The Events feature is one of Hopoti's basic building blocks, giving businesses the ease to provide lessons, courses, and other events conveniently. With events, the business decides all the details about the event, when is it held, whether the event is repeated weekly and how many participants can make a reservation.
Which to use – services or events? 🤔
Events are best suited for riding lessons, camps, courses, and other time- and content-related events for which each participant can reserve one seat.
Services are best suited for indoor arena bookings, private lessons, trail rides, accommodation, rentals and other special services where the customer can choose a more specific option, time and participants.
Customers can view bookable events in the various calendars of the Booking page. By continuing to booking, clients can choose the most suitable from different purchasing methods defined by the business. Purchasing methods include single lessons, stablecards or season. You can also use stablecards purchased previously if the tags allow it. The tags can also limit who can book the lessons, which stablecards are suitable, and if membership is required to purchase the lesson.
Cancellations of booked events are possible from customers' own calendar if the business has allowed it with a cancellation policy. The client will receive a new stablecard as compensation, which can be used to book a new lesson. The business can use tags to specify which lessons this cancellation card is suitable for.
On the Events page, visible to business staff, you can view upcoming and past events and create new ones. We recommend that you first familiarize yourself with the settings on a non-mobile device to make it easier to understand the settings.
Tap "Add new event" to start creating the event in a separate window. The drop-down menu in the button also has a different choice to make Camps.
You can edit events accordingly in the window by tapping the desired event and going to the Edit tab.
Recurring events allow you to have a daily, weekly, biweekly or monthly recurring event. You can easily create a weekly lesson for the whole season with just one event. You can set recurrence to stop after a set amount of instances or on a specific day. Please note that after creation, repetitions can be made, but not again.
The lesson sale method affects how the customer can buy the lessons. There can be several active sales methods at the same time. Even if all sales methods are turned off, it is still possible to book the lesson with stablecards already owned by users, if the tags only allow.
Single lesson gives the possibility to purchase just one lesson at a fixed price. The customer can choose a suitable lesson or multiple lessons to be booked at once.
Stablecard will give all suitable Stablecards set on the business' Card page to be purchased. Stablecards are often prepaid cards, like ten-time cards, purchased at once and used during their validity period.
Season refers to booking all lessons of a recurring event. The client is only assigned to lessons with available places, and the price is always fixed. If the client cannot be assigned to a certain lesson, a full payment is still made, and the client is given a corresponding number of credits on their Stablecard. Businesses can also accept paying the season's price in instalments and collecting registrations to the season with a booking fee. Read more about these options from Invoices help article.
Tags allow the business to limit who can purchase lessons, which stablecards and memberships are valid for them and the cancellation card the client will get as compensation from the cancellation. The tags are then used to restrict the lessons' compatibility and the cards, i.e., the private lessons and group lessons and their cards don't get confused. Lesson and card sales can also be limited with tags to only particular groups, i.e. family discounted stablecards or lessons only for club members. Read more about Tags.
Skill level is selected for the event as the minimum level to help the customer choose a suitable lesson. The setting is not by default blocking lower levels from booking more difficult lessons. If necessary, blocking can be enabled in Settings -> Default Settings -> Require Confirmed Skill Levels. Please note that blocking can make it more challenging to sell events, especially for new clients.
Saving – when creating a new event, tap "Add event" and when editing the event, select the appropriate option:
"Save changes to this event," the save will only be made for the lesson of the selected day.
"Save only changes to all events" saves only the modified fields, i.e. not all settings. The saving is made from the selected day onwards for all lessons.
"Save all settings to all events", saves all event settings from the selected day onwards for all lessons. Be careful not to overwrite, for example, event types for future days or any other information that may have changed.
Delete – from the Edit tab of the current event, tap the "Delete event" button. You can choose to delete only a single lesson or all lessons of a recurring event from the selected day onwards. Participants will be reimbursed with a stablecard automatically.
On the Events page, you can browse for lessons in many different ways. In the calendar view, you can see, for example, handy numbers such as the number of participants per week, day and lesson, as well as booking status. The displayed time can be changed with the date selection or the arrow keys (A). The lessons shown can also be limited by calendar (B). In addition, non-mobile devices have monthly, weekly, and daily views (C).
Event templates (D), i.e. previously copied events, can be conveniently found in the drop-down menu of the "Add new event" button. You can copy an individual event using the "Copy Event" button on the Edit tab of the event window. You can also find Camp creation in the drop-down menu.
Additional options (E) arrow button reveals:
"Show tags" allows you to quickly view the tags used in the "limit buying" fields of events.
"Show booking status," will show how many places are left in each lesson, both in colour and as a large number on the calendar.
"Copy events" allows you to copy events for an entire week at once, for example, when the season changes. Read more about copying events.
Event window can be opened by tapping any lesson. In addition to the Edit tab, there is a Participants tab in the window.
In this window, you can conveniently see who is coming to the lesson, whether the horses are assigned, are there any notes associated with the lesson, the type of lesson, and the more specific program. A star sign and blue colouring distinguish season riders. If the booking involves an unpaid Hopoti invoice, you will identify the participant by the red colouring.
Adding participants can also be done manually by staff by tapping "Add client to the course". Next, the customers and lessons to be added are selected. Finally, the payment method is selected, i.e. whether bookings are added without payment, credits are deducted from stablecards, or a new payment plan is made. Read more about Invoices.
Editing participants can be done for the desired participant either by using the cross button (remove the customer from the lesson) or using the tool button, where you find the options to replace with another client, move the participant to another event or edit the payment plan.
Lesson plans can be quickly made for an individual lesson here – select the lesson type, write the program and save.
Full season lesson plan can be tapped open in a separate window. There, you can fill in types, programmes and notes for the lessons throughout the season in the same view. If necessary, participants for different lessons can also be shown.
Horse assign is usually done on a dedicated page, where you can see all the lessons of the day at once and print the daily lists. However, in the event window, you can still fine-tune horse selections by either switching horses or tapping "Assign horse" on an empty field.
Hopoti has its own feature for camps so that that multi-day camp event can be divided into multiple riding times and theory classes. Check out the help video and read the instructions below!
To start creating a camp in a separate window, tap the "Add new camp" button, which you can find in the drop-down menu next to the "Add new event" button.
Initially, the main event of the camp and the essential information related to it are created. This information is also transferred as the default settings for camp events, such as the instructor. The main event will appear at the top of the Events calendar if the camp lasts for more than one day. Once the essential camp information is in order, you can define the camp duration and program in a separate window.
Camp time and duration is defined on the first tab. Here, on non-mobile devices, you can use the mouse to paint the desired time, move the event, or change the duration. The duration of the camp can also be defined on the right side under "Camp duration" on mobile devices, for example.
Camp program can be created after setting the time on its own tab. You can make your own program for each day, even on an hourly basis. Camp events can be edited afterwards, but new events cannot be added to the program after the camp is created. You can add new camp events to the template by either painting an hour on the calendar at the desired time or adding a new event from the right "Add camp event" button. Camp events can be either riding events where horses are assigned to participants, or theory lessons where no horses are assigned for the lesson and the lesson is not available in the horse assign.
For the customer, the booking page only shows the camp's main event, and the shopping experience specifically promotes the camp. When you purchase the camp, the customer is automatically added to all camp events, which are also shown to customers separately in their own calendar.
For the business, the Events page shows the main event of the camp as well as the camp events separately. On the Events page, individual camp events can still be edited after creation if, for example, a different instructor is needed to any the event than what was originally set in the main event.
Do you have a different need in mind and are unsure how to implement it to Hopoti and events? No worries! We will be happy to help you design the right events for you for sale. The fastest way to get in touch is via chat or email email@example.com.