Events, sessions and price variants

An Event is a scheduled, per-person activity: a guided tour, a course, a sauna slot, a class. It is not a rental. The customer does not choose a start and end time; they pick one of the sessions you created and how many seats they want.

Events compared with rental products

	Rental Product	Event
Time	Customer picks start and length	You create fixed sessions; customer picks one
What is sold	Units of a thing	Seats in a session
Capacity	Number of units (or locks)	Spots per session, kept by each session
Price	Per hour or per length tier	Per person, optionally split into named price variants
Seasons	High and low season tables	One price, no seasons
Add-ons	Accessories and insurance	None
Copy to another location	Yes	No

Events and rentals are checked out separately: a customer books either an event or rental products in one go, not both.

The event page: Event settings and Sessions

An event's page has two tabs:

Event settings: everything about the event itself: image, names and texts, Inventory, Rental equipment and Pricing. These are saved with Save in the bar at the top.
Sessions: on the left the Create sessions card, on the right the list of sessions you have created. Everything on this tab is stored the moment you do it; there is nothing to save.

The Sessions tab is greyed out until the event has been saved once. Saving a new event opens it on the Sessions tab, because an event without sessions cannot be booked.

Only users who can change locations (account owners and members) see the Create sessions card. Account viewers and Booking staff see the session list across the whole tab, with Show bookings but without the bin icon.

On the Products list, select the Event chip under Product type: to get an Upcoming sessions column: how many of each event's sessions have not ended yet.

Create the event

Pick the location in the Location picker at the top of the left menu, open Products and press Add new product.
In Choose a product type, pick Event and press Continue. The type cannot be changed after the first save.
Fill in Art. No, Short name and Sort Order in booking view (lowest number has the highest priority).
In Product Names & Descriptions: Product name (English required), Description (the short text on the event card), Long description (shown when the customer opens the event) and Information customer should fill in (leave blank if not needed) (see What the customer sees).
Upload a Product Image. Events cannot be saved without one: the field says "Please add an image for the event".
On Inventory, set Spots per session: "Default spots for new sessions. You can change the number each time you create sessions."
If the event uses rental products from this location, choose how on Rental equipment (see Link rental equipment).
Under Pricing, choose One price or Price variants and fill in the price. Pick the Taxes the event charges.
Set Session length and Booking closes before start.
Press Save.

The event now exists but customers can book nothing yet: create its sessions on the Sessions tab (see Create the sessions).

Spots per session

Spots per session is not a total: every session gets its own seats and counts down on its own. Twelve spots and forty sessions means 480 seats.

The number on Inventory is only the default. When you create sessions you can type another number for that batch, and each session keeps the number it was created with. Changing Spots per session on Inventory later changes the default for sessions you create afterwards, not existing ones, and there is no field to change the seats of one existing session. The session list shows, per session, how many are Booked and how many Spots left.

Price and price variants

The Pricing card has two tabs.

One price: "Everyone pays the same price per person." One field, Price per person.

Price variants: "Different prices per person, such as adult and child. Customers choose how many of each." Use it for adult and child, member and non-member, with or without equipment.

Open the Price variants tab and press Add new variant.
Fill in Name and Price. The name is per language, with the same language buttons as the product name. Fill in the English name for every variant.
Repeat for each variant. The minus icon removes a row.
Press Save.

You need either a price on One price or at least one variant with a price above zero; otherwise saving says "You need to submit either a simple price OR a price variant". As soon as a variant has a price, the single price is not used; to go back to one price, remove every variant.

The customer then gets one seat selector per variant and can combine them (two adults and a child in one booking); all seats come out of the same session. The event card shows "from" and your cheapest variant. Translate in the top bar also translates the variant names, the long description and the customer information text.

Prices are saved with your currency's decimals: two for most currencies, whole amounts for currencies without decimals such as ISK or JPY. If you type a price above 0 but below Stripe's smallest online payment for your currency, the card shows "Bookings that total less than … cannot be paid online." It is only a note and the event still saves, but a booking whose total stays below that amount can't be paid at checkout. The note doesn't appear when Disable Stripe Payments is on.

Tax on an event

Events have the same Taxes field as other products. Pick the rate the event charges, or your 0% rate for a tax-free event; leave it empty and no tax is charged. The event's tax goes on its line in the Stripe payment, and the checkout step shows the total with a line such as "Includes … VAT" when the event carries tax. How tax rates work is covered in the taxes and VAT guide.

If you pressed Translate in the New language added dialog before 9 October 2026, check the Taxes of that location's events: that translation removed them. It no longer does.

Session length and booking cut-off

Both are on the Pricing card:

Session length: "How long each session runs. Hours and days add up." Hours go in quarter-hour steps from 0.25 to 23.75, Days from 0 to 6. Each session ends at its start plus this length.
Booking closes before start: "New bookings stop this long before a session starts. Leave at zero to allow booking until the session begins." Hours 0 to 23 and Days 0 to 6. 2 hours means the 09:00 session stops selling at 07:00.

Both are copied into each session when it is created, and the Create sessions card reminds you: "Each session lasts … Booking closes … before it starts." (or "Booking stays open until it starts."). So set them and press Save before you create sessions. Changing them later only affects sessions you create afterwards.

Link rental equipment to the event

If a tour uses the kayaks you also rent out, the event has to reserve them, or the same kayak can be rented and used on the tour at the same time. The Rental equipment card asks "Does this event use rental products from this location?":

Option	What it does
No rental equipment	"Seats are counted on their own. Rental products are not affected."
Reserve equipment per booking	"Each booked seat takes one unit of the linked rental product. A session shows fewer seats when equipment is out." Nothing is reserved up front, and a session never offers more seats than there are free units.
Reserve equipment per session	"A fixed number of units is set aside for every session as soon as it is created, whether or not anyone books."

With either of the two reserve options, pick the products in Linked rental products. You can pick more than one. Leaving it empty stops the save with "Choose at least one rental product, or select No rental equipment." If the location has no rental products, the card says so and only No rental equipment can be chosen.

With Reserve equipment per session, Rental units to block per session appears: "Optional. When empty, the same number of rental units as spots per session is reserved." Twelve kayak seats need twelve kayaks, so leave it empty; twelve sauna seats need one sauna, so type 1.

With Reserve equipment per session and a Booking closes before start time, the units a session reserved but nobody booked are released for normal rental when booking for that session closes. Without a cut-off they stay reserved for the whole session.

The choice is locked once the event has sessions. Until then the card says "This can be changed until the event has sessions." Afterwards it says "This event has sessions, so its rental equipment settings can no longer be changed." and the options are greyed out. To change it, delete the event's sessions first (see Delete a session).

A rental product whose units are reserved by upcoming sessions can't be deleted either: the delete dialog says "Reserved by … upcoming event session. Delete that session first."

Create the sessions

Sessions are the bookable dates and times. Open the event's Sessions tab and use the Create sessions card: "One session is created for every start time on every chosen weekday between those two days."

Under "Between which days?" pick the First day and Last day.
Under "On which weekdays, and at what times?" the weekdays that fall in that range are selected for you. Click a weekday to leave it out. Weekdays that don't occur in the range are greyed out. The weekdays are listed in your account's week order: the week starts on the day used in your account's Country (else your contact phone's country, else Monday), for example Sunday in the US. Only the order changes, not which sessions are created.
Open Start times and tick the times (quarter-hour steps, shown in your account's clock format).
If some days run other times (for example weekdays and weekends), press Add another set of times. Pick the days and times for the second set; a day you pick there is taken out of the first set, so every day has one set of times. The bin icon (Remove this set of times) removes an extra set. The button disappears when every weekday in the range already has a set.
Under "How many spots per session?" check Spots per session for this batch: "Applies to the sessions created now. The number under Inventory is the default."
Next to the Create sessions button you see how many will be created, for example "12 sessions will be created". Press it.

The button stays greyed out until there is at least one session to create: both days picked, at least one weekday with start times, and Spots per session of 1 or more.

You can come back and create more at any time. A start time that already exists is skipped, so sessions are never duplicated. The range, days and times on the card are not kept: they only describe what to create now.

The messages after pressing the button:

"Sessions created": done.
"{{count}} session(s) already exist at that start time and were skipped.": harmless.
"{{count}} session(s) were skipped because the linked rental product does not have enough free units to reserve per session (the units reserved per session can be lower than spots per session).": see below.
"No sessions were created. Check the days, times and rental availability.": nothing matched.
"Could not create sessions. Please try again.": the request failed.

When sessions are skipped with Reserve equipment per session

With Reserve equipment per session, each session must be able to reserve its units when it is created. If sessions are skipped, check:

Rental units to block per session: when empty it asks for as many units as the session's spots. For a shared facility, type 1.
Free units at those times: existing bookings of the rental product can leave too few units.
At a self-service location, the units are the locks. The rental product can only be reserved on active locks that carry it, so a product with fewer locks than the units asked for (or no lock at all) cannot be reserved. Give the product more locks or ask for fewer units.

Manage the sessions you created

The right half of the Sessions tab lists your sessions: "Each session is one bookable start time with its own spots. Customers see the remaining spots per session." Before the first one exists it says "No sessions yet. Create sessions to make this event bookable."

Upcoming sessions comes first. A session that is running right now has an In progress chip.
Past sessions (…) is folded away below; click it to open it.
Both tables have the columns Date and time, Booked and Spots left, and you can sort by each.
Show bookings (the people icon) opens "Bookings for …" with each customer who booked that session, how many Attendees they booked, and an eye button (View) that opens the booking.

The booked and spots-left figures are read again each time you open the Sessions tab. Before the 16 October 2026 release, Spots left showed 0 for any session that had a booking; it now shows the seats that are really still free.

There is no way to change a session's time or number of spots. Delete it and create it again (only possible while nobody has booked it).

Delete a session

The bin icon (Delete) first asks Delete session?: "The session on … will be deleted. This cannot be undone." Confirm with Delete and you see "Session removed". Units the session had reserved under Reserve equipment per session are released.

A session with booked attendees can't be deleted until it has ended. You get Session has bookings: "This session has booked attendees. Cancel their bookings first, then delete the session." with Show bookings, so you can open and cancel the bookings first (contact those customers and refund them as needed). A session that has ended can be deleted even if it was booked; its bookings stay as history.

Delete an event

Delete an event from the Products list with the bin icon (Delete) and confirm with Delete product.

An event with upcoming bookings can't be deleted: "This event has upcoming bookings and cannot be deleted. Cancel them first, then try again. The Sessions tab shows which sessions are booked." The dialog lists the bookings (up to 20, each with a Booking link, then "and … more bookings"), and the word Sessions in the message opens the event's Sessions tab.

Bookings that have ended don't stop the delete and stay as history. Deleting the event removes all of its sessions and the rental units they had reserved.

What the customer sees

At a location with flexible start and end times, if the location sells more than one kind of thing, the booking flow first asks "I want to book" with buttons such as Events and Products. The steps are then Events and Checkout.
Each event shows its image, name, Description and price, with "from" in front when you use price variants. Select a date opens the Long description and a month calendar. Days with sessions have a coloured dot (green: seats left, orange: almost full, red: full); full days and days without a bookable session cannot be picked.
The session start times appear under "Select start time:" (greyed out when full), then Start: and End: for the picked session.
If you filled in Information customer should fill in (leave blank if not needed), a text box with that text appears for the customer to answer.
Then the seat selector (one per price variant) and Book; Go to checkout continues to payment.
At a location with fixed time slots, events are listed together with the rental products. The customer picks a date, then under "Select session" a session with "{{count}} spots left", the "Number of seats", and Add to booking. A basket with both rentals and events is refused: "Please complete checkout for rentals and events separately. Remove one type from your cart to continue."
Sessions whose booking cut-off has passed are no longer offered.
If the total is above 0 but below Stripe's smallest online payment for your currency, the checkout says "This amount is too small to pay online. The smallest amount that can be paid online is …" and the customer can't continue to payment.

Make a test booking (in the top bar of the location page, next to Save) covers rentals only for now: a test visit of the booking page doesn't show events at all. To try an event booking yourself, book a session in your own booking window, for example with a 100% promo code (see the promo codes guide).

If the event won't save

If Save doesn't go through, or you get "We couldn't save your changes. Please try again.", check:

Product Image: an event needs an image ("Please add an image for the event").
English texts: every text you filled in another language needs its English version too (Description, Long description, Information customer should fill in (leave blank if not needed)), and every price variant needs an English Name.
Price: a Price per person or at least one variant with a price above zero.
Rental equipment: with a reserve option, at least one product in Linked rental products.
Product name and Short name in English.

Common questions

I saved the event but customers can't see anything. Saving creates no sessions. Open the event's Sessions tab, pick First day and Last day, the weekdays and Start times, and press Create sessions.

Why is Create sessions greyed out? It needs both days, at least one weekday with start times, and Spots per session of 1 or more. The Sessions tab itself is greyed out until the event has been saved once.

How do I run different times at the weekend? Press Add another set of times on the Create sessions card and give the weekend days their own Start times.

Can I change the time or the number of spots of one session? No. Delete the session and create it again, as long as nobody has booked it. Changing Spots per session on Inventory only changes the default for new sessions.

I can't delete a session, or the whole event. It still has bookings that haven't ended. Show bookings (or the bookings listed in the delete dialog) lets you open and cancel them; then delete again.

Why can't I change the rental equipment setting any more? It is locked once the event has sessions. Delete the sessions first (only possible while they have no bookings), change the setting and create the sessions again.

What is the difference between Reserve equipment per booking and Reserve equipment per session? Per booking takes one unit of the rental product for each booked seat. Per session sets units aside for every session as soon as it is created, booked or not, which is what a shared facility like a sauna needs.

Can I test an event with Make a test booking? Not yet: test bookings cover rentals only, and a test visit doesn't show events at all. Book a session yourself in your booking window, for example with a 100% promo code, and cancel it afterwards.

Why don't I see the Create sessions card or the bin icon? Creating sessions needs the right to change locations, and deleting them the right to delete products. Account viewers and Booking staff only see the session list and Show bookings.

Spots left showed 0 although the session isn't full. Why? That was a display fault before the 16 October 2026 release: any session with a booking looked full. Spots left now shows the seats still free.

Why are the weekdays on Create sessions in a different order? They follow your account's week start, which comes from the account's Country (else the contact phone's country, else Monday). Only the order changes.

Can customers add accessories or insurance to an event? No. Events have no add-ons step.

Can I copy an event to another location? No. Create the event again at the other location.