You can make a schedule for a class or for appointments for any recurring activity, such as wellness treatments, personal training or workspaces. Schedulers are best used for activities that have recurring availability, time slots and pricing.

General Overview

Instruction video

Booking flow

How to Setup a Schedule for Classes

How to Edit a Class

How to Setup a Schedule for Appointments

How to Edit an Appointment Schedule

Assign a Mentor/ Trainer to a Scheduler

How to Adjust an Appointment Time Slot

How to Add Additional Time Slots to an Appointment Schedule

How to Check Guests Into an Event

Push notifications

Advanced settings


Instruction video

Booking flow

How to Setup a Schedule for Classes

  1. Click on Sell in the Toolbar.

  2. Under Events, click Setup New Event.

  3. Name your event and input this name in the Event Name field.

  4. In the Brief Description field, let your members know what this event will be like!

  5. Under Event Details, you will also:

    • Select the event location or enter the venue name

    • Identify the start and end dates and times.

    • Choose if this event will occur on a recurring basis.

    • Select how event registration should be handled. Your options are:

      • Add to Calendar

      • Require Registration

      • General Admission

      • Sell Tickets

      • External Event

    • Choose the Privacy Settings for the event. Your options are:

      • Public - visible to everyone

      • Direct Link - only accessible to those who have a link

      • Registered Guests - viewable in calendar but only guests that are logged in or registered can register

      • Active Members - viewable in the calendar, but only active members can register

  6. In the Description & Graphics section, you can:

    • Expand on the event description

    • Attach a graphic. You are able to upload a new graphic or link to an existing graphic.

  7. In the Settings section, you can:

    • Set a status of the event. Your options are:

      • Approved

      • Denied

      • Draft

    • Attach a form to capture data at registration. This could be a waiver or just a form to gather more information. The form must already be created.

    • Choose a default payment processor.

    • Assign the event to a category.

    • Allow guests to cancel registration/request a refund.

    • Choose to send a calendar invite upon registering for this event.

    • Choose to sync to one of your integrations like SevenRooms.

  8. In the Social section, you can create a preset Twitter Post that guests can share on their account. The event URL and relevant graphics will automatically be included in the post. If you do not choose a description, a default message will be used.

  9. The Permissions section allows you to identify who can see the event to register. This is an extra layer of permissions on top of the Privacy Settings. The options available are:

    • Available to anyone - meaning any person can book the item

    • Available to active members - only active members are able to book the item (you can select all, a single or multiple memberships)

    • Available to admin - only customers with customer_type=admin are able to book these items

  10. In the SEO & Marketing section, you are able to:

    • Choose the marketing keyword to make your event easily accessible. For example, you may want to have a wreath making class have a keyword of wreath.

    • Enter up to 10 meta keywords to help with SEO

    • Enter a brief description of the event to help with SEO.

  11. The Customize Event View allows you to:

    • Customize the button text to override the default button text on the event thumbnail. This button is the button you see on the event when you are on the page that shows all upcoming events.

    • Override the verb used on the button text (e.g. RSVP or Register). This button is the button you see on the individual event page that you click right before going to the registration form.

    • Override the Call to Action on the event landing page (e.g. Register for the Event)

    • Hide the social sharing options for this event.

    • Hide the add to calendar options for this event.

    • HIde the ability to print, download and share tickets when viewing event registration.

    • Enter latitude & longitude for the event. If this isn't added, we will generate it based on the location you chose for the event.

  12. In the Notifications section, you can set up:

    • Email confirmation - to automatically send when a user registers for the event

    • Text confirmation - to automatically send when a user registers for the event

    • Social media post - a link will automatically be posted on your social media networks when this event is created

    • Notify me - you will be notified when someone registers for this event

  13. Once you are satisfied with your settings, click Proceed.

How to Edit a Class

  1. Click Sell in the Toolbar.

  2. Under Events, click Manage Events.

  3. Locate the event you would like to edit and click the Edit button to the right.

  4. Make your desired changes.

  5. Click Update Event.

How to Setup a Scheduler for Appointments

  1. Click on Sell in the Toolbar.

  2. Click on Setup New Scheduler which can be found under the Appointments header.

  3. Under Scheduler Use, select Book an Appointment.

  4. Under Item Name, enter the name of the item being scheduled. For example, you may be making a schedule for a Hot Stone Massage.

  5. You are also able to add details about the item someone is scheduling. This is a great place to describe the service.

  6. If you would like to add a banner, you can upload it here as well.

  7. Under Options you can:

    • Select the appointment type. Your options are:

      • Onsite: This would be at a company or business location

      • Offsite: This would be at the customer's address and require the user to enter their address

      • Webinar: This would be hosted via webinar or phone dial-in

    • Disable the ability to book a time slot a selected number of minutes before the time slot. This prevents users from booking last minute. If there is no cut off time, leave this blank.

    • Limit the number of times a user can book an item. If there is no limit, leave this blank.

    • Determine how far out you would like to display appointment availability. If there is no limit, leave this blank.

    • Limit cancellations to a certain time frame prior to an appointment. If there is not limit, leave this blank.

    • Allow people to cancel or modify this appointment via the self-service tools.

  8. Under Settings, you can:

    • Allow users to book appointments with this scheduler via your website

    • Add this scheduler to a category

    • Attach a form to this scheduler. For example, you may want to have people making appointments be prompted to fill out a waiver.

    • Enter an external SKU to map this scheduler to an external system.

    • Select external integrations to pull availability from.

    • Enter the Sync ID of the reservation system we are connecting to for data.

    • Enter a Filter ID to filter by Slot Description.

  9. Under Permissions & Owner, you can:

    • Select who can book time slots with the scheduler under the Visibility dropdown. Your options are:

      • Anyone

      • Active Members Only - if you choose this option, you choose to have only people in a specific membership

      • Administrators only

    • Allow users to preview availability even if they don't have the right permissions.

  10. Under Calendar Invite & Location, you can set up the calendar invitation that will be sent to people who schedule an appointment. You can:

    • Create an invitation subject and location

    • Add a message to the body of your invitation

    • Set a default time zone for your invitation

  11. Under Additional Options & Notifications, you can:

    • Choose to have an email or text message sent automatically when an appointment is booked. These notifications will be automatically setup using the standard template you have set up.

    • Choose to have a link posted to your social media networks when this schedule is created.

    • Choose to be notified when someone books a time for this scheduler.

    • Automatically send an e-mail or text message reminder to the guest before their appointment

  12. Once you are satisfied with the settings, click Continue.

  13. Next, you will be setting up the time slots. Enter the subject for the time slot. This will be displayed to users when booking. An example of a subject may be the person someone is booking the appointment with. If you do not want to have a subject, you can leave this blank.

  14. Select a location for this booking.

  15. If you would like to charge someone a booking fee, you will add the amount under Booking Fee. You have the option to not charge this until the service is completed by toggling on "Charge person when booking is marked as completed."

  16. Next, you are going to set up the calendar for your scheduler. You will:

    • Choose the date you want your calendar to start and add it to the Start Date field.

    • Choose the time you want your calendar to start and add it to the Start Time field.

    • Choose the length of the time slots.

    • Identify how many time slots you want to make available by adding this to the Number of Consecutive Slots field.

    • If you would like to repeat this schedule on a regular basis, check the box next time "Repeat this time slot on a frequent basis" and then add how you would like it to repeat.

    • Add a maximum number of registrants by adding a number in the Number of Registrants field.

    • Have the option to choose to have a calendar invite to the owner of the calendar when a slot is booked.

    • Enable Permissions

  17. Once you are satisfied, click Save.

How to Edit an Appointment Schedule

  1. Click Sell in the Toolbar.

  2. Under appointments, click Manage Schedulers.

  3. Find the scheduler you would like to edit and click the edit button to the right.

  4. Make your desired changes.

  5. When you are ready, click Updated Schedule Item.

How to Adjust an Appointment Time Slot

If you would like to make a change to one appointment, follow these steps:

  1. Click Sell in the Toolbar.

  2. Under appointments, click Manage Schedulers.

  3. Find the scheduler you would like to delete the time slots from and click the Menu button on the right.

  4. Click View Full Calendar.

  5. Find the time slot you would like to edit.

  6. If you would like to remove the time slot, click Remove. If you would like to edit it, click Edit.

If you would like to make a change that affects the recurring schedule, you will have to delete and recreate the time slot.

  1. Click Sell in the Toolbar.

  2. Under appointments, click Manage Schedulers.

  3. Find the scheduler you would like to delete the time slots from and click the Menu button on the right.

  4. Click View Full Calendar.

  5. Find the Time Slot you would like to delete and click Delete Repeating Schedule.

  6. You will be asked if you are sure you want to remove all the slots in this group. Click Yes, Delete.

How to Setup Additional Time Slots for an Appointment Schedule

An appointment schedule calendar can have more than one time slot. For example, you may have two service providers that people can choose from, in this case, you would want to have two different time slots.

  1. Click Sell in the Toolbar.

  2. Under Appointments, click Manage Schedulers.

  3. Locate the scheduler you would like to add the time slot to and click Menu on to the right.

  4. Click Add Availability.

  5. Follow Steps 13 - 17 in How to Setup a Scheduler for Appointments.

How to Check Guests In

There are four ways to check guests in.

Use the Venue App

1. Open the PeopleVine Venue app.

2. Click Events.

3. Select the event the guest is registered for.

4. If you would like to scan a QR code on their ticket, click Scan.

If you would like to manually check someone in, find them on the list by searching their name and then click Check-In.

5. When Check-In is successful you will see an alert that says Ticket Redeemed.

Use a QR Code Reader

Use the Control Panel

  1. Click on Sell in the Toolbar.

  2. Click Manage Events.

  3. Locate the event you would like to print a guest list for and click View to the right.

  4. Find the person you would like to check-in under Tickets Sold To.

  5. Click Check-in.

  6. You will see the status change to "Already Used" once the check-in is successful.

Use a Printed Guest List

  1. Click on Sell in the Toolbar.

  2. Locate the event you would like to print a guest list for and click View to the right.

  3. Click Export Guest List

  4. Choose the fields you would like to have on your report and toggle them on.

  5. Click Generate Report.

  6. On the next page, click Download Report.

  7. Your guest list will be exported as a CSV file.

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