📝 Overview
One-off events are individual sessions you can schedule outside of your regular timetable, such as workshops, parties, master classes, or seasonal events.
💡 How to Create a One-Off Event
To schedule a one-off event, you'll first need to create the Class Type or Appointment Type this event will be created under, and then create the session from your Calendar.
💡For more information on how to create a Class Type or Appointment Type, please check our relevant guides:
Click the arrow to see how you can create a one-off event
Click the arrow to see how you can create a one-off event
Navigate to the Calendar
Click on the Add One-Off Event button on the top-right
In the page that loads, select the Class type or Appointment type you'd like to set this one-off event type up as.
Once the Event Type has been selected, you can then edit the name of that event in the Name field, so that it can stand out from the rest of the sessions of this event type.
Select the Venue where the event will take place.
Set the Date, Start Time, and End Time of the event.
Select the Instructors
Set the Size Limit of the event, which is the maximum number of customers who can register for this event.
Set the Waitlist Capacity for this event, which is the maximum number of customers who can enter the waitlist.
If you leave this as No Override, the waitlist capacity applied will be the same as that of the main event type.
In the next section, you can add the first customer by selecting an existing customer or creating a new customer, or you can choose to not add a customer at all yet.
If you choose to not add any customers yet, click on Create, and the event will be created, and visible in the Calendar.
If you choose to add an existing customer, select the customer from the drop-down list, and click Next in order to select that customers membership or Registration Method.
Once you select their Registration Method and complete the registration, the event will be created.
If you select to create a new customer, tick that option and click on Next.
In the next page you can enter the new customers name, last name, email address, and select their referrer if they were referred by another customer.
Then once that customer is created, you'll be able to register the customer by either selecting they pay the drop-in fee (if available), comp the visit, or purchase a new membership.
Once the registration has been completed, the event will have been created and will now be visible on your calendar.
🛠️ Set Up Pricing for the Event
Once your event is scheduled, you can configure how customers pay. Because this event is set up as a one-off event, you can edit the pricing for this event alone.
There are several options depending on whether the event is free, paid, or priced differently for members.
Click the arrow to learn more about how you can set up pricing for your one-off event
Click the arrow to learn more about how you can set up pricing for your one-off event
1️⃣ The Event Is Free for Everyone
If the event is free, set the drop-in price to 0 so that all customers can book at no charge.
Click the arrow to learn how to set the event as free for everyone
Click the arrow to learn how to set the event as free for everyone
If you'd like your one-off event to be free for everyone, and so that they can register without paying, once the event has been created click on it in the Calendar in order to open it up.
Once you're in the event, click on the pencil (✏️) icon to the right of the pricing information, and set your drop-in price to 0.
Once you set the drop-in price to 0, when a customer goes to register for this event, they'll see the option to register for free.
💡You can also untick all memberships as well, to ensure no customers register using their memberships accidentally.
2️⃣ Free for Members, Non-Members Pay
To give members free access while charging non-members, configure each relevant membership to include the event Class Type, set outside of its regular usage limits.
Click the arrow to learn how to configure member-free pricing
Click the arrow to learn how to configure member-free pricing
Go to: Memberships ➜ Memberships ➜ click the membership name ➜ click Edit next to Usability ➜ select the event Class Type ➜ under Frequency Restrictions, set the event to "separate from", as shown below, as this allows members with that membership to book the event free of charge, and without being charged a credit from their membership usage.
💡This works best when the one-off session is set up under a class type/appointment type which has been set up specifically for that one off event, as opposed to an event type which has repeating sessions, so that customers aren't able use the frequency restriction you set up here to register for more events beyond that one-off event.
You can also use that same event type for other one-off events in the future.
💡 If the membership is unlimited (no usage limits), you can skip the Frequency Restrictions step and simply add the Class Type to the membership.
To set the non-member price, follow the same steps as Option 1, but enter the price non-members should pay instead of 0.
3️⃣ Members Get a Discounted Price
If everyone needs to purchase a ticket but members should pay less, set a standard price for non-members and create a separate discounted rate for members.
Click the arrow to learn how to set a discounted member price
Click the arrow to learn how to set a discounted member price
To set the non-member price, follow the same steps as Option 1, entering the non-member price you want non-members to pay (e.g. £10) instead of 0.
🧠Example:
If you would like customers without a membership to pay £20 when registering for this event, set the drop-in price to £20, and under Memberships, tick the memberships you would like to be able to access the event, and also tick the "Advanced: also charge a per-registration fee" option and set the amount you would like these customers to pay instead of the drop-in fee (e.g. Membership X pays £5, and Membership Y pays £0).
You can find out more information about this in our relevant guide here: One Use Plus Pricing
You can also provide these membership holders with a discount code to apply at checkout, and that can work as well.
4️⃣ Same Price for Everyone
If all customers pay the same amount regardless of membership, follow the same steps as Option 1 and enter the event price instead of 0.
💡 Alternatively, you could create a pack of 1 to allow customers to book the event instead of using a drop-in fee.
With drop-ins, customers receive a monetary refund if they cancel within the allowed cancellation window. With a pack, the usage is returned to their pack rather than refunded, though you can refund manually if needed.
↩️ Making the Event Non-Refundable
To make a one-off event non-refundable without affecting other events, the event must be set up under its own unique Class Type/Appointment Type.
From there, set the cancellation cutoff so that all cancellations fall within the late cancellation window.
Click the arrow to learn how to make the event non-refundable
Click the arrow to learn how to make the event non-refundable
You can set the cancellation cutoff to match the number of days until the event. This ensures all cancellations are treated as late cancellations and are not eligible for an automatic refund.
Once set, all cancellations will be treated as late cancellations and will not be eligible for an automatic refund.
🧠Example:
If today is January 2nd, and the event takes place on January 20th, you can create the new event type today, and set the cancellation cutoff to 20 days before the event starts.
💡For more information on cancellation windows, see the guide here.
❓ Frequently Asked Questions (FAQs)
Find answers to common questions or additional details that may not be covered in the main instructions.
Click the arrow to view frequently asked questions
Click the arrow to view frequently asked questions
Can I duplicate a past or existing event as a one-off event?
Click the arrow to see the answer
Click the arrow to see the answer
There is no direct duplicate function, but you can recreate a past event by scheduling a new one-off event under the same Class Type and applying the same pricing options as the original.
Can I create a one-off event where customers aren't required to fill in forms?
Click the arrow to see the answer
Click the arrow to see the answer
If the Class Type requires customers to complete forms or waivers during registration, those requirements apply to all sessions under it, including one-off events.
To host a one-off event without those requirements, you can either create the event under a different Class Type that has no form requirements, or register customers manually from the business dashboard, which allows you to bypass forms and waivers.