Create an event template for Online Bookings

Many basic settings for the WebApp are made in the  Event template .

• Open a new event template

  Create a separate template for each type of event that you want make available for booking in the internet. You can change and update these yourself at any time. (Creating an event template)

  1. Go to the  Templates tab and click on  Events >  New.
  2. The Name is freely selectable and will later become part of the URL under which the online form appears. The name must not contain any special characters or spaces.
  3. The template  Type  has no effect on the WebApp and can be selected as required.
  4. If the template is meant to be exclusively available for online bookings, change the status from  Active to  Inactive in the toolbar by clicking on the icon. If the template is to be available in the desktop client as well, keep the status  Active.
  5. For online bookings, the export of Event data from the template is controlled exclusively via export lists. Ignore the fields in the area Copy event of the template. Times and rooms are copied from the sample event, an event schedule cannot be created in the WebApp (as of June 2026).
• Customise the WebApp
  1. Activate the template for online bookings, otherwise it will not be available.
  2. Activate "Du" salutations: if communication with the customer in this WebApp is use the informal "Du". The corresponding company and administrative settings are adopted; the default form of address is "Sie".
  3. Allow Events without fixed date, e.g. to be able to make a cost estimate. The specified date is then only used for pricing. In this case, the actual availability of rooms on the specified date is not checked and the event has the status "Draft".
  4. Hide footer area of the WebApp: The footer area contains links to the Terms and Conditions and Legal Notice by default.
  5. Enable invoices: in order to create and send invoices automatically
     Note: This function is only available if the setting "Only of type" = "Order" is set in the event template.
  6. Occasion picklist: Specify the occasions that are available for selection in the WebApp.
     Note: Enter exactly one value per line.
     Example: for a conference enquiry
     Conference
     Conference
     Congress
     Example: for a wedding enquiry
     Wedding
     Silver wedding anniversary
     Golden wedding anniversary
     Example: for a catering enquiry
     Family event
     Staff Christmas party
     Company anniversary
  7. Standard customer type: Preset corporate customer or private customer. The preset can be changed in the WebApp itself.
  8. 1. Compact contact form: contact form with four fields (First name, Last name, Phone number, Email address). This variant is only suitable for B2C enquiries.
        Important: If automatic invoicing is enabled, the compact contact form will not be used, even if this option is selected.
     2. Customised contact form: A customised form can be linked up by the user or configurator. Alternative contact form: only if you do not want to use the WebApp's standard contact form.
  9. Link to redirect: URL of the website to which the customer should be redirected after successful completion of the enquiry/booking
     Example: homepage of the company
• Allow further options
  1. Customer registration/login with login: Allow your customers to independently create a customer account/contact details for further bookings. This setting is particularly useful if you have many regular customers.
  2. Room selection by customers: Enable this setting if you want your customers to be able to select rooms themselves. Only the rooms stored in the sample event are offered. If rooms are stored in the event but customer selection is not permitted, these rooms are automatically booked in the background.
  3. Multi-day event: Allow the creation of multi-day events (e.g. conferences). Rooms, times, numbers of guests and services can be booked independently of each other for each day. The services offered are the same every day. The "Multi-day and Recurring Events" module is required.
  4. Different invoice and delivery address: The two different addresses can be activated independently of each other.
• Define the available booking dates and times

  The input is optional.

  1. Enter a Minimum lead time in hours to ensure sufficient preparation time before a booking.
  2. Enter a Maximum lead time in hours if you do not want any bookings that are too far in the future.
  3. Assign Bookable dates and times for the template (business hours, holiday periods, seasonal offers, etc.). Here, the time slots can only be selected but not edited (Creating time slots).  This setting only makes sense if live access to the server is guaranteed. In this case, blocked dates or times are already excluded during the request.
     IMPORTANT: As long as a template is permitted in one of the selected time slots, it will be offered for booking. Make sure that the settings in the selected time slots are not contradictory!
• Define the room settings

  Define which of the available rooms are offered to customers for booking (all or only free, suitable sizes) and whether the selection of a room should be mandatory.

  1. Check room availability: If live access to the server is guaranteed and room selection by the customer is permitted, the actual availability of the rooms can be checked after entering the date, time and, if applicable, the number of guests. The bookable rooms are stored in the sample event. Rooms that are already booked are not offered for selection.
  2. Filter rooms by number of guests: In order to only offer rooms of a suitable size, the rooms can be filtered by the number of guests specified in the master data.
     Important: This means that the selection of smaller rooms (e.g. for break-out sessions) will not be possible.
  3. Room booking is mandatory: Make the selection of a room mandatory if you want to avoid overbooking.
  4. Room booking per day mandatory: If necessary, make the selection of a room mandatory for each day of a multi-day event. Only available with the "Multi-day and Recurring Events" module.
• Define the seating plan settings

  Decide whether and which of the possible seating plans are offered to customers for selection and whether the selection should be mandatory.

  1. Select seating plan option :
     1. Empty: No seating plans are offered for selection. 
     2. Seating: The seating types from the room settings (e.g. classroom, U-shape, banquet) are offered for selection. This selection cannot be changed.
     3. Table plan: All table plans that are linked to the selected room and enabled for online booking are offered for selection. The "Table plans" module is required. (<a href= https://help12.bp-event-software.com/en/127-en-gb/152-en-gb/372-en-gb>Creating a new table plan</a>).
  2. Filter seating plans by number of guests: Show onle the plans that offer enough seats for the maximum number of guests.
     Important: The actual capacity of rooms varies greatly depending on the table plan.
     Example: A room offers 100 seats with classrom style seating and only 70 seats with banquet style seating. For an event with 100 people, only classroom style seating is offered.
  3. Seating plan is mandatory : If necessary, make the selection of a seating plan per booked room mandatory. The order cannot be completed in the WebApp without a selection. 
• Define a start screen and texts for the WebApp

  Only texts for the interface of the WebApp itself are entered in the template. Texts for the individual rooms, services (segments) and bookable items are maintained directly in the Room, Segment and Item .

  1. Start page title: This title is also used as the HTML page title and may have a maximum of 40 characters.
  2. Text for the start page: The text appears above the event key dates.
  3.      Start image:Link a Imagefrom the Gallery.
  4. Text "Services" tab: All bookable segments are listed on this tab.
  5. Placeholder text message: Placeholder for the message field on the "Overview" page for brief information to the customer.
     Example: "Do you need a high chair, or does one of your guests suffer from a food intolerance?"

   

• Assign text templates

  1. Email cover letter for the confirmation
  Select an email cover letter for the automatic confirmation sent to the customer. Make sure that the selected text template is included as a cover letter in the actual confirmation text template.
  Note: This field has the highest priority. If a cover letter is stored here, this will always be used. If you leave the field empty, the cover letter from the company settings is automatically used.
  2. Email cover letter for the invoice
  Select an email cover letter for the automatic invoice to the customer. Make sure that the selected invoice text template is included as an attachment in the cover letter.
  Note: This field has the highest priority. If a cover letter is stored here, this will always be used. If the field is empty, the cover letter from the company settings is automatically used.
  3. Invoice text template
  Select an invoice text template or a spreadsheet for generating the invoice for an order from the WebApp.
  Note: This field has the highest priority. If an invoice text template is stored here, this will be used to generate the invoice for the order from the WebApp. If the field is empty, the invoice text template from the company settings is automatically used.

• Export your event template

  The Event templates must be exported to the WebApp in order to actually be available online. After each change either in the template settings or in the booked items, texts etc. of the sample template, update the data manually. Click on  Job > Online Bookings > Refresh Online Bookings in the toolbar of the event template.
  To do this, click on  Job > Online booking > Populate online booking in the toolbar of the event template.