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 👇
Are you looking to schedule events for a program? Games, Classes, or Camps?
Be sure to check out these articles below to learn how to create these season specific events 👇
📝 Overview
In Dash, you can create both single and recurring events directly from the calendar. While it’s best to use the Class & Camp Scheduler for classes and camps or the League Scheduler for games, there are cases when using the calendar is preferred, such as:
Drop-in sessions, open skate, or rental events
Blocking off time, resource holds, or custom events
When you need fine-tuned customization
For certain registration types (like Drop-In or Open Skate), creating events directly through the calendar ensures correct event type, flexibility, and color coding.
✍️ Note: If your event is tied to a season, many users prefer to use the Class & Camp Scheduler (especially for mass or season-wide schedules). However, you can still create season-based events directly from the calendar if needed.
🎯 Creating a Single Event
The simplest approach is to create a standalone event on the calendar. This works well for one-off rentals, resource holds, or any event that doesn't repeat on a regular schedule. You can customize all details including location, time, customer information, and invoice settings.
Click the arrow to learn how to create a single event
Click the arrow to learn how to create a single event
Using the Event Type "Rental" for this example
On the calendar, click the desired time slot.
Select the Event Type (for example, Rental, Camp, Custom. etc).
Enter the Description:
For Rentals, attach a customer (search or create new).
For other event types, the description may be optional and will default to a roster name.
Confirm or adjust Location and Resource.
Set the Start and End time.
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 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.
For events tied to a season, select Program Details: Season, Level, and Roster.
If no season is selected, enter the roster ID manually.
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.
✍️ Setting limits for individual events?
Event Capacity controls how many customers can register for a specific event date.
➕ Adding Additional Resources To an Event
Single events can include multiple resources to accommodate different needs. For example, you might book a main gym space plus a party room for the same time slot.
Click the arrow to learn how to add additional resources to an event
Click the arrow to learn how to add additional resources to an event
Go to the Additional Resources tab within an existing event.
Select a resource (e.g., party room, secondary space) and time.
Click Add Resource to attach it to the booking.
💡 Tip: Calendar-created events can also include additional resources, like extra spaces or equipment, which you can add or remove at any time for both single events and entire series.
🗑️ Deleting Additional Resources From an Event
If you no longer need an additional resource for an event, you can remove it without affecting the main event or any other resources.
Click the arrow to learn how to delete an additional resource from an event
Click the arrow to learn how to delete an additional resource from an event
In the Additional Resources tab within an existing event, click the three dots next to the resource.
Select Delete to remove only that resource without affecting the main event.
🔁 Creating an Event Series
For recurring events like weekly rentals or regular drop-in sessions, the series feature saves time by creating multiple events at once based on a pattern you define. After building the series, you can still edit individual events if needed.
Click the arrow to learn how to create a recurring event series
Click the arrow to learn how to create a recurring event series
Using the Event Type "Rental" for this example
On the calendar, click a time slot and select your Event Type. In this case we are using "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 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.
➕ Adding Additional Resources to an Existing Series
When you have a recurring event, you can assign extra resources (like additional rooms or equipment) to the entire series or to specific dates within the series.
Click the arrow to learn how to add additional resources to a series
Click the arrow to learn how to add additional resources to a series
Go to the Additional Resources tab within an existing event series
Select the resource and time, then check Apply this additional resource to every event in the series if desired.
Click Add Resource to apply.
🗑️ Deleting Additional Resources From an Existing Series
You can remove resources from a series in two ways: delete from just one event date or remove it from all occurrences at once.
Click the arrow to learn how to delete an additional resources from a series
Click the arrow to learn how to delete an additional resources from a series
In the Additional Resources tab, click the three dots next to the resource.
You can choose to Delete the single day's additional resource or select Delete From Series to remove the resource from all occurrences.
📅 Adding Additional Events to Existing Rosters
After you've created a roster and scheduled its initial events using the Class & Camp Scheduler, you may need to add more events or make adjustments. This section covers editing existing events and adding new ones using two methods depending on your event type.
✏️ Editing Existing Events
All scheduled events for a roster are accessible from the Schedule tab. You can edit individual event details like date, time, or resource without affecting other events in the roster.
Click the arrow to learn how to edit events
Click the arrow to learn how to edit events
Open the roster and click the Schedule tab.
All scheduled events for that roster will display in a list or calendar view.
Find the event you want to edit and click the pencil icon to open the event details.
Make your changes (time, date, resource, description, etc.) and Save.
✍️ Note: You can edit a single event or the entire series, depending on what changes you need to make.
➕ Adding Additional Events - Two Methods
Once initial scheduling is complete, you can add more events to an existing roster. The method you use depends on whether you need custom event types or the season's default type.
Method 1️⃣: Quick Add (Auto-Preset Event Type)
Use this method when adding events of the same type as the season (Class, Camp, etc.):
Click the arrow to see the steps
Click the arrow to see the steps
From the roster, click the Schedule tab.
Click the ➕ Add button.
Select ➕ Add Event from the dropdown menu.
The event type will automatically preset to match your season type. For example, if you have a Camp season, the new event will be set to "Camp" type.
Select the date and time for the new event.
The description field can be left blank - it will default to the roster name.
Save the event.
💡 Tip: This is the fastest way to add additional events when you don't need a custom event type.
Method 2️⃣: Custom Event Type (Via Calendar)
Use this method when adding events with a custom event type (e.g., "Drop-In" or "Special Session") or when you need more control over event details:
Click the arrow to see the steps
Click the arrow to see the steps
Open the Calendar and click the date and time slot for your new event.
Select the event type you need (this will be your custom type, not the season's default).
Leave the description blank if adding to an existing roster (it will default to the roster name).
Confirm or adjust Location and Resource as needed.
Most importantly, fill in the Program Details:
Select the Season
Select the Level
Select the Roster (this links the event to the existing roster)
✍️ Note: The Program Details field is the key to linking the new event to your existing roster. Without filling this in, the event won't be associated with your roster.
Click Save.
💡 Tip: Use this method when you need custom event types or want detailed event configuration options. Filling in Program Details is critical
When to Use Each Method
Use Quick Add (Roster Schedule tab) | Use Calendar Method |
Adding events with the season's default type | Adding events with a custom event type |
You need fast event creation | The quick roster button isn't available |
No special customization is needed | You need fine-tuned control over event settings |
💰Invoicing
Once you've created a rental or event, you'll need to set up billing. Dash provides three ways to attach invoices: create one using preset booking option fees, ring up products from your Cash Register, or link an existing invoice the customer has already paid.
Click the arrow to see your invoicing options
Click the arrow to see your invoicing options
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
If your resource has Booking Options configured with preset fees, you can quickly create an invoice by selecting from those options.
Click the arrow to see how to create an invoice from booking option fees
Click the arrow to see how to create an invoice from booking option fees
✍️ 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
Alternatively, you can create an invoice by selecting products directly from your Cash Register or Point of Sale system.
Click the arrow to see how to create an invoice from Cash Register products
Click the arrow to see how to create an invoice from Cash Register products
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.
After 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
If a rental or event has already been created, you can still attach an invoice at any time from the event details page. This is useful when billing is completed after booking or when an invoice already exists for the customer.
Click the arrow to see how to link an existing invoice to a rental
Click the arrow to see how to link an existing invoice to a rental
If a rental or event has already been created, you can still attach an invoice at any time from the event details page. This is useful when billing is completed after booking or when an invoice already exists for the customer.
From the event or rental record, open the Invoices tab to attach or link an existing invoice.
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.
✏️ Editing Event Descriptions After Creation
📣 Need to update how your event appears to customers?
Some event types allow you to edit the event description after the event or event series has already been created.
💡 Pro Tips
⚠️ Use color-coded Event Types to quickly distinguish between rentals, classes, and camps.
🧠 When scheduling games, use the League Scheduler for a full season schedule. The calendar works best for one-off games or reschedules.
💬 Link setup/takedown tasks to Event Types for faster event creation.
⛔ Avoid using repeats for large programs. The Class & Camp or League Schedulers are more efficient.
📌 Use Save and Create Similar Event to quickly build multiple events with shared details.
❓ Frequently Asked Questions (FAQs)
Find answers to common questions or additional details that may not be covered in the main instructions.
What do I do if I see conflicts when trying to schedule events?
Click the arrow to see the answer
Click the arrow to see the answer
When creating an event series, you might see a message indicating that one or more of your proposed events conflicts with an existing event or a blackout date.
Here are a few ways you can resolve the conflict:
View the conflict on the calendar: Click the three-dot menu next to the conflicting event and select Calendar to review what's causing the conflict. You can also click on the event conflict name to view the details for this event.
Adjust the proposed event: See if you can change the time or resource for the event to avoid the conflict.
Delete the proposed event: If the conflicting event isn’t needed, you can remove it directly from the list or click Delete conflicting events at the bottom to remove all affected entries.
Once you've made the necessary changes, click Recheck to confirm that the conflicts are resolved before finalizing the series.
Can I edit just one date in a recurring series?
Click the arrow to see the answer
Click the arrow to see the answer
Yes. When editing, you can choose to apply changes only to that single event or to the entire series.
How do I delete an additional resource without deleting the main event?
Click the arrow to see the answer
Click the arrow to see the answer
Go to the Additional Resources tab, click the three dots next to the resource, and choose Delete.
When should I use League Scheduler instead of the calendar?
Click the arrow to see the answer
Click the arrow to see the answer
Use the League Scheduler when building a full schedule of games for a season. Use the calendar for individual games, reschedules, or one-off matchups.