Event Bookings

Your site includes a lightweight booking system that lets visitors book places on events directly from the events page.

How It Works for Visitors

1. A visitor clicks Book a Place on an event page
2. They fill in their details (name, email, and any custom fields you've set up)
3. They receive a confirmation email straight away
4. If the event is full, they are placed on a waitlist and notified if a space opens up
5. Members get priority booking for a configurable number of days before non-members can book

Visitors can also cancel their own booking by entering their email address.

Managing Bookings

Go to Admin then Bookings then Summary to see all bookings across your events.

• Each event shows its capacity, booked, and available counts
• If an event is deleted but bookings still exist, they appear highlighted in yellow as Orphaned — you can reassign them to a replacement event using the dropdown
• You can download bookings as a spreadsheet

The Per-Event Detail tab shows the attendees for a single event, lets you download them as a spreadsheet, and lets you send the confirmation emails to everyone booked. Progress and the result appear beside the Send confirmation emails now button.

Sending confirmation emails to everyone booked, from the Per-Event Detail tab

Booking emails

The booking system sends five emails automatically:

• Confirmation — sent when a booking is made
• Cancellation — sent when a booking is cancelled
• Waitlisted — sent when the event is full and the visitor is placed on the waitlist
• Restored — sent when a waitlisted booking is promoted to confirmed
• Reminder — sent before the event

Your group's standard wording for these is set once, under Admin > Mail Settings > Email Configurations > Booking Notification. Each email is edited there as a content block: keep the standard wording or write your own, inserting booking fields like the attendee's name, event title and date from the merge-field menu.

Any of the five emails can also be tailored for a single event, without affecting any other. In Admin > Bookings, open the Per-Event Detail tab, pick the event, and use Per-event email overrides: each email offers Standard wording (your group's global wording) or Customise for this event only.

Per-event email overrides on the Per-Event Detail tab, with Standard wording showing the group's global booking wording

The full step-by-step guide to booking email wording, including screenshots of the editor, is Customising Email Wording.

See Also

• Social Articles — all social event how-to guides
• Email Articles — email configuration and sending