Want to learn more about creating customized rentals and events, including contracts and terms & conditions through the Booking Manager?
Click the button below to explore our detailed guide on creating events using the Booking Manager 👇
Overview
In Dash, you can create both singular and recurring events through the calendar. While it's ideal to use the Class and Camp scheduler for program-related events and the Game scheduler for scheduling games, sometimes you need to create "non-program" events, such as a simple field rental or blocking off time to prevent scheduling conflicts. For specific registration types like Drop-In sessions or Open Skate, it's recommended to create these events directly within the calendar. This approach ensures that the event type is accurately represented and allows for customization, such as setting a color to make the event stand out on the calendar.
How to Create a Single Event
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Using the Event Type "Rental" for this example
Click on the Calendar Button.
Find the day, time, and resource that the rental will occur on and click your mouse so that your list of event types appear. Select "Rental".
Type in the Description field your Rental name. Such as the Customers name or Team name.
All rentals require a customer to be attached. Begin typing in the customer name to search the system for an existing customer or if you already know their customer ID you can type it in the box. The other option, if they are a brand new customer, is to click the "Create" button to add them to the system.
The Facility, Resource, Sub Resource, Time, and Date will automatically be filled out. If you need to alter this info for your needs, you can do this.
Since this will be a single event, you will ignore the "event repeats" toggle.
You will see there is a "Publish Online" check box. If you would like this event to appear in Dash Online, you can check this. If not, leave it unchecked.
If setup or takedown is required, you can adjust the event accordingly, including adding tasks for employees. Additionally, you can charge extra for these services if needed.
NOTE: Setup and takedown details can be linked to the Event Type for automatic inclusion in events. However, these details can be adjusted for each individual event as needed.
If the event type has a "Custom Form" assigned, these fields will be displayed when creating the event.
Next, press the "Save" button and you will see the number of events in the series on the left hand side.
There are additional "Save" options as well if needed.
How to Create Event Series
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Using the Event Type "Rental" for this example
Click on the Calendar Button.
Find the day, time, and resource that the rental will occur on and click your mouse so that your list of event types appear. Select "Rental".
Type in the Description field your Rental name. Such as the Customers name or Team name.
All rentals require a customer to be attached. Begin typing in the customer name to search the system for an existing customer or if you already know their customer ID you can type it in the box. The other option, if they are a brand new customer, is to click the "Create" button to add them to the system.
The Facility, Resource, Sub Resource, Time, and Date will automatically be filled out. If you need to alter this info for your needs, you can do this.
NOTE: If this is a multi-day event, set the start and end date to the same day—the first day of the event. You'll configure the recurrence pattern on the next screen using the "Event Repeats" option.
Since this will be a series of events, you will need to turn on the "event repeats" toggle.
A pop up box will appear for you to select what kind of repeating events you would like to set your rental up as (Daily, Weekly, etc). In the case below, I chose a weekly rental.
Next, select the day of the week for your rental to repeat on.
Lastly, you can either select a number of weeks the series will be for OR choose an end date.
Click "Next".
Your series of Events will appear in a new window. If there are any conflicts such as if another event is scheduled at that time, it will display on this screen. You can add an event by pressing the three dots next to a rental date from the list and selecting "duplicate" or remove an event by pressing the "delete" option. You can also modify one of your proposed events if you like.
When you are finished, click the "OK" button.
If setup or takedown is required, you can adjust the event accordingly, including adding tasks for employees. Additionally, you can charge extra for these services if needed.
NOTE: Setup and takedown details can be linked to the Event Type for automatic inclusion in events. However, these details can be adjusted for each individual event as needed.
If the event type has a "Custom Form" assigned, these fields will be displayed when creating the event.
You will see there is a "Publish Online" check box. If you would like this rental to appear in Dash Online, you can check this. If not, leave it unchecked.
Next, press the "Save" button and you will see the number of events in the series on the left hand side.
There are additional "Save" options as well if needed.
To view the event series you will click on the "series" options.
Invoicing
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Typically, attaching an invoice to your rental allows staff to view the payment status both on the customer profile and event pages. After creating your rental, you can either apply an existing rate (if a booking option is linked to the resource), generate a new invoice, or select a previously paid invoice from the customer’s list.
Creating a New Invoice Using Fees From Resource Booking Option
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NOTE: Booking options need to be enabled on this Resource for rate options to appear.
To create a new Invoice, click on the "Create Invoice" dropdown to view any fees linked to this resource's Booking Options.
Example of Resource Booking Options
Once you click the desired "fee" from the "Create Invoice" dropdown, this product will be added to the Shopping Cart.
After accepting payment, you will be asked if you want to attach the new invoice to the rental. Click the "Invoice Series" toggle.
Creating a New Invoice From Cash Register
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To create a new Invoice, once you click the "Select from Cash Register" option, you are brought to the Cash Register/Point of Sale page.
Click on the product you would like to charge for this rental. The fee will be added to the cart. Click the "Checkout" button.
Once you have accepted payment the invoice will automatically link to the event. At checkout you will be asked if you want to attach the new invoice to the rental series, or if an individual event, this notice will appear.
Attaching Existing Invoice to Rental
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To add an existing invoice where the customer has already paid for their rental, click the "Search Invoices" to find the existing invoice on the customer profile or type in the invoice number if you know it.
After pressing "Search Invoices", you can search for your customer on the new page, and once you are on their profile, click Invoices to display their list of Invoices.
Select the Invoice for the Rental. Then Copy (Ctrl C) the Invoice number and Paste (Ctrl V) it into the Invoice # field on the event.
