Templates allow you to control Events across your entire BETA dashboard. To create a new event instance, you must have an event template created beforehand. Customize your events by date, time, duration and recurring weeks.
Therefore when you edit a template in BETA, any changes made (e.g., to the name, duration, image, or pricing) will be reflected across your entire system, including your dashboard, website widgets, and BETA app. This means the updates will automatically apply everywhere the template is used.
If you want different settings for certain event instances, it's better to create a new template rather than editing the existing one. This ensures that your changes don't affect other events or offerings.
🟡 Events Explainer
https://www.notion.so/Events-Explainer-bee7d14c2dc54dcebe7396cfa06038d0
Use this when you want to quickly create a repeating event over several weeks. It will generate events on the same day and time for the number of weeks you specify—perfect for simple recurring sessions.
An event is an instance of an event template, which will appear automatically in your calendar, and on your designated widgets.
This is available on the Business Tier & above.
Use this when you wish to auto-schedule your events. You can set specific days, custom start and end times, a start offset, and define both the start and end dates—ideal for term-based or irregular programming.
Yes! When creating an event instance, you have the option to select the number of weeks you would like this event to recur, relative to the date you've chosen.
This allows you to easily set up events to run on a recurring basis without the need for manual input each time.
Another option would be to use auto-scheduling events, learn about that below!
The Auto-scheduler allows you to set the following:
When you duplicate event instances/courses to a new month, it will create the same number of sub-events at the same frequency. It will not duplicate participants.
This feature allows you to easily duplicate an event or course offset by a specific number of days, making it simple to extend recurring events.
If you have a 2-week course and want to replicate it for the next period, you can duplicate it by another 14 days, seamlessly scheduling the new course for the following weeks. This streamlines the process of managing repeat events without the need to manually create new entries each time.
A course consists of a course event and a list of sub-events. To create and publish a course, please follow these steps:
Create the course template
Create the event template
Create the event instances (from an existing event template)
Publish the course
Preventing Late Bookings & Understanding Course Pricing To prevent climbers from joining a course after it has already started (e.g. booking Part 2 without attending Part 1), you need to manage to which template your pricing is applied.
Set the Price Only on the Course
This means the full course must be booked in advance.
Individual sessions (event instances) cannot be booked separately.
Once the first session begins, the course will no longer be available for booking.
Ideal for structured, multi-part courses where attendance from the beginning is required.
Setting a Price on the Event Instance Template
If you also set a price on the event template, individual sessions can be booked on their own.
This allows participants to bypass earlier sessions, which is not recommended for progressive courses.
🟡 Events Explainer
https://www.notion.so/Events-Explainer-bee7d14c2dc54dcebe7396cfa06038d0
A course, is a grouping of Event Instances.
This feature allows you to easily duplicate an event or course offset by a specific number of days, making it simple to extend recurring events.
For example, if you have a 2-week course and want to replicate it for the next period, you can duplicate it by another 14 days, seamlessly scheduling the new course for the following weeks. This streamlines the process of managing repeat events without the need to manually create new entries each time.
When you duplicate event instances/courses to a new month, it will create the same number of sub-events at the same frequency. It will not duplicate participants.
Set-up
Yes! To simplify the identification of booked events/slots, you can switch to a list view in the events calendar page. Use the drop-down menu and select the list view option for a clearer display. Moreover, you can further filter your view by tags, event templates, slots and organizer, providing you with more customisable views.
Archiving an event template in BETA does not delete any existing event instances. However, it removes the template from your dashboard, making it no longer accessible for creating new events.
Existing event instances remain unaffected by the archiving process.
Yes! When a participant enrols in your event or course, an automatic email is sent to them.
This email includes a Sign Formbutton, facilitating the form or waiver signing process. To learn more about customising this email, follow this guide.
Booking Forms Explainer
Learn how to create and configure Booking Forms for your online booking widget, ensuring mandatory details are collected for purchases.
Event enrolment
To sell an event course, start by creating the event or course from the Events page. Go to the prices tab of the event/course and ensure there is an event price and the sell online?checkbox is ticked.
Once the course is set up, you will need to generate a widget, follow our main guide here Event Widgets . You can create an individual widget for each event/course or generate a widget that encompasses all your events. The event widget builder allows customization to suit how you want to display your courses on your website.
After generating the widget link, embed it into your website using iFrame to make the courses available for purchase.
If an event or a course is NOT linked to a pass price (i.e., is not being purchased with a pass), visitors can sign up (thought purchase or for free, if pricing is set to free) to an event online through your generated events widget link.
For events that have been associated with an entry type (i.e., has been included in the pass price), participants would need to enrol from the visitor’s home widget.
Example: you need to create two prices for the same event template, one of which for purchasing online and one associated with a specific pass price (e.g., a free entrance for gym ‘members’), you will need to
How to add these?
For people who need to pay (non–entry type holders):
Go to the Event Template
Add a price to the event (this is what they will pay online, through a Event Widget)
For people with a specific entry type (e.g., membership holders) who should get in free:
Go to Passes → Entry Types
Find the entry type you want to include (e.g., Annual Membership)
Add the event template to that entry type
This makes the event free for anyone with that entry type, available through the Visitor's Home.
Check-In
Yes, you have the flexibility to check people into an event even after the start time, as long as it's still the same day. This can be done either directly from the event itself or in the "Missed" events section on the climber profile.
To do that, you can start the transaction in the calendar, and leave "Would you like to send update emails to the enrolled participants?” disabled, and then create the transaction in the Calendar. BETA will also not send out a receipt with this method. Note, multiple participants can also be enrolled and selected to create a transaction with multiple bookings.
Yes, indeed! You have the flexibility to customise a transactional email designed for a particular event, such as a birthday party. This allows you to request the necessary information needed for the booking and tailor your communication with the participants for that specific type of event.
You can enrol participants without settling any payment by clicking on the event and enrolling the participant from the enroll tab. This process ensures that no payment is processed during the enrollment.
Not adding a price (or disabling the price for online sale) for the Event Template, ensure that no-one may purchase the course from your POS, or widget respectively. Only adding an online price to the course ensures that participants may only purchase the course in its entirety.
Courses cannot be set to recur automatically as a whole. A course in BETA is made up of individual event instances, and each instance needs to be created or selected manually.
However, you can streamline the setup:
Create the course and its initial instances.
Then use the overflow menu in the course popup to duplicate those instances across additional days or weeks. This allows you to build out a schedule quickly without recreating each instance from scratch.
Recurring options are available at the event level, but they do not apply to an entire course as a recurring series.
Yes, you can manage this by setting the price only on the course template itself - do not set any prices on the event template, or set them to not be available online, for only POS sale.If the price is set on the Course, bookings will only be allowed through the course registration—this ensures participants sign up before the first session.If the price is instead set on the Event Template, each session (including later parts of the course) can be booked individually, allowing people to skip earlier sessions.
Courses are available on BETA Community tier and above. Please refer to the pricing on our website for more information.
