Here is how to add a reoccurring seated event that happens on the same say every week / month

You can add reccurring events such as brunches in the system. The great thing about events is that you can

• Define events to a certain time or have sittings
• Have different ticket prices
• Define events to certain areas of tables
• Stop normal bookings whilst the events on or have normal bookings running along side
• Know who has booked just for the event
• The system will create a mailshot list for customers who have booked specific events
• You can have direct booking links to the events

Here is how to add a reoccurring event

**IMPORTANT** it is vital that before you start adding your reoccurring events, you add a parent event group and an event category first. This will enable you to copy over the settings from just one event onto all of your reoccurring events. Which will save you lots of time!

To set these up

• Go to PUBLIC EVENTS
• Click BOOKABLE EVENTS
• Click EVENT CATEGORORIES
• Enter your event category title and click ADD CATEGORY
• You will see this appear on the right side of the screen
• Next click EVENT GROUPS
• Enter you event group title and click ADD GROUP

Now you have set these up, you can go ahead and set up your events.

1. Click ADD PUBLIC
2. Select the parent event group from the drop down
3. Select the category from the drop down
4. Enter title e.g. Bottomless Brunch
5. Enter a Summary and Description (this is what the customer will see when booking and on the event link screen)
6. Set to Recurring.
7. Select the first event date
8. Select the last event date (you can go up to two years in advance)
9. Select if it recurs weekly or monthly and what day of the week it is on. (if your event is on several days of the week you need to set these up separately, one for each day. So, select the first day of the week eg Monday and I will explain further down how to set them up for Tuesday, Wednesday etc)
10. Leave Event Duration (Days) as 1
11. Click the Pre-Pay required box if applicable.
12. Leave Pre-Pay Cutoff (Days) as 0 if applicable.
13. Select payment type if applicable.
14. Custom Cover Time (mins) = 120mins (2 hours for example) – you only need to add this if you do not want this event to follow your normal cover times or your event is going to be using sittings.
15. If you want the system to allocate these bookings to your current tables DO NOT click USE COVER COUNT AND NOT ALLOCATE TO TABLES. If you want the system to ignore your tables and work on a cover count basis only, you can tick this box.
16. Click the ‘Add Event’ button

If you need to add Tuesday, Wednesday etc, repeat steps 1-16 until you have added all the days of the week needed.

You now have created reoccurring events for the day chosen in step 9. If you don’t need to add anymore events as it is only on for one day a week you can continue below.

1. Click Back a step and click bookable events again
2. Click MANAGE next to one of the events you have just created
3. Click EVENT TIMES (at the top)
4. Select, defined or sittings.
   • Defined is where customers can book between certain times 12-4.
   • Sittings is where they can only book for specific times 12pm, 2pm etc.
5. Enter ‘Event Times’ – start and end times. This the time the event starts and finishes which may differ to your booking times
6. Enter ‘Booking times’ – these define when customers can book.
7. Then click ‘add hours’.
8. Click Replicate
9. Click pre order options at the top of the page if you wish to add a pre order to your event
10. Click deposit options if you wish to add a deposit or change any of the rules already set. Click event exclusivity and choose exclusivity type:
    • None exclusive – you are taking normal bookings as well as event bookings
    • Full venue – you are only taking bookings at this time for the event
    • Rooms/Tables – you only have specific rooms/ available for this event. If you select tis option, when you press save you will then need to select the rooms/tables available for the event. You can add a whole room by clicking ‘pick room’ selecting the room and clicking add room. If you want to add specific tables from a room click pick room and then select from the drop down pick table and click add table
11. You also have some other settings on this page
    • Exclude from flow – this removes these bookings from your flow control (for example if it was a pre made afternoon tea)
    • Ignore covers – you don’t want these covers to be included in your normal cover count
    • Show in live console – you can turn off whether you want these to be shown in the dining console or not
    • Disable standard bookings – this disables all other bookings to be made at this time (if you are using rooms/tables)
    • Ignore activity options – this only applies to venues who use activity rooms
    • Click Replicate

• Click event costs – you can add your deposit rules for the event here add option title, cost and pre pay amount. Pre pay amount is how much you want the customer to pay/pre auth. You can create multiple cost options – adult, child, OAP etc.
  • Click Replicate
• Go back to ‘event details’ at the top of the page.
• Scroll down and you can see here you can do the following:
  • Min booking covers – e.g. no less than 4 covers
  • Max booking covers – g. No more than 8 covers
  • Limit booking per timeslot – e.g. No more than 6 bookings per timeslot
  • Limit covers per timeslot – e.g. No more than 30 covers per timeslot
  • Total maximum bookings – e.g. No more than 100 covers for this event.