Events

Overview

An Event is a type of scheduled Activity, typically a Class or Camp, that a facility offers involving MORE than one (1) Member or Party e.g. Boot Camp, Bikram Yoga, Speed Camp, Beginner Power Lifting, Advanced Spin, BodyBump, BodyFlow, etc.

Event Terminology

A quick tutorial on Event Terminology:

Event
Instance
Date
- Where = The Location or Business Unit that the Instance will occur.
- When = The actual calendar date of the Instance.
- Who = The Trainer or Service Provider.
- Resource = The assigned room or any other required equipment to perform the Instance.

A few Important things to ALWAYS remember as you proceed...

A Member registers for an INSTANCE not an Event.
Events can NOT be rescheduled. You must cancel and then book another Instance.
A Service Item must be flagged EITHER as an Event or an Appointment, it can NOT be both, in Portal Configuration.
A Resource is required to save the Event.

When an Event is created, it is immediately added to the Scheduler Calendar. Since a Resource is required to save the Event and if that Resource is a specific Staff Member or Service Provider, that Event will display on their Calendar regardless of the Availability settings they configured on their Employee Profile.

Types of Events

There are TWO (2) Types of Events. The distinguishing factor to remember is REGISTRATION i.e. how often must you register for each Instance.

Single Instance, Multiple Date (Add Single button)
- The Member registers ONCE and gets MULTIPLE Dates.
- These are typically program or "camp" type of Activities e.g. Women Only Boot Camp, Intro to Kick Boxing, etc.
Multiple Instance, Single Date (Add Multiple button)
- The Member registers SEPARATELY for each Instance.
- These are Instances that are offered multiple times at your facility, and ones that you would typically advertise on your gym's calendar or schedule e.g. GroupX, Spin, BodyPump, etc.

Example 1: Single Instance, Multiple Date

The club offers "Boot Camps" (Event). There is a "Women Only Boot Camp (Instance) consisting of ten (10) sessions (Dates) with "Instructor Y" (Resource). You would create a single Instance of "Women Only Boot Camp" with Instructor Y as the Resource and add the ten (10) Dates accordingly. The Member now registers ONCE for "Women Only Boot Camp" and receives ALL ten (10) dates that you add.

Example 2: Single Instance, Multiple Date

The club offers an "Adult Beginner Swimming" class (Event). There are multiple "Adult Beginner Swimming" classes scheduled (Instances) with each class consisting of eight (8) sessions (Dates). These classes start at different times of the morning or they could start at the same time in a different part of the pool (Rsource). You would create multiple Instances of Adult Beginner Swimming, designate the part of the pool where each will be conducted and then add each of the eight (8) Dates PER INSTANCE and RESOURCE.

Example 3: Multiple Instance, Single Date

Bikram Yoga is offered every week (holidays permitting) on Tuesday, Wednesday, and Friday at 7:00 pm in Yoga Studio B. The Member must register SEPARATELY for any or all of the classes.

Adding an Event

This is a Four (4) step process:

Adding the Event Types
Adding Event Instances
- Dates
- Resources
Adding additional Dates (if necessary).
Registering a Member or Online Registration

Once you add an Instance, and subsequently add a Resource(s), the Instance will display in the Scheduler Calendar.

Event Codes

Since the names of Events and Instances may be very similar for marketing and other operational purposes, each includes a Code as a visible and unique identifier. This feature also distinguishes the records in reporting and in the import process.

Each new Event or Instance you add includes a unique code number that will display on each record. An Event Code is not required but can be entered directly in the Details tab. However, if you do not enter a value in this field, a code will be auto-generated by the application and added to the record. Instance Codes are always auto-generated by the application.

Event Types

This is where you add the actual Events.

To Add an Event:

From the Launch Pad, click the System Configuration icon in the left navigation panel.
In the Scheduler section, select Events.
In the Event Types section (left panel), click Add. The Add Event Types pop-up window displays.

Details

In the Details tab, enter a Description of the Event in the text box.
Create an Event Code that is unique to that event.
1. This further identifies the Event and since Events can have multiple Items redeemed against them, this helps in organizing the export process.
2. This is not required, however, if you do not enter a number in this field, it will be auto-generated by the application and added to the record.
Select an Event Category from the Category drop-down list.
The following check boxes apply to online registration and to how elements displays on the Scheduler Calendar.
1. Show Price - Select this check box if you want the price to display in the online registration.
2. Register Online - Select this check box to allow this Instance to be scheduled online.
3. Show Online – Select this option to show the event type online. Unselect it to make it only visible within MOSO.
4. Show Resources - Select this check box to display the Resource for this instance online e.g. the room it is taking place in or the specific Instructor.
5. Show Notes Box - Select this check box to make a text box available for Members to enter notes or other information when they register online. If you select this check box, the Notes Box Label text box displays. In the text box, enter the label you want to add to that field online e.g. Enter Comments here, Your Comments, etc.
6. Auto Publish Next Instance - Select this check box if you want the next Instance of that Event to be published for online scheduling immediately following the conclusion of the previous Instance, or if the current Instance has reached its capacity.
In the Show Low Booking Threshold text box, enter the number of available slots remaining before an alert is generated on the website. e.g. if you enter three (3) in this field, when there are three spots remaining for the event, an message will display on the website alerting everyone about the remaining spots ("Only 3 Spots Remaining!!!").
Select the Allow Proration check box if you want to allow mid-event entrance for registrants and be able to charge a prorated amount for the remaining amount of sessions or instances.

The Details tab when setting up an Event.

Description

The Description tab is for online publishing information for this Event.
1. The Short Description is what displays when you hover over the Event image online.
2. The Long Description is what displays when you click the Event image online.
3. Terms and Conditions - Enter the text for your Terms and Conditions.
  1. If you enter Terms and Conditions, you are required to select the check box to move forward during online registration.
  2. If you do NOT enter Terms and Conditions, the text field will not display during online registration.
4. Upload a Thumbnail Image (smaller) and a Full Size Image from your hard drive that display in a panel alongside your descriptions.
  
  The Descriptions tab when setting up an Event.

Pricing

In the Pricing tab, select the radio button of the Pricing Type (Option) you want to assign to each Instance. This price will display in Item Setup. When you make a selection the remaining applicable fields display.

Use Template - This feature gives you that ability to preconfigure Event details at the Enterprise level, allowing the Staff Member to just add the Price when entering new Instances. This also gives you the ability to have as many Instances as you want under one template. This is ONLY an option when adding a NEW Event, not when editing an existing Event.
1. Select a Template Item from the drop-down list (required).
  1. These are generated from any Service Item item in which the Template check box was selected during the initial configuration.
  2. The template Name is the same as the actual item name.
2. Enter a Description.
3. Enter an Item Code and UPC Code (optional).
4. Click, or select anywhere, in the text box to select a Start Date. (Default="Now") and End Date (optional).
5. Enter a Price (required).
6. Enter a Qualified Member Price.
7. Select the Allow Price Override check box if you want to allow a Manager or other staff member to be able to override the Min Price and Max Price you enter in the next text boxes.
8. Select the Use for pricing? check box if you want the price you set up for that item in Item Setup to be the Event Price. You can select this check box for ONE (1) Item ONLY. If you select it for an Item and then select it again for another item, the value will switch to Yes for the second item in the Items for Event list.
  
  Using a Template when Adding an Event.
Use Existing Item - This gives the ability to select Items you have already added in Item Setup, including the prices you set up for those items, as the primary items for the Event.
1. Select an Item from the drop-down list.
2. Select the Use for pricing? check box if you want the price you set up for that item in Item Setup to be the Event Price. You can select this check box for ONE (1) Item ONLY. If you select it for an Item and then select it again for another item, the value will switch to Yes for the second item in the Items for Event list.
  
  Using an Existing Price when Adding an Event.
Click the Save button.

After you have added Event Types, you can filter the list in the left navigation panel by Event Category and Date Range. First select a Category from the drop-down list and then select or enter a Date Range and click the Load button. The date range defaults from the current date (From) to one month in advance (To). You can also select a "Smart Date" from the drop-down list:

Today
Yesterday
The Last or Next 7, 30, 90 Days

Filtering Event Types.

Event Instances

IMPORTANT...The form behind the Add Single and Add Multiple buttons are the same but the output is definitively different!!!

To Add an Event Instance, click either the:

...

Add Single button
- Select this button if you are adding a Single Instance, Multiple Date Event.
- This will list the single Instance in the top right section with the multiple Dates in the bottom right section.

Add Multiple button
- Select this button if you are adding a Multiple Instance, Single Date Event.</p>
- This will list ALL of the Instances in the top right section with that one date only listed in the bottom right section.

Details

After you make your selection in the Event Instances section (top right), the Add Event Instance pop-up displays.
In the Details tab, enter the Name of the Instance in the Description field.
The Publish on field defaults to the current date. This is the date that this specific Instance will be published online, including the first Occurrence. To change that date, either click the in the date field and enter a new date or click the Calendar icon and select a date.
Enter the number of days prior to the actual start of the Occurrence (i.e. the date of the actual class) when registrations are no longer accepted.
Enter the Minimum and Maximum Enrollments allowed in their respective text fields. (NOTE: Overbooking is allowed regardless of the entry in the Maximum Enrollments field and "wait list" functionality will be added soon).
1. When you enter a number other than zero in the Minimum Enrollment field, "Actions" must be added should the Event not reach the minimum enrollment by a certain date e.g. cancel, postpone, etc.
2. Enter the amount of days for the required action to take affect in the Actions by Days text box.
3. Select the Action to be taken at that point from the drop-down list.
4. In the screen shot below, if the minimum enrollment is not reach 3 days prior to the start date, the Event will be Cancelled.
  
  Adding Minimum Enrollment "Actions" for an Event Instance.
Enter the Maximum Group Size allowed. A "group" is defined as one Party registering multiple individuals e.g. A member registers and brings two (2) other guests.
Select a Payment Option from the drop-down list. These are hard coded entries that can not be altered.
1. Any Available - This allows you to prepay or pay at the location with ALL authorized and available Tender Types.
2. Pay with prepaid services only - Prepaying for the service is REQUIRED with the specified Tender Types.
3. Pay at location only - You are REQUIRED to pay at the location or facility with any available Tender Types.
4. Pay with credit card only - Credit Card is the ONLY accepted Tender Type regardless of where and when you pay for the service.
5. No pay at location - You must prepay and can do so with any Tender Type.
6. No pay with credit card - All Tender Types other than a credit card are acceptable.
  
  Adding the Details for an Event Instance.

Resources

Important...A Resource Type (Employee or Resource) is REQUIRED for the Event to display on the Calendar.

To Add a Resource:

Click the Resources tab and then the Add Event Resource button.
If you select the Employee radio button:
1. In the Employee field, do a standard Search, Advanced Search, or Phonetic Search (if available, click the "Microphone" link in the right corner of the field. Select the correct Employee from the search results.
2. If this Employee is to be notified that he has been scheduled for this Event and for any subsequent Occurrences, select the Notify check box.
3. In the Label field (optional), enter the role or title that will accompany the Employee's name in Moso myClub e.g. Instructor, Trainer, Sensei, Masseuse, CSCS, ACSM, etc. In the screen shot below, if you enter "Trainer" in this field, this resources name would display "Prime Time - Instructor" in Moso myClub when searching for and registering for an Event.
  
  Using an Employee as the Event Resource.
If you select the Resource radio button:
1. Select the Resource from the drop-down list.
2. Select the Resource Unit from the drop-down list (optional). Both of these were added in the Scheduler Resources configuration.
  
  Using a Resource (room) as the Event Resource.
Click the Add Resource button.

Dates

Typically, the Event Date will be the date of the first Instance. The Dates can be selected Manually or by Pattern. If you select Manually, a calendar view displays to select the dates. If you select by Pattern, an interface similar to setting up a Billing Schedule is used to select that pattern.

To Add an Event Date:

In the Dates & Locations tab, click the Add Event Date.
Select a Location from the drop-down list. This must be an actual Business Unit not a Division or Enterprise level Source.
If this is an all day event, select the All Day check box. If you select this check box, the Start and End Time drop-down lists and the Show End Time check box will disappear.
Select a Start and End Time from their respective drop-down lists.
If you want the End Time to display on the website or registration page, select the Show End Time check box (Default=Selected).
In the right panel, select either the Select dates Manually (default) or by a Pattern radio buttons.
1. If you select Manually, click the dates you want to select (use the arrows in the header to move from month to month). They will highlighted in your color scheme. To remove a selected date, click that date and the highlight will be removed.
  
  Adding Dates Manually for an Event Instance.
2. If you select by a Pattern, in the Range of Recurrence section, select a Start Date.
  1. Select the End after Instances radio button and enter the number of Instances in the text box at which the pattern will end based on the Recurrence Pattern you select in the next section.
  2. You can instead, select the End by radio button and enter (or select) a date that the pattern will end based on the Recurrences and the Start Date.
  3. Select a Recurrence Pattern from the drop-down list (Monthly, Weekly, Daily) and use the up-and-down arrows to select the number or recurrences during that pattern in the Recur Every field.
    1. If you select Monthly, select the day(s) of the month that the Instance will occur e.g. the Instance will recur monthly on the days you sele selected.
    2. If you select Weekly, select the day(s) of the week that the Instance will occur e.g. the Instance will recur weekly on Tuesday and Thursday.
    3. If you select Daily, select the number days month that the Instance will occur e.g. the Instance will recur daily every three days.
      
      Adding Dates by a Pattern (Monthly) for an Event Instance.
To Preview the dates, click the Refresh button and the dates will display in the Preview Date Selections section (bottom left).
If all of the information in all three (3) tabs is correct, click the Save button. This record will now display in BOTH the top and bottom sections.
1. An Instance Code is automatically generated for each Instance you create and displays in the Code field in every record. This is an integer value that simply increases by one (1) as you create new Instances throughout the system.
  
  Adding Dates to an Event Instance.

And the results...

**Event Instances**
Single Instance, Multiple Date Event	Multiple Instance, Single Date Event

Editing/Cancelling an Event Instance

This Edit feature is primarily used to add Dates/Resources and update the Attendance for an Event Instance. After you add the Instance(s), you can click the Edit button to edit the DETAILS ONLY.

If you have a Single Instance, Multiple Date Event, and cancel the Instance ALL of the Dates will be cancelled. If you have a Multiple Instance, Single Date Event, you must cancel each Instance individually.

To Cancel/Delete a Single Instance:

Click the appropriate line item in the top right panel to highlight the Instance.
Click the Cancel drop-down list. You have two (2) options:
- Keep on Calendar
- Remove from Calendar
  
  Cancelling an Event Instance.
After you make your selection, a confirmation pop-up displays to verify this is the action you want to take and informing you that this action will also cancel all of the registrations.
If this is the action you want to take, click the Yes button.

Cancelling Multiple Event Instances

The Cancel Multiple button gives you the ability cancel multiple event instances at one time. Multiple instances can be cancelled after a specific date i.e. you will select a date and all instances after that date will be cancelled.

To Cancel Multiple Instances:

Select an Event in the Event Types section (left). In the screen shot below, note the available instances for this event.

Event with Multiple Instances.
In the Event Instances section (right), click the Cancel Multiple button. The Cancel Multiple Event Instances pop-up window opens.
Enter, or click the Calendar icon and select, a date in the Cancel After Date field. Every instance after this date will be cancelled based in the criteria you select in the subsequent fields.
In the Registrants field, select either:
1. All Instances - This option cancels all of the instances after the specified date.
2. Only Instances without Registrants (default) - This cancels only instances after the specified date that have no registrants. Instances that have registrants would not be cancelled even if they will occur after the specified date.
In the Calendar field, select either:
1. Keep on Calendar
2. Remove from Calendar
After you select the previous options, a note displays in the window letting you know how many instances will be cancelled ("This will cancel ## instance(s)").
Click the Process button.

The Cancel Multiple Event Instances pop-up window

In the screen shot below, and based on the previous screen shots, all of the instances after the specified dates have been cancelled.

Remaining instances after a cancellation.

Dates & Locations

This is where you configure additional Dates for an Instance (if necessary) and the steps are the same as noted above. This will be done primarily for Instances with multiple sessions.

To Add a Date:

Click the Instance in the top section. This will activate the tabs in the bottom section.
Click Add Event Date. The Add Event Date pop-up window displays (NOTE: This is also the same form that displays when you click the Edit Event Date button).
Select the Location in the drop-down list. You can have Dates for the same Instance at DIFFERENT locations.
Select or enter the date of the Occurrence in the Start Date field.
If this is an all day event, select the All Day check box.
Select a Start and End Time from their respective drop-down lists.
If you want the End Time to display on the website or registration page, select the Show End Time check box.
Click the Add Date button.

Completed Add Event Date pop-up window.
The new Date will display in the bottom section.

Adding an additional Date to an Instance.

To Cancel/Delete an Event Date, click the appropriate line item in the bottom right panel to highlight the date and then click the Remove Event Date button. A confirmation pop-up displays to verify this is the action you want to take and if that is the case, click the Yes button.

Date Resources

The steps to adding an additional Resource are done in the Add Event Date pop-up window and these steps are also identical to the ones noted earlier.

Adding/Editing Examples

A few examples...

If you have a Spin Class (Instance) at 8:00 am Spin Room A and would like to add an additional Time (Date) for that class on the SAME DAY, you would click the Add Event Date button and select the same Start Date but different Start and End times.
If you have that same Spin Class (Instance) at 8:00 am in Spin Room A and would like to add an additional class (Date) on that day at the SAME TIME but in Spin Room B (Resource), you would click the Add Event Date button and select the same Start Date and Start and End times, but would select a different RESOURCE (Spin Room B) in the Resources tab.

Registering a Member

Unlike any other feature in MosoMRM, actual Member registrations can be added ON THE CONFIGURATION PAGE. You can also add registrants directly from the Scheduler Calendar...and remember...

A Member registers for an INSTANCE not an Event.

Every Event Instance has a Progress Bar in the Registration Summary column that is based on the Maximum Enrollment number you added during setup. This field will update automatically as each registration is added to the Instance. If you did not add a Maximum Enrollment number, "0 (unlimited capacity)" displays in the Registration Summary.

To Register a Member for an Event:

Click the Registrations tab and then click the Add button.
In the Customer field, enter the first two letters of the Members last name or the first two digits of a Member Number range. Select the correct Employee from the Search results.
If this Member is registering a Group, enter the number in the group in the Group Size field.
Select the service the Member is redeeming from the Prepaid Service drop-down list.
Click the Save Button.

Completed Regiatration.
The Member will be added to the record (bottom section) and the progress bar in the Instance record will update accordingly (top section).

Member Registration display.

Wait List

Coming in MosoMRM 2.00!

Online Registration

Registering online is done through your Moso myClub Member Portal.

You do NOT have to be logged-in to your Moso myClub Account to register for an Event. Click the Events link in the Menu bar and the Events page will display with a series of filters to find the Event for which you are registering.

Next Step?

NEXT STEP: At this point you are ready to Schedule!!!..........Previous Step: Event Categories

And remember to set your Screen Security when you get to the next page!

Technical Information

Related Information

Scheduler
Scheduler Setup Order Business Unit Setup Scheduler Access Permissions Item Setup Scheduler Resources Scheduler Options Event Categories Events Staff Availability Options Template Configuration Notification Configuration Portal Configuration	Event Import Scheduler Creating an Appointment Block Time Redeeming an Activity Editing an Appointment Moso myClub Events	System Configuration The MosoMRM User Interface The MosoMRM Glossary Setting Up Your MosoMRM System The MosoMRM Modules

Retrieved from "http://wiki.mosocloud.com/Events"

Moso Docs

Contents

Overview

Event Terminology

Types of Events

Adding an Event

Event Codes

Event Types

Details

Description

Pricing

Event Instances

Details

Resources

Dates

Editing/Cancelling an Event Instance

Cancelling Multiple Event Instances

Dates & Locations

Date Resources

Adding/Editing Examples

Registering a Member

Wait List

Online Registration

Next Step?

Technical Information

Related Information

Toolbox

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