Create an event template

Use an event template when the same activity repeats and customers should choose a date or start time. Examples include daily tours, timed workshops, recurring classes, and bookable activities.

An event template stores the shared setup. Its time pattern supplies the start times, and each booked or generated occurrence behaves like an event.

Before you start

Prepare:

• customer-facing name, description, image, location, and duration
• the days and times customers can book
• capacity per occurrence
• price categories, gross prices, and sales channels
• resources required for every occurrence
• customer and attendee information to collect

Create the schedule first with Create a time pattern, or be ready to create one while editing the template. Use Choose between an event, event template, admission, product, and voucher if you are unsure whether a template is the right type.

Create the template

1. In the back office, open Services > Event templates.
2. Select Create.
3. Enter the customer-facing Name and Description.
4. Set the Duration and customer time display.
5. Set the capacity for each occurrence.
6. Turn on Hide from shop while the setup is incomplete.
7. Add the image, venue, address, tags, ticket grouping, checkout policy, and required customer information that apply.
8. Select Create.

Review the canonical ticket grouping options and checkout policies before overriding shop defaults.

Connect the schedule

Open the template's time-pattern settings and select the time pattern that should supply its start times.

Before continuing, compare Upcoming start times with the intended schedule. Check the account time zone, first date, weekdays, start times, and end rule.

If the schedule changes by season, keep the reusable base pattern and add time pattern periods. For example, a summer period can add evening starts while a winter period replaces the base schedule with fewer starts.

Add prices and sales channels

1. Open Prices and add every sellable price category.
2. Select the product, gross price, quantity limits, and whether the price reduces capacity.
3. Make each price visible on the intended sales channels.
4. Open Sales channels and add Online shop, POS, Back-office, or other channels.
5. Set the channel quantity limit and sales start and end periods.

An offer is not sellable on a channel unless both its sales-channel rule and at least one active price allow that channel.

Add resources and customer communication

Open Required resources and add any guide, room, vehicle, equipment, staff role, or function that controls whether the occurrence can run. Choose Fixed quantity when every occurrence always needs the same number of resources, or Based on participants when the need grows with the booking quantity.

Then open Customer communications. Add operational information, attachments, and scheduled emails that should apply to this template.

Test a start time

1. Open Calendar and locate several upcoming start times from the template.
2. Check that the start times appear on the correct dates and in the correct time zone.
3. Open the public shop and select the template.
4. Choose a date, start time, price category, and realistic quantity.
5. Complete a test checkout.
6. Open the resulting order and confirm the event occurrence, attendees, tickets, price, payment state, and resource allocation.

Expected result

The template presents the intended start times in the Calendar and sales channels, customers can book an available occurrence, and the resulting order uses the correct date, time, price, capacity, resources, tickets, and communication.

Troubleshooting

Related articles

• Create a time pattern
• Group event templates under one public offer
• Use time pattern periods for seasonal schedules
• Use and read the back-office Calendar
• Limit event capacity with resources
• How sales channels and visibility work