Create one-off and recurring events, set slots and capacity, and control member visibility.

Overview

An event is a scheduled activity on your calendar: a class, workshop, social, or a bookable window of time. It holds the name, start and end times, capacity, pricing, and optional hosts, location, resources, and cancellation policy.

Create and edit events from the admin dashboard events page and calendar. API users can access the same functionality with the Events API.

Event settings

Setting	What it controls
Name and description	Labels that staff and members see
Images	Photos shown on the event page.
Starts / ends	Time and date the event runs
Capacity	How many active bookings (holds and confirmed places) the event allows. Leave unset for unlimited. Or, the capacity can be linked to existing resources which will be used to calculate the capacity.
Tags	Flexible event labels for filtering the calendar. See Tags
Hosts	Instructors, coaches, or speakers shown on the event. See Hosts
Location	Where the event happens: a saved place, address details or a URL to an online event. See Locations
Resources	Bookable assets such as courts or rooms. See Event resources
Cancellation policy	Optional policy for this event. If unset, the organization default applies. See Cancellation policies
Member visibility	Whether the event appears in the member website and app, allowing people to browse and book themselves
Slot duration and interval	How the event window is split into bookable slots (common for court or room hire)
Pricing	Amounts, benefit gates, and credit deductions and custom cancellation policies. See Pricing and eligibility

Event statuses

Status	Meaning
Confirmed	The event is active and can accept bookings (subject to capacity and availability)
Cancelled	The event was cancelled. New bookings should not proceed

Recurring events

Most organizations will use recurring events. For example, a weekly social event or class that runs on the same schedule every week.

Recurring events work the same way in Members as in other calendar apps like Google Calendar or Outlook. When creating an event, you can choose to create a recurring event with a repeating rule. The calendar will show each occurrence as its own event, and bookings attach to a specific occurrence rather than the whole series.

When saving edits to a recurring event, you can choose to update just the current occurence, or all future occurrences. Similarly, you can cancel one occurrence without removing the rest of the series.

Capacity and slots

Event capacity

You can set a maximum capacity for each event to limit the number of active bookings (holds and confirmed places) the event allows. When the capacity is reached, new bookings will be rejected. Staff can override limits when creating or moving a booking, but members booking themselves will not be able to book if the capacity is reached.

You can allow unlimited capacity. Unlimited capacity will still track how many bookings are made.

There are three options for capacity:

Option	What it does	Example
Unlimited	No limit on the number of bookings	An open house or social where anyone can drop in
Fixed	A set maximum number of bookings for the event	A yoga class capped at 20 places
Linked to resources	Capacity comes from the linked resources and is calculated from their availability	Five tennis courts, each taking one booking at a time

Time slots

An event can be split into multiple time slots. Members book a slot within the event window.

Two settings control how slots are derived:

Setting	What it controls
Slot duration	How long each booking lasts
Slot interval	How often a new start time is offered

Each slot shows how many places are left and whether it is still bookable. With linked resources, availability is also shown per court or room.

When the interval is shorter than the duration, slots overlap. Capacity is shared across those overlapping times, so a booking that fills a room or court blocks any other slot that covers the same period.

Examples

Spa treatment room

One treatment room is available from 09:00 to 21:00. Set slot duration to 60 minutes and interval to 30 minutes. Members can start at 09:00, 09:30, 10:00, and so on, and each booking lasts an hour. If someone books 10:00–11:00, later starts that would overlap that hour (such as 10:30) are no longer bookable for that room.

Tennis court hire

Courts are open 08:00–20:00. A 60-minute hire with a 60-minute interval offers back-to-back hours (08:00, 09:00, 10:00). A 60-minute hire with a 30-minute interval offers more flexible start times, with overlapping slots prevented from being booked.

Group class

A single yoga class from 18:00–19:00 will not need multiple slots. Leave time slots off so members book a place on the class rather than choosing a start time inside it.

Create an event

Choose the schedule

Open the events calendar, start a new event, and set the name, local start and end, and timezone. Add recurrence if this is a series.

Set capacity and slots

Choose overall capacity. For resource windows or multi-slot classes, set slot duration and interval so Members can derive bookable slots.

Attach hosts, location, tags, and resources

Add hosts in the order they should appear, choose a location, and add tags. Link resources when members book an asset. See Hosts, locations, and tags and Event resources.

Add pricing

Define price options (member rate, credit deduction, public rate). See Pricing and eligibility.

Set visibility and cancellation policy

Decide whether members can see the event in the member website and app. Link a cancellation policy, or rely on the organization default. See Cancellation policies.

Review and save

Confirm images and tags, then save the event to the calendar.

Update or cancel an event

Open the event from the calendar to change name, schedule, capacity, hosts, location, resources, pricing, images, member visibility, and related settings.

Reorder hosts or images by rearranging the list.

To cancel an event, mark it cancelled from the event details. Cancelled events will not take new bookings. Existing bookings still need handling: move bookings to different dates, cancel them, or communicate separately. Members does not automatically cancel or email existing bookings when an event is cancelled, to allow the organization to communicate without confusion. For how booking settlement works when people cancel their own places, see Cancellation policies.

After the event exists

Create bookings for members, or let them self-serve when the event is member-visible
Filter the calendar by tags, hosts, or resources
Open an event for a specific member when you need to see which price options they can use

Creating Events