Events let you handle sign-ups, group activities, leagues, lessons, and private bookings in one flow. An event can reserve simulators, collect sign-ups, and take payment, all in the same place.
Creating an event
Location staff and location admins often create an event from the Bookings calendar:
- Go to Bookings in the admin panel.
- Click the calendar and select the time you want to reserve.
- A drawer opens with the event settings.
Anyone who can manage events can also open Events and choose Create new event. People with the Event Manager role use this path: they do not have access to Bookings. See How to add users and manage their roles for what each role can see.
Event settings
- Date, start and end time: When the event runs. These times also control when the simulators are reserved and, if your venue uses access control, when door access is active.
- Title: The event name customers see. Make it clear, for example "Winter League Round 3" or "Beginner Group Lesson".
- Description: Free text shown to customers. Use it to explain what's included, who it's for, and what to expect.
- Price per participant: What each person pays to join. Set it to 0 for a free event. Customers can pay by card or value card at sign-up, the same options as a normal booking. Payment links work for participants too. Customers can pay by card or value card at sign-up, the same options as a normal booking. A value card that is limited to certain bays can still pay for an event. See How value cards work in Alba for which cards apply to events. Payment links work for participants too.
- Maximum number of participants: Caps how many can sign up. Once it's full, no more sign-ups are allowed.
- Registration deadline: The latest date and time customers can sign up. After it passes, registration closes. When you create an event, Alba defaults this to the day before at the same time of day. The deadline must fall before the event start time. On a recurring series, each occurrence gets its own deadline with the same gap before that date starts. See How recurring events work.
- Resources (simulators): The bays reserved for the event, blocked for its full duration. Leave empty if the event doesn't need simulator time.
- Private event: Hides the event from your booking pages. Only people with the direct link can see and join it, which suits corporate bookings or closed member sessions.
- Member-only access: Restricts sign-ups to customers with an eligible membership, useful for member tournaments or club nights.
- Recurring: Repeats the event on a fixed schedule, such as weekly or biweekly. Good for leagues and regular club nights. See How recurring events work.
- Cover images: Upload up to five images to show on the event page.
You can also add a registration form to collect details from participants when they sign up. See How to add a registration form to an event.