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Creating a New Event or Class

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Creating a New Event or Class

You have all kinds of big new events coming up, and PayGo wants to make sure you have everything you need to make it a success. Your Events & Classes screen keeps all of your events, classes and appointments easy to access, monitor and create. All in one convenient place! 

Creating a New Event or Class

To create a new event or class, first access your Events & Classes screen via the Menu button.

On the Events & Classes screen, click the New Event/Class button at the top of the screen. This will open the Event Setup screen.

Note: When an event is created, it automatically becomes an Inventory item. This is to make it easier for your stores to sell seats or tickets from your Sale screen. You can also create a class or event in your Products screen by clicking the New Inventory button and classifying the new item as an Event.

In your Event Setup screen You will see several buttons along the top of the screen, along with a number in the top right corner. This is the event’s Item ID, which is an automatically-generated number for all inventory items within your software.

Save & Close: Clicking this will save your event and close the Event Setup screen.

Save: Clicking this will save your event and keep the Event Setup screen open.

Events Central: Clicking this will take you back to your central Events screen.

Sales History: This button brings you to a screen that will show the sales history for the event you’re creating. This is useful when you’ve finished creating the event, and would like to see who’s been purchasing reservations for it.

Duplicate: Clicking this will create a duplicate event of the event you are creating. This can be helpful if you are creating a repeating event or class.

Print Labels: If you like, you can create and print labels for this event. There is a drop-down menu for the Barcode Label Type you would like to use. Clicking the Print Label button will print out labels for the event. The number of labels printed will correspond with the event size entered in the first Event Setup box.

Print Roster: This button lets you print out a roster featuring the names of attendees for the event, what date they purchased reservations, and the amount they paid. Under this button, you can select the Barcode Label Type for the event.

Below the buttons, you will see two tabs.

Event Information Tab

In this tab, the first box will be the Event Setup box.

Title: This is where you name your event.

Shortcut Name: This is where you can create a shortened name for your event. This will be searchable in your Sales screen so your employees will be able to easily sell tickets for the event.

Department: You can create an event that will relate to a specific department. Class and Category can be used to further specify what this event will relate to.

Instructor: You can define who is leading this event, such as a teacher or group leader.

Size: This field will allow you to set how many people can be involved in this event

Min Enrollment: This is where you define the minimum number of people the event requires.

Price: This is where you enter the price of the event to your customers.

Description: This is where you can enter a detailed description of the event you are creating.

Site: This will define what store or site you will be holding this event at.

At the bottom of the screen you will see three large fields under the title Event Setup. This is where you can create notes for yourself, your employees and your customers on what needs to be done to prepare for the event.

Prepare for Event: This is for any preparation that needs to be done before the event starts.

Books: This is where you can specify if there are any reading materials needed for this event.

Additional Supplies: This is where you can specify additional supplies or materials that need to be brought along to this event.

At the top right side of your screen, there is a Date and Time box, where you can add the Start Date and End Date of your event, as well as its Start Time and End Time.

Below the date and time fields, you will see the Multiple Date Setup box. This box is where you can schedule more dates for this event. This is particularly helpful if you are creating an event such as a class that will be held on more than one days a week for a certain length of time. At the bottom of this box, there is also a field where you can make the event you are creating repeat within a certain number of days.

Roster Tab

The Roster tab is where you will see basic information for the people who have signed up for your event.

At the top of this tab, you’ll see three fields.

Size: This is where you will see the number of attendees that have already signed up for the event.

Slots Taken: How many slots have been purchased for the event.

Slots Avail: How many slots are still available for the event.

Below, you will see the roster box with the listing of your attendees.

Slots: This is the number in which the attendee registered for the event.

Attendee Name: The name of attendees registered for the event.

Date Purchased: This is the date the attendee purchased a spot in the event.

Amount: This is the cost the attendee paid for the event.

After all of this information has been entered, click the Save & Close button to save your event and go back to your central Events screen. Your event has been created, and now can be purchased through your Sale screen.

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