Introduction
How events and bookings work in Members, from schedule and pricing to holds, attendance, and cancellations.
Overview
An event is any scheduled activity: a class, workshop, social, or a window of time which can be reserved. A booking reserves a place for a member in that event.
Members can browse and book in the member website and app when an event is member-visible and there is an available slot. Pricing and eligibility can depend on benefits, so you can program special rates which depend on the member's entitlements.
Staff create and manage the events calendar in the admin dashboard event page. The same functionality is available on the Events, Bookings, Event Hosts, Event Resources, and Cancellation Policies APIs.
The building blocks
| Concept | What it is |
|---|---|
| Event | A named schedule activity (local start and end, timezone), with status, capacity, pricing, and optional recurrence |
| Slot | A bookable window derived from the event (and optional slot duration/interval), with remaining capacity. For example, an event like 'tennis court booking' could have multiple slots throughout the day. |
| Booking | A member's reservation on an event slot, with a price, status, and optional allocated resource |
| Host | A display profile (instructor, coach, speaker) attached to events |
| Location | A place hosting the event: address, URL for online events, instructions |
| Tag | A flexible label on an event for filtering the calendar |
| Resource | A bookable asset (court, room, bike, salon attendant) with weekly availability and overrides |
| Price | An amount, with optional benefit restrictions and deductions for a booking |
| Cancellation policy | Rules for refunds, fees, and whether meter deductions are restored when a booking is cancelled |
Example events
These configurations show how the same building blocks combine for different activities.
Weekday yoga class
A recurring class every weekday at 18:00 with maximum capacity of 20, an instructor as host, and no resources. Members book a place on each occurrence.
Pricing is set up so a booking either consumes one session credit meter benefit, or charges $20 for members who do not have that credit available (for example guests, or members whose membership does not include session credits).
Members-only workshop
A one-off workshop with a fixed start and end, unlimited capacity, and a guest host. Pricing is free ($0), but restricted to members with an active membership, so members can book without payment or meter deductions. Keep the event member-visible so people can self-serve in the member website and app.
Tennis court hire
Five tennis court resources (Court 1 through Court 5), each with capacity of 1. Bookings attach to a specific court: the member can pick a court number, or Members can auto-allocate the first available one.
There are two parallel events over the same open hours (for example Saturday 09:00–17:00): one for 60-minute slots and one for 120-minute slots. Because capacity lives on the shared court resources, someone cannot book a 60-minute slot on Court 3 if a 120-minute booking already covers that court for an overlapping time, and the reverse is also true.
Ways to work with events and bookings
Create events
One-off and recurring schedules, slots, capacity, and member visibility.
Hosts, locations, and tags
Instructors, venues, and calendar labels.
Event resources
Courts, rooms, and other bookable assets with availability.
Pricing and eligibility
Price rules, benefit gates, and meter deductions.
Manage bookings
Hold and confirm, move slots, record attendance, and staff override.
Cancellation policies
Tiered refunds, fees, event cancel, and no-show settlement.
Next steps
- Create events to put classes and activities on the calendar.
- Set up hosts, locations, and tags when you need instructors, venues, or calendar labels.
- Set up event resources when members book courts, rooms, or other assets.
- Define pricing and eligibility so member rates and credits apply automatically.
- Take bookings for staff and self-serve flows.
- Configure cancellation policies before paid events go live.
- Create benefits if price rules need entitlement gates or meter credits.
- Review billing for invoices and credit notes created from bookings.