BETA provides flexibility for managing individual event instances. Whether you need to change the capacity, start time, host, or public information, edits made to a single event instance only apply to that instance, not the template.
Event Widgets: Explainer & Setup
Widgets allow you to sell and display events/course on your website, or link for social media.
🔗 Events Explainer (SCM)
https://www.notion.so/Events-Explainer-bee7d14c2dc54dcebe7396cfa06038d0
Find the event in your calendar.
Click "Edit" for that specific instance.
Make your changes and confirm by clicking "Submit."
Below is an overview of what you can adjust, all updates will be reflected in your widgets automatically:
Start Time — Adjust when the event begins. This will update in your widgets too.
Host — Update who is facilitating the event. This will update in your widgets too.
Additional Info. (Public) — Edit public-facing information displayed for this instance. This information will be entered as a suffix in your widgets.
Maximum Capacity — You can adjust the capacity for individual event instances without impacting other instances or templates. This will update in your widgets too.
Event Instance Duration — Allows you to control the duration of that particular event instance (Business & Above). This will update in your widgets too.
Keeping descriptions brief improves readability, user engagement, and conversion rates, since visitors are more likely to register when key details are presented clearly.
Once a participant has been marked as attended and checked in, their booking can no longer be rescheduled.
To make changes, you’ll first need to remove their check-in.
An event instance start time can be editing by clicking on the event instance (these edits will only apply to this instance).
No, changes made to an instance only apply to that specific occurrence. To modify future events, edit the event template.
Slots are designed with fixed capacities defined by their setup, and capacity cannot be overridden for individual occurrences.
If the new capacity is lower than the current number of bookings, you must manually manage overbooked attendees.
To increase the participant limit for an event instance:This adjustment applies only to that instance and not the event template. Ensure your additional instructors are updated in the Host section, if needed.Navigate to the specific event in your calendar.Select the "Edit" option.Update the Capacity field to reflect the new participant limit.Confirm your changes and click "Submit".
You can add staff directly in BETA, they will appear in your Staff dropdown. Staff profiles don’t require a real email UNLESS YOU WISH THEM TO LOGIN TO THE DASHBOARD. For example, you can create profiles like:John B – staff@mail.com Henry K – staff@mail.com
Cancelling an event means that the event will no longer be available for booking in the POS/widget/BETAapp.
A cancelled event will still retain its enrolled participants. You can transfer participant enrolments to another event if needed.
Once an event has been booked, it may NOT be deleted, even if it is cancelled. You can only delete cancelled events with no enrolments or purchases attached.
Use this option to remove a specific instance of an event instance without affecting the rest of the series. Ideal for cancelling one-off sessions.
Bulk cancel events by selecting them in your schedule tab on the template. You can filter by date range, or by booked events.
Once an event has been booked, it may NOT be deleted, even if it is cancelled. You can only delete cancelled events with no enrolments or purchases attached.
An event instance cannot be deleted if it has a booking on it, this is for record purposes, as BETA keeps accurate records of all transactions. Cancelling an event will ensure that the event cannot be booked/sold.
The Email tab in an event instance allows you to manually send messages to all registered participants. It's a great tool for sharing updates, reminders, or last-minute changes. We recommend using it whenever you need to communicate directly with attendees outside of automated notifications.
Not by default. When removing or cancelling an individual participant, you can choose to send them an email using the cancellation popup. If an email is sent, any note added will be included as a personal message.
Not by default. When cancelling an event instance or course, you have the option to send an email to all registered participants via the cancellation popup. If you choose to send the email, any note you add will be included as a personal message in the email. The email is sent to the event organizer, with the participant(s) in BCC.
