Example: How to setup a class (group lesson)

Example: How to setup a class (group lesson)

Overview

Situation: A Swim Club host an Aqua Zumba class on June 15th at 10am.     
Policy:
  1. $20 per person.
  2. No late signups.  Class starts promptly on time.    

What booking portal features are we going to use?  

  1. Since the club's Zumba instructor decides the date and time of the class, we are going to build an Event.  
  2. Since the class has payment options, the Fees features will be used to track payments.   

Step 1) Create a resource

To learn how, CLICK HERE (step 1). 
If you have not done so already, create a resource.  In this scenario, it can be a general resource used by multiple events.  You can re-use the resource if you have more than one event.    


Step 2) Create a new event

This is step 2 of our general help article.  Select the resource you created in step 1


  1. Name: Aqua Zumba.  Use a descriptive name.  Your members will know what they are signing up for.     
  2. Start Date & Start Time: June 15 at 10am.  The date and time of your event.
  3. End Date & Start Time: June 15 at 11am.  The date and time of your event ends.
  4. Add Recurrence: Not used in this scenario.     
  5. Assigned Resources: This should already be checked to the resource used in step 2.  
  6. Visibility: Public is the least restrictive option and best for this scenario.    
Click Add to proceed to the next step.    

Step 3) Edit the signup form settings

This is step 3 of our general help article.  We'll recommend your settings below. 

  1. Enable Patrons to Signup: Checked.  This turns on the event.       
  2. Requires Membership: Unchecked.  In most scenarios, you should not have this checked.  
  3. Max Paton Signups: Set this to the maximum number of attendees.  If you don't have a max, set it to a very high number.  
  4. Signup Opens: Unchecked because patrons can signup anytime.         
  5. Signup Closes: Unchecked.  The signup will close on June 15th at 10am (the start of the event).   
  6. Allow Late Signups: Unchecked because the class starts promptly at 10am and you do not allow people to come late.      

  1. Signup Instructions: Write any unique instructions.  In this case, inform your patrons they should arrive early and be ready at 10am.    
  1. Cost per Patron: $20.00 - This is the cost of the event per person. 
  2. Add Cost Item: NA/$0.00 - In this scenario.
  3. Service Fee %: NA/$0.00 - In this scenario.
  4. Fixed Service Fee: NA/$0.00 - In this scenario.
  5. Add Matching AGS Service Fee: Unchecked in this scenario. If you want your patrons to pay any AGS fees, you would check this option.  
  6. All other payment options: Unchecked in this scenario.  All patrons must pay online.    
  1. Auto Refund Fee on Cancellation: Checked in this scenario.  If a patron cancels, the refund will be automatically issued.  
  2. Email Event Owner on Signup Activity: Unchecked in this scenario.  You don't need 100+ emails each time a family signs up.  
  3. Require all Patron Names: Unchecked in this scenario. If you don't care about specific patron names.  The number of tickets, fees, and age is what you care about.  
  4. Restrict Check-in to Event Owner Only: Unchecked in this scenario.  Any staff member will be able to work the check-in station. 

  1. Terms & Conditions: Write and T&Cs here.  

Step 4) Save & Test


  1. Don't forget to Save.  Any changes will not be visible until you click SAVE.  
  2. Click Go to Patron Signup Page to view and test your event.  

How will patrons get checked in and ensure all attendees have paid?

You'll use the check-in feature for this event.  CLICK HERE to learn how.  Since this is a small event, the download patron list or print sign-in sheet may be more practical.  CLICK HERE to learn more.  Use any of the 3 options.