The Calendar is easy to use and perfect for events with complex ticket configurations. It is the perfect tool for businesses where reservations of spots are essential, such as business appointments, test rides, viewings, dinner tables, etç. With the Calendar, you can streamline your booking process and optimize capacity management.
Easily manage your reservations and make the most of your resources. For restaurants, create time slots for dinner reservations and assign a limited number of tables per time slot. For car dealerships, you can create time slots for test drives, and ensure that each car has a specific number of slots available.
Setting up a Calendar
From your event’s editing page, Activate specific dates for categories and options in Ticket > Settings to display the Calendar section in Tickets > Options.
Once that is done, a Calendar section will appear below Organize your options by groups.
Click on +Add calendar to create a calendar and define the duration of the calendar (start and end date, start and end time per day, and slot duration), and set the available quantity per slot.
After creating your calendar, you need to link your option to it. Go to your Option, edit it, and choose your calendar in the Calendar field. Once that’s done, the option time will match that of the calendar’s and its available stock will depend on the calendar.
Your registrants will now be able to Choose a time slot for the option during the registration process.
Here is below how the view translates for registrants for our example above. There is now an additional Choose a timeslot button. Once registrants click on it, the calendar will pop up and they will be able to choose their preferred slot.
Managing your Calendar(s)
Different set ups
One calendar can be linked to different options. For instance, in the restaurant example, one calendar per table is needed. If all calendar slots are taken by people selecting a table for two, the other table types would remain empty and appear as sold out for registrants as the stock is based on the available calendar slots. To avoid this, consider creating a specific calendar for each option (Table for 2, Table for 3, and Table for 4).
In contrast, a tour guide offering different tours as options needs all slots linked to the same guide as he cannot be in two places at once. If someone books a Colosseum visit at 12:00, no one should be able to book a Vatican City visit at the same time. Other than that, the option selection and configuration are the same as for regular options. You can group your options together, and set a limit of tickets per booking (default is 1).
In the example below, a movie theater grouped options by genre and limited bookings to five tickets each.
If you need to make certain slots unavailable (e.g., during a lunch break), you can add exceptions to the calendar. To do so, click on the calendar’s 3-dot button next to your calendar name and then on Edit exceptions. In the example below some slots were closed for Christmas.
Obtain an overview of the timeslots selected per attendee in a report by clicking on Export calendar from the 3-dot button next to your calendar name.
One last specificity to the calendar feature is that when duplicating an event, the calendars will not be duplicated.
We wish you success and pleasure with all your events!
The idloom.events team