Example: How to setup a pay now or pay later event

Example: How to setup a pay now or pay later event

Overview

Situation: A Swim Club has a movie night on August, 15th at 8pm.     
Policy:
  1. Open to the public. 
  2. $5 per person.  Children under 2 are free.  
  3. Attendees can signup online or at the door. 
  4. Attendees can pay now or pay later.     

What booking portal features are we going to use?  

  1. Since the club decides the date and time of the movie night, we are going to build an Event.  
  2. Since the movie has payment options, the Fees, Pay Later, and Notes features will be used to track payments.   
  3. Since movie has fees, the check-in feature will be used to ensure all attendees have paid. 

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: Movie Night: Shrek.  Use a descriptive name.  Your members will know what they are signing up for.     
  2. Start Date & Start Time: Aug 15 at 8pm.  The date and time of your event.
  3. End Date & Start Time: Aug 15 at 10pm.  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 because patrons can signup anytime. 
  6. Allow Late Signups: Checked.  This will allow a patron to signup on August, 15th at 8:01pm.  After the event officially begins.    

  1. Signup Instructions: Write any unique instructions.  In this case, inform your patrons they do not need to pay for a infants and they must pay with cash if they decide to pay at the door.  
  1. Cost per Patron: $5.00 - This is the cost of the event per person.  A dad registering himself and 2 kids will pay $15.  
  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: Checked in this scenario.  This will allow the patron to pay at the event.    
  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 the event be managed? 

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

How will walkups or pay cash at the door work?    
You'll use the Manage Patrons features.  CLICK HERE to learn how.