Events, sessions and price variants

An Event is a scheduled, per-person offering — a guided tour, a course, a sauna slot. 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 versus rental products

	Rental Product	Event
Time	Customer picks start and duration	You create fixed sessions; customer picks one
What is sold	Units of a thing	Seats at a session
Stock	Number of units for the location	Spots per session, applied to every session
Price	Per hour or per duration tier	Per person, optionally split into named Price variant rows
Seasons	High and low season tables	One price, no season tables
Add-ons	Accessories can be linked	No accessory linking
Copy	Can be copied to another location	Cannot be copied

Events and rentals also cannot be mixed in one customer basket — the booking page asks the customer to check out separately.

Create the event

1. Open Products, select the location in the navigation bar, press Add new product.
2. Set Select product type to Event. This cannot be changed after the first save.
3. Fill in Art. No, Short name and Sort Order in booking view (lowest number has the highest priority) as for any product.
4. Fill in Product name — English is required. Events also have Long description and Information customer should fill in (leave blank if not needed), which becomes a free-text field the customer sees when booking a session.
5. Upload a Product Image.
6. Set Spots per session — see below.
7. Set Manage inventory and, if needed, the linked rental product — see below.
8. Set the price and the Taxes.
9. Set Durability and Time before start you can book event.
10. Press Save.

Only after that first save can you generate the sessions.

Spots per session

The Inventory card on an event is labelled Spots per session: "Maximum participants for each generated event time."

It is not a total. Every session you generate gets this capacity, and every session counts down separately. Twelve spots and forty generated sessions means 480 bookable seats.

Changing this number later affects newly generated sessions. Sessions that already exist keep the capacity they were created with — you can adjust them individually in the session list.

Duration and the booking cut-off

Both sit on the Pricing card, under two headings:

• Durability — Hours and Days. This is how long one session runs, and it is what fills in each session's end time. Hours can be set in quarter-hour steps (1, 1.25, 1.5 …), days from 0 to 6.
• Time before start you can book event — Hours and Days. How far ahead of a session's start booking closes. 2 hours means the 09:00 session stops selling at 07:00. Leave both at 0 to sell right up to the start.

Price and price variants

The Pricing card has two tabs.

Simple has one field, Price per person. Use it when everyone pays the same.

Price variant is the one operators keep discovering late. It gives you several named prices on the same event — adult and child, member and non-member, with equipment and without:

1. Open the Price variant tab.
2. Press Add new variant.
3. Fill in Name and Price.
4. Repeat for each variant. The minus icon removes a row.
5. Press Save.

The variant Name is per language, using the same language buttons as the product name, and Auto-translate covers variant names too.

The customer then sees one quantity selector per variant and can combine them — two adults and a child in one booking. The seats they consume all come out of the same Spots per session; the booking page shows a "from" price based on your cheapest variant.

You must set either a simple price or at least one priced variant. Saving with neither gives "You need to submit either a simple price OR a price variant".

While any variant exists, the simple price is not what is charged. To go back to a single price, remove every variant row first.

Linking rental equipment to the event

If a tour uses the kayaks you also rent out, the event has to know about it or you will double-book them.

Manage inventory on the Pricing card has three options, and it is locked once the event has been saved — choose carefully:

Option	What it does
Block- event block availability on rental product	Each session reserves units of the linked rental product, so they cannot be rented separately at that time.
Flexible- availabilty on event is based on product availabilty	Reserves one unit of the rental product per booked attendee.
Not connected to product	Event and rental availability are independent.

With Block or Flexible, pick the product in Select rental product inventory that event is connected to. If the dropdown says "Please select a site or add rental products to your site", the location has no rental products yet.

Block also reveals Rental units to block per session: "How many units of the linked rental product to reserve for each session in Block mode. Leave empty to match spots per session (e.g. kayaks). Use 1 for shared facilities like a sauna."

That distinction is the whole point of the field. Twelve kayak seats need twelve kayaks, so leave it empty. Twelve sauna seats need one sauna, so type 1.

Both Manage inventory and Rental units to block per session are read-only after the event is saved.

Generate the sessions

Sessions ("occasions") are the actual bookable slots. You generate them in two steps on the left-hand side of the event page.

Set the date range

Under Date Selector, set Event start and Event end: "Set the first and last calendar dates when this event can run."

This range does not create anything by itself. It only limits which days the generator below will fill in.

Generate event times

Under Generate event times — "Pick weekdays and start times, then generate individual bookable sessions":

1. For each weekday you want, open Choose hours on that row and tick the start times. Times are offered in 15-minute steps.
2. Press Generate event times.

Every ticked time on every matching date in your range becomes one session, with capacity taken from Spots per session and length taken from Durability.

You can run the generator as often as you like — pick more weekdays or times later and generate again. Existing sessions are left alone.

The prerequisites

The generator refuses to run unless all of these are true:

1. The event has been saved at least once. Until then the button is disabled and shows "Save the product before generating times." A brand new event has no identity to attach sessions to.
2. Event start and Event end are both set. Otherwise you get "Set an event start and end date before generating times."
3. At least one weekday has at least one time ticked. Otherwise, "Select at least one weekday and time slot to generate."
4. The weekday actually occurs inside your date range. Weekday rows are greyed out when the range is shorter than a week and does not contain that day. Widen the range and they become selectable.
5. In Block mode, the linked rental product must have enough free units at that moment. Slots that fail are skipped, with the warning "N time slot(s) were skipped because the linked rental product does not have enough free units for Block mode (check rental units to block per session — it can be lower than spots per session)".

Other messages you may see:

• "N time slot(s) already exist for this event and were skipped." — you generated the same slot twice. Harmless.
• "No event times were created. Check your date range, selected days, and rental availability." — nothing matched at all.
• "Event times have been created" — the successful case.

If nothing generates in Block mode, the linked rental product is the usual culprit. Check three things: the product has stock free for those dates; Rental units to block per session is not asking for more units than exist; and the units are actually available to book at that location — an unmanned location reserves through its locks, so a rental product with no usable lock has nothing to hand out.

Managing the sessions you created

Generated sessions appear under Event dates and times in a table with Date and time, Bookings, Availability and Actions.

To remove one, use the delete action on its row. If anyone has already booked it you are asked "There are booked attendees on this occasion. Are you sure you want to delete?" — deleting anyway leaves those customers with a session that no longer exists, so contact them first.

What the customer sees

• The booking page asks the customer whether they want Events or Products before showing anything.
• Each event shows its image, name, short description and a price — prefixed with "from" when you use price variants.
• Select a date opens a month calendar with an availability dot per day. Days with no session, or a full one, cannot be picked.
• The start times you generated appear as chips under "Select start time:", greyed out when sold out, followed by the calculated Start: and End: from your Durability setting.
• Then the seat selectors — one per price variant, or a single one if you use a simple price.

Common situations

• Nothing appears for customers even though the event is saved. Saving an event creates no sessions. You must generate them.
• The date range is not a schedule. Widening Event start and Event end does not add sessions to the new dates; generate again for them.
• Spots per session is per session, not a total.
• Events cannot be copied to another location. Build them again at each location.
• Events cannot have accessories. Related Accessories only exists on rental products.
• Manage inventory cannot be changed after saving. If you picked the wrong mode, create the event again.