Creating and Managing Events in Alosant (Regular, Reservable, and Recurring)

Summary

Events let you promote activities, classes, and community happenings in the app while controlling visibility, RSVPs, reservations, payments, and waitlists. This article explains how to create, manage, and maintain all event types in Alosant, including regular, reservable, recurring, and multiday events.

Who this is for

Community managers and administrators creating events in the app
Teams managing RSVPs, attendance limits, and paid events
Admins responsible for event visibility, schedules, and communication

Prerequisites

You have access to the Alosant Admin portal
You have permission to create and manage Events & Timeslots
Custom Menus, Tags, Pages, Clubs, and Triggers already exist or will be created
(Optional) A payment system is configured for paid events

Steps

Understand event types

Use Regular Events for one-time events.
Use Recurring Regular Events for repeating events like fitness classes.
Use Multiday Events for events spanning multiple days.
Use Family Events for age-specific or family-linked reservations.

Create a regular event

In the Admin sidebar, select Events & Timeslots.
Click + New Event.
Select Regular as the category.
Enter the event Name.
Enter the location in the Sub Title field.
Enter event details in the Sub Text field.
Select one or more Tags if needed.
Select one or more Triggers if the event should appear on the Home feed.
Select a Custom Menu for event visibility.
Enable Reservation if RSVPs are required.
Select a Location/Amenity/Page or Club if applicable.
Select the event date.
Set the Open Time Local and Close Time Local.
Click Save.
Click Add Resource to upload an event image.

Enable reservations for an event

Edit the desired event.
Toggle Reservation on.
Disable Enrollment Required (deprecated).
Enable or disable Guests Can Reserve as needed.
Enable Show Reservation Button.
Configure Reservation Types and prices.
Set Max Reservations if capacity is limited.
Set Max Reservations at One Time to limit per-user reservations.
Enter a Browser URL if using a third-party reservation system.
Customize the Reserve Button Text if desired.
Click Save.

Create a reservable event

Create a regular event.
Enable Reservation.
Configure reservation types, limits, and pricing.
Enable Required Workflow if users must complete a form before reserving.
Click Save.

Manage event reservations

Open an event in Events & Timeslots.
Scroll down and click Member Activity.
Review the list of reserved users.
Click x next to a reservation to cancel it.
Click Manual Reservation to add a reservation for a user.

Export event reservations

Open the desired event.
Scroll to Member Activity.
Click Export to CSV.
Open the downloaded file to view reservations.

Export all event reservations

In the Admin sidebar, select Events & Timeslots.
Click Export All Reservations.
Open the Excel file and review each date tab.

Manage event waitlists

Allow the event to reach maximum capacity.
Let additional users reserve to be added to the waitlist.
Allow the system to move users automatically when cancellations occur.
Export waitlists from User Activity if needed.

Create a recurring regular event

In the Admin sidebar, select Events & Timeslots.
Click + New Event.
Select Recurring Regular.
Enter event details and save.
Add dates and times for each occurrence.
Upload an event image.
Do not assign Triggers.

Edit, cancel, copy, or delete an event

Edit an event by opening it and updating fields.
Cancel an event by clicking Cancel and selecting a notification option.
Copy an event by clicking Copy, then updating dates and details.
Delete an event by clicking x Delete.

Boost an event

Enable Boost Event on an event.
Save to promote the event to all users on the Home feed.

Expected result

Events appear in the app based on menus, triggers, and page associations.
Users can view, reserve, join waitlists, and receive notifications.
Admins can manage attendance, payments, and communications.
Event data can be exported for reporting.

Troubleshooting

Event not visible: Confirm a Custom Menu or Trigger is selected.
Recurring event on Home feed: Remove Triggers from recurring events.
Users cannot reserve: Check reservation limits and reservation settings.
Waitlist not moving users: Verify whether Manual Waitlist is enabled.
Payments not processing: Confirm payment settings and reservation types.

FAQ

Can recurring events be pinned to the Home feed?
No. Triggers should not be used on recurring events.

What happens when an event is canceled?
The event is marked as canceled in the app, but reservations must be canceled manually.

Are refunds automatic for paid events?
Yes. Payments are automatically refunded when reservations are canceled.

Can admins reserve spots for users?
Yes. Manual reservations can be created from the event’s Member Activity section.

Notes / Escalation

Important: Do not apply Triggers to recurring events.
Important: Event categories cannot be edited after creation.
Important: Reservation cancellation rules may restrict user cancellations within 48 hours.
Internal-only note: Manual waitlist mode disables automatic waitlist behavior and requires admin intervention.
Escalate to the Alosant internal teams if events fail to display, reservations do not update, or payment behavior is incorrect.