Events

Open “Events” in the admin menu. The page lists “Upcoming”, “Past” and “Cancelled” events; each has its status and a table of ticket types with prices, tickets sold and tickets left. Press an event to open its page. Administrators and managers create and change events; front desk staff can open them, sell tickets at the register and check people in.

• An event lives apart from the schedule: it does not take a spot in any class.
• An event can belong to one branch or to the whole club (“Not tied to a branch”).
• Every event has at least one ticket type, even a free one: the quantity is how many people you plan to let in.
• Each ticket has its own code — the letter T and eight characters. It is what people show at the door.

1. 1In “Events” press “New event”.
2. 2Fill in “Title” and a one-line “Summary” for the listing.
3. 3Set “Starts” and “Ends”. If the end date is left empty, the event ends on the same day.
4. 4Pick the “Branch” or leave “Not tied to a branch”, and write the “Location”: a studio, an address or “online”.
5. 5Under “Tickets” describe at least one ticket type (see below).
6. 6In “Publishing” choose “Publish right away” to put the event on sale, or “Draft — hidden for now”.
7. 7Press “Create event”. The event page opens.

• Each row under “Tickets” is one ticket type with a “Ticket type” name, a “Price” and a “Quantity”. The first row is prefilled as “General admission”.
• An empty price means the ticket is free: people register without paying. An empty quantity means there is no limit.
• Use “Add ticket type” for more rows, for example an early-bird ticket and a member ticket; one event can have up to 20 ticket types. “Remove” deletes a row.
• Prices are in the club currency.
• “Sold” counts tickets that are paid for or registered for free. While someone is paying on the website, their tickets hold seats for up to 35 minutes: the table shows them as being paid for, and “Left” already excludes them.

Published upcoming events appear in the “Events” section of the club website. Each card opens the event page with the date, place, description and every ticket type with its price and the number left.

1. 1The visitor presses “Buy” next to a ticket type, or “Register” for a free one.
2. 2On the checkout page they choose the ticket type and how many tickets they need — up to 10 per order — and can enter a promo code.
3. 3They sign in to their member area or create one right there, and agree to the purchase terms.
4. 4A paid order opens payment through the club’s own Stripe account; the money goes to the club. A free registration completes straight away.
5. 5After payment the order page shows the tickets with a QR code each, and a letter with the ticket codes goes to the buyer’s email. The tickets are also listed in the member area, in “Bookings”.

• A ticket type with no tickets left is marked “Sold out”; an event whose tickets are all gone is marked “Sold out” on the website card.
• Two people can’t take the same last ticket: seats are checked at the moment of the order, and tickets that are being paid for hold their seats.
• Website sales close when the event starts. The register keeps selling until the event ends.
• A promo code works for tickets if it is a discount code that isn’t limited to certain plans or to a first purchase.

In “Register”, the “Event tickets” block lists the ticket types of published events of this branch and of the whole club until each event ends, with the number left.

• Tap a ticket to add it to the receipt, like a product; you can sell tickets and products in one receipt.
• Take the payment in cash, on the terminal or by card through the QR code, as for any sale. Cash goes into the branch’s cash drawer.
• Pick a member on the receipt and the tickets go to their member card; they also get a letter with the ticket codes.
• If there aren’t enough tickets left, the sale doesn’t go through and nothing is recorded.

• “Edit” on the event page opens the same form with all fields and ticket types. “Save changes” applies them.
• The quantity of a ticket type can’t go below the tickets already sold or being paid for.
• A ticket type with sales can’t be removed; the form marks it “Has sales — can’t be removed”. You can still change its name and price for future sales.
• “Publish” puts a draft on sale on the website and at the register.
• “Delete event” removes an event that has no sales. An event with sales can only be cancelled.

The event page shows the tickets sold, how many people have checked in, how much was paid, and the “Attendees” list: name, ticket type and code, where it was sold, payment and entry.

1. 1At the door, open the event page. The cursor is already in the “Check-in at the door” field.
2. 2Scan the ticket QR code with a desk scanner, or press “Scan QR” to use the tablet or phone camera. You can also type the ticket code.
3. 3The member’s own check-in code from their member area works too: it checks in their next ticket for this event.
4. 4The result appears under the field: checked in, already checked in with the time, or why the code doesn’t fit. The field clears for the next person.

• “Check in” next to a name in the list marks entry by hand; “Undo” removes a mark made by mistake.
• “Export CSV” downloads the attendee list with contacts, ticket, payment and entry time — for a paper list at the door or to reconcile with an organiser.

1. 1On the event page press “Cancel event” and confirm.
2. 2Sales stop: the event leaves the website and the register, unpaid orders close and free tickets are cancelled.
3. 3Everyone whose ticket is on their member card gets a message that the event is cancelled.
4. 4Card payments made for these tickets alone are refunded right away through the club’s Stripe account, if you have the right to manage payments.
5. 5Everything else is in the “Refunds” list on the event page until it is closed.
6. 6While any line in that list is still “To refund”, the event also shows on the Home page under “Needs attention” as “Refunds due”, with the people still waiting for their money — for staff with the right to manage payments.

• “Refund to card” returns a card payment through the club’s Stripe account; “Refund all card payments” does the next batch at once.
• “Refunded in cash” records cash handed back at the front desk; the cash drawer records it.
• “Mark as refunded” is for money returned on the bank terminal or in the Stripe dashboard — for example a card payment made together with other items at the register.
• A refunded ticket frees its seat and shows as “Refunded” in the attendee list.