Scheduling events

Event fields and options

• Event name (optional). Give one date its own name. It replaces the class name on your booking page. For example, an Italian Cooking Class can run one night as a Pizza & Cannoli Workshop. Leave it blank to use the class name. Private events always show as Private Event, whatever you type here.
• Schedule. Pick the class, the date, the start and end times, the instructor and the location. Times show in the location's time zone. Every event needs a location, so pick an in-person venue or an online meeting.
• Capacity. Set how many spots the event has and the most spots one booking can take. The event also shows how many spots are left and how many bookings it has. If the location has a maximum capacity and your event has more spots, the form warns you. Tick the override to schedule it anyway.
• Price & tax. An event uses the class price unless you set its own. You can also mark an event as tax exempt. If you leave the price per spot empty or set it to 0, FullClass checks that you mean it. Tick Yes, this event can be booked for free or the event will not save. A group pricing tier of 0 asks the same question, because a group big enough to reach that tier would book for nothing.
• Group pricing (optional). Add tiers under the price to charge less per spot for bigger groups. For example, 1 spot is $95, 2 or more spots are $90 each, and 3 or more are $85 each. The price per spot is the price for one spot. Each tier sets the price per spot from that number of spots up. Set default tiers on the class and every new event starts with them, and you can still change them on each event. Customers see the price per spot and their savings change as they pick how many spots. Promo codes and gift cards still apply on top. You get an amber warning under the tiers if a tier costs more per spot than one spot does, or needs more spots than the event has. You can still save, but only after you tick I understand and want to save this group pricing anyway.
• Price options. When the class sells at named prices (such as Adult and Child), each event gets its own copy of them. Change a price on one event and only that event changes. For example, you might lower it when an event is not filling. Spots already booked keep the price they were sold at.
• Visibility. An event can be public, hidden from the public calendar, unlisted, private, canceled or restored. Each one changes where the event shows and whether people can book it.
• Booking pause. Stop new bookings for one event for a while, without canceling or hiding it. Use the Manage menu on the event page. The class stays on your booking page with a Booking Paused badge in place of the Book button.
• Booking windows. Set when booking opens and closes for one event, in place of the class settings. This helps with special releases, a late close or invite-only timing.
• One-off instructions. Change the arrival time or the instructor's email for this event only, so you can pass on one-off instructions.
• The event page. The top of the page shows how many spots are booked and how many are left, with a bar that fills as people book. Below that is the one thing the event needs next. While it is on sale, that is how many spots are left, with buttons to copy the booking link or add a booking. When it is full, it points you to the waitlist or to raise the capacity. On the day, it shows how many people have checked in. Under that are tabs for the event's details, its bookings, its waitlist and its booking rules. Beside them, Booking link holds the link that opens your booking page straight on this event, ready to copy and send. On the day prints the roster (the list of everyone attending) and opens check-in.
• Live spot updates. The spot counts in your admin update on their own while people are booking.

Pausing bookings (when you are not sure it will run). Open the event, then choose Actions → Pause bookings. The class stays on your booking page with its usual name and price. It shows a Booking Paused badge and no Book button. Customers can see it is still on your schedule, just not open for booking right now. Use it when the instructor is unwell, the venue has not confirmed or the weather is turning. It suits any case where you may still run the class and do not want to cancel it.

Pausing only stops new bookings. The event still runs. Everyone already booked keeps their spot and still gets their reminders, and nothing is refunded. You can still add a booking yourself in the admin, which is handy for someone who phones in. The waitlist is closed while the event is paused, so nobody joins a line you will not call from. Choose Actions → Resume bookings to start selling again. Your activity log records who paused it and when.

Why not just hide it or set spots to zero? Hiding an event takes it off your schedule, and a customer reads that as "that class was canceled". Setting spots to zero shows Sold Out, which is a different message you did not mean. Only the pause tells the truth. The class is still on, but you cannot book it right now.

Unlisted events (test or invite-only). Tick Unlisted in the event's Visibility section. The event stays off your booking widget, but anyone you send the link to can book it. The direct link is https://YOUR-BOOKING-PAGE/?fc_event=EVENT_ID. You can find the event ID in your browser's address bar when you open the event in the admin. Use this for a cheap test event, to check that payments and confirmation emails work from start to finish. It also works for an invite-only session you send to one group.

Private event buyouts. A buyout sells a whole event to one customer. Click New private event on the Events page. One page sets up the event (class, venue, date and time, instructor) and the customer's quote together, and saving creates both. You can also start from an existing event with Sell as a private event. Either way the event is private from the start, so the public can never book it while you set up the quote. Enter the customer name, which can be a company or the person hosting. Add a contact person if that is someone else, with their email and phone. You can add a billing address too. Then enter the headcount, the price, tax and a tip (a set amount or a percentage of the subtotal), plus a deposit and the date the balance is due. The price can be a rate for each guest or one flat fee for the whole event, so pick which one beside the box. A flat fee helps when you price the room, not each person. It is never turned into a per-person rate on the quote or invoice. The headcount and price per person become the event's capacity and price. If you change the class later, FullClass keeps the headcount, price, venue and instructor you set. A box asks you to confirm first and lists exactly what it keeps. So switching to the class a customer asked for never changes the price of a quote you have already agreed. Choosing Cancel in that box puts the old class back. The quote is saved as a draft. Nothing is emailed until you check it and click Send review email. The contact then gets a link, with your branding, where they can see the full breakdown and pay the deposit online.

Sending the quote from your own inbox. You may want the quote to come from you, not from FullClass. If so, use Email link on the order (or Send from my email on the page you see right after you create it). Your own email app opens with the message already written. It has the review and pay link, the deposit and its due date, and the balance and its due date. A quote with no deposit shows the full amount instead. The message is in the language your booking page sells in, not the language you read the admin in. So the customer gets it in their own language, whoever sends it. Nothing is sent until you press send, and you can change the message first.

Order reference and receipts. Every private event order gets a short reference such as PE-K7M3QX. It is on the quote and invoice PDFs, the pay page, the order card in the admin and every email the customer gets. The customer can give it when they call or pay by bank transfer. Each payment emails the customer a receipt with the invoice attached as a PDF. Once the order is paid in full, that PDF is titled Receipt. It lists the event, each price line with its tax, every payment with its date and method, and who was billed. If you have entered your sales tax registration number under Settings → General, it is printed on every receipt, quote and invoice too. So is your Tax note on receipts, if you have written one there. That note also appears in the payment receipt email.

The order page. The top of the order shows the total, what has been paid and what is left, with the next thing to do beside it. Below that are four tabs. Overview is the payment schedule, where each payment shows the day it was paid and how, once it comes in. It also shows the event, the group size and the extras. On the event page it adds the instructor and the location, and takes the place of the event's own details and bookings, since a private event has no spots to sell. Quote is the price breakdown, with the quote and invoice PDFs and what the customer sees on their pay page. Payments lists every payment, and is where you record a payment taken by hand or a refund. Emails lists the payment emails still to come, with the switches to pause them. On the order's own page it also lists the emails already sent. The customer's details, the review and pay link, the emails you can send and your internal notes sit beside the tabs. You can edit the notes right there. To change the order or cancel it, open the Manage menu at the top of the page. It is there on the order's own page and on the event page.

Extras the customer chooses. Each extra on the quote has a Who decides setting. Included in the quote is a normal charge. Customer chooses on the pay page offers the extra instead. It is listed with its price on the pay page, in the review email and on the quote PDF. It stays out of the total until the customer ticks it. When they save their choice, the total updates and the extras they added go on the balance. The deposit you quoted does not change. The choice locks once the deposit is paid. After that, change an extra with Edit on the order. There, Optional, and chosen records a yes the customer gave you by phone.

Taking the payment on the link. The pay link takes a card payment through the payment account you connected under Settings → Payments, Square or Stripe. Until you have finished connecting one, the link still shows the quote and the PDF, but the customer cannot pay on it. Agree a bank transfer or check with them instead, then enter it with Record payment on the order. The customer pays the amount on the quote and nothing more. If you want to cover the card fee, build it into the price you quote.

Refunding a buyout. To give money back, first refund the buyer in Square or Stripe (or by hand). Then open the order and use Record a refund, so your reports stop counting that money. Do this in place of canceling whenever any money has been paid. Canceling takes the whole sale off your revenue and tax reports, even a deposit you kept. So a customer who pulls out late and loses their deposit would show as having spent nothing. A refund records exactly what went back, so your reports show what you really earned. Enter the amount the buyer actually got back, as shown in Square or Stripe. You can refund up to what they have paid. For a buyout that is only part paid, that is the deposit, not the full quote. Then say how the money went back. Pick By card if you refunded it in Square or Stripe, or By hand for cash, an e-transfer or a check. A card refund can be up to what was paid by card and not yet refunded. A refund by hand can be up to what was paid by hand and not yet given back. Money paid by card goes back by card, so refund it in Square or Stripe, even if the buyer would rather have cash. When there is nothing left to give back one way, that choice is grayed out and says why.

Seeing and stopping the payment emails. The order page has a Scheduled emails panel. It lists every automatic payment email still to come, with the day it goes out and who gets it. Below it, the Emails sent panel shows what has already gone. Two switches under the panel stop either side. Use Pause payment reminders to the customer when you have already agreed a payment with the customer. Use Pause overdue alerts to your staff when you are chasing the payment yourself. Pausing stops only these automatic emails. It never stops the quote, the receipts or anything you send by hand. Paused emails stay in the list, so you can see what you switched off before you switch it back on. When nothing is scheduled, the panel says why, and it is worth reading. For example, a quote saved with no payment deadline gets no reminders at all.