Example: How to setup a community party as an event

Example: How to setup a community party as an event

Overview

Situation: An apartment complex is hosting a resident appreciation event at the community pool.  They'd like a RSVP for planning purposes but residents are always welcome. 
     

What booking portal features are we going to use?  

  1. Since the property manager decides the date and time of the party, we are going to build an Event.  

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: Resident Appreciation Night.  Use a descriptive name.  Your members will know what they are signing up for.     
  2. Start Date & Start Time: Aug 15 at 6pm.  The date and time of your event.
  3. End Date & Start Time: Aug 15 at 9pm.  The date and time 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.  Even though this is for residents only, you probably still do not need a "Membership Check".  
  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 because patrons can signup anytime. 
  6. Allow Late Signups: Checked.  This will allow a patron to signup after the event officially begins.  They may be fashionably late.      
  1. Signup Instructions: Write any unique instructions.  In this scenario, you may skip this section.    
  2. Fees: NA/$0.00 - In this scenario.  This party is free for residents.  

  1. Auto Refund Fee on Cancellation: NA - In this scenario. 
  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: Checked in this scenario. Maybe you need to know who is comming.  
  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 the event be managed? 

In this scenario, you may not use any "check-in" feature.  Residents can come and go as they please.  
If you do need to take attendance, you'll use the check-in feature.  CLICK HERE to learn how.  Or download patron list or print sign-in sheet instead.  CLICK HERE to learn more.  Any of the 3 options work in this scenario.