Settings
Copy the Cloudbeds add-on name (it must be exact, so copy & paste is the best way)
Go to Resources in Planniac, find and open the Event that you created, and activate Cloudbeds add-on for that activity
Paste the Cloudbeds add-on name into the first field
Select a default status
Select a default vendor
Step 3: Add the event to your Offers & Experiences web page
Step 3: Add the event to your Offers & Experiences web page
Make sure Planniac's Online Offers (upsell) is enabled in Settings
Give your event an enticing name
Select the display grouping (those are set in Admin Settings > Planniac Upsell)
Choose a default status when an event is booked this way
Select the vendor
On the Online Offers page provided by Planniac , it will look like this:
View events on Planns page
Planns page
On the Planns page, events are shown just like other activities that have been booked for guests, showing the date, time, guest name, activity name, and confirmation status.
You can book events manually by using the orange "+", or you can use Cloudbeds add-ons or Planniac's optional upsell tool to provide online booking of the events.
Managing events
Under Reports, you'll find Events.
It's actually more than a report – it's a tool that lets you make changes to scheduled events and view the list of participants.
That page looks like this:
Understanding the Events page
Event date
The Event date is the date of a particular event. When you set up your events, you choose the dates according to your criteria – whether it's a one-time event or recurring. Each occurrence will have its own entry on this report.
Event name
This is the name you gave the event when you set it up in Resources.
Edit event
The edit icon next to the event name will open some settings that you can use to modify that particular event. You will be editing only that particular occurence of the event. (see the "Event edit" instructions below).
Status
You'll see either "Active" or "Cancelled." If you'd rather not see the cancelled events, you can click the "Hide cancelled" button at the top of the page.
Start time
The standard start time of the event is set in Resources. If you need to change the time of a particular event occurrence, click the "Edit event" icon.
Location
The default Location for this event comes from the Resources page. However if an event has already been scheduled, then you'll need to change the location using the "Edit event" icon.
Capacity
The default Capacity for this event is set up on the Resources page. You are able to use the "Edit event" tool on this page to change the location for this particular occurrence of the event.
Booked
Booked is the number of guests or non-guests who have been added to this event, either by scheduling the activity on the Planns page, or by online bookings via Cloudbeds add-ons or Planniac's optional upsells tool. Clicking on this will show a list of all the people who are booked for the event.
Not confirmed
If guests are unconfirmed, they will appear in this column in red, indicating followup is required.
Available
This shows the number of "seats" still available for this event. If the event is full, a symbol appears to indicate that.
Event guest list
Shown by clicking the icon in the "Booked" column.
Edit an event
Clicking the edit tool brings up the details for this particular occurrence of the event. You can change the information shown here, including location, start and end times, capacity, number of participants who have already booked, pricing, and event notes.
Remember that changes made here will only apply to the event on this date. This does not make a global change to all occurrences of this event.
Schedule an event
Click "Add event dates"
Select an event from the list (these are the events you previously set up in Resources)
Select a provider
Choose a date method:
Add specific dates. This means you will choose specific dates from the calendar.
Add date range. Using this method you would choose your available days of the week, and then add a date range where the event is valid. For example:
Every Tuesday in June
Every day from current date until end of year
Add the event location
Set or modify the capacity (a default was set in Resources)
Set or modify the start and end time
Set or modify the pricing
Select whether booking capacity is enforced
Pro tip 🚀 : It's a little easier to create new dates than to delete or modify them later. So we recommend just creating a few -- for example a month at a time -- in case you need to edit location, time, capacity or price later.