How to set up an Event

How to Create a New Event in easyTable

Creating events in easyTable allows you to manage special occasions and bookings efficiently. Follow this step-by-step guide to create a new event:

1. Navigate to Events in Settings

Go to Settings and select Events in the sidebar to begin creating a new event.

2. Fill Out Event Details

You will be prompted to enter the following information:

  • Name: Enter the internal name for the event (e.g., “Christmas Dinner”).
  • Title: Add the title for the event that will appear on the booking page.
  • Guest Information: Provide a description or additional information about the event, which will be visible to guests during the booking process. You can also add translations for both the title and guest information to support multiple languages. There is an option to include extra information in the confirmation email by checking the box below guest information.

3. Customize Event Options

You have several customization options for the event:

  • Image: Choose whether to add a custom image for the event or leave it without one.
  • Min. Guests / Max. Guests: Define the minimum and maximum number of guests allowed to book for this event. These limits apply per booking, not to the overall event.
  • Preordering: Enable the preordering option if you are offering menu items or packages in advance (e.g., for special occasions like Christmas or New Year).
  • Payment: Select the payment option for the event, such as prepayment, deposits, or no-show fees.
  • Color Coding: Choose a color to apply to this event in the backend for easy visual identification.
  • Deactivate Tags: Option to deactivate specific tags if they are not needed for the event.
  • Show on Online Booking: Toggle this option to either display or hide the event on the public booking page. If hidden, you will receive a unique link that can be shared privately.

4. Set Event Booking Time(s)

At the bottom of the event creation page, define the specific times for the event:

  • Date and Time: Select the date and time for the event. If the event spans multiple days or times, click “Add another date and time” to include additional sessions.
  • Duration: Specify how long the event will last (e.g., 2 hours).
  • Max Guests: Define the maximum number of guests for the timeslot (optional).
  • Book without tables:When booking without tables, this option is best suited for events where you plan to assign guests to tables yourself or for standing events where tables aren’t necessary. If you choose to book with tables, you’ll need to select the specific room where the bookings should be placed. Note that booking in a specific room will close that room to regular reservations for the duration of the event, allowing only event bookings.
  • Rooms: If your event is tied to a specific room, assign it here, which will block that room for regular bookings during the event.
  • Online Booking: Enable or disable online booking for each session. If online booking is disabled, bookings for the event must be handled manually.

5. Save Your Event

Once all details are filled out, click Save to create your event. The event will now appear on the booking page (if set to show online), and guests can begin making reservations.

Notes:

If the time is not entered correctly, the event will not save. Ensure that the correct time format (HH:MM) is used to avoid issues.

By following these steps, you can easily set up and manage events within easyTable, providing a streamlined booking experience for special occasions.

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