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Events

Learn how to create and manage different types of events in LetsGather.

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Creating Events

Events are the core of your booking system. You can create different types of events to match your business needs.

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Basic Event Setup

  1. Navigate to Events: Go to the Events section in your dashboard
  2. Click “Create Event”: Start the event creation process
  3. Fill in Details:
    • Event name and description
    • Duration (in minutes)
    • Location (physical or virtual)
    • Color coding for organization
Create event type form showing name, duration, and location fields

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Event Types

LetsGather supports four main event types, each designed for different use cases:

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One-on-One Events

Perfect for personal consultations, coaching sessions, or individual meetings. Use Cases:
  • Personal training sessions
  • One-on-one coaching
  • Individual consultations
  • Private lessons
Features:
  • Single attendee per booking
  • Direct host-attendee interaction
  • Flexible scheduling
  • Personal notes and follow-up

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Group Events

Ideal for workshops, classes, or meetings with multiple attendees. Use Cases:
  • Fitness classes
  • Training workshops
  • Group therapy sessions
  • Team meetings
Features:
  • Multiple attendees per session
  • Group capacity management
  • Shared experience for all participants
  • Collective learning environment

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Collective Events

Team-based events where multiple team members can host the same event type. Use Cases:
  • Customer support sessions
  • Sales consultations
  • Technical support
  • Any team member can host
Features:
  • Multiple team members available
  • Shared event management
  • Team collaboration
  • Flexible host assignment

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Round Robin Events

Distributes bookings evenly across team members to balance workload. Use Cases:
  • Sales calls distribution
  • Support ticket assignment
  • Consultation scheduling
  • Workload balancing
Features:
  • Automatic distribution
  • Fair workload sharing
  • Team member rotation
  • Balanced booking allocation

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Event Configuration

Configure your events with advanced settings:

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Basic Settings

  • Event Name: Clear, descriptive title
  • Description: Detailed information for attendees
  • Duration: Time length in minutes
  • Location: Physical address or virtual meeting link
  • Color Coding: Visual organization

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Advanced Settings

  • Availability: Set your working hours and availability
  • Buffer Time: Add time before and after events
  • Booking Limits: Control how many bookings per day/week
  • Approval Requirements: Require manual approval for bookings
  • Pricing: Set prices for paid events
  • Minimum Notice: Require advance booking time
  • Scheduling Window: Limit how far in advance bookings can be made

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Team Events

For team-based events, you can:
  • Select which team members can host
  • Set team-specific availability
  • Configure round-robin distribution
  • Manage team permissions
Advanced event settings showing buffer time, booking limits, and team options

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Booking Rules

Configure how your events can be booked:
  • Buffers: Add time before/after meetings
  • Daily limits: Cap the number of bookings per day
  • Minimum notice: Require advance notice to book
  • Start intervals: e.g., 15‑minute increments
  • Booking windows: Limit how far in advance bookings can be made

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Intake Questions

Add custom questions for guests to gather important information:
  • Contact Information: Name, email, phone
  • Company Details: Company name, role, industry
  • Meeting Preferences: Preferred communication method
  • Custom Questions: Any specific information you need
Mark required fields when needed to ensure you get essential information.

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Sharing Your Events

Once created, you can share your events in multiple ways:
  • Copy the booking link to share via email, social media, or messaging
  • Links are automatically generated for each event
  • Customizable URL slugs for branding

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QR Codes

  • Generate QR codes for easy mobile booking
  • Perfect for physical locations and printed materials
  • Downloadable in various formats

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Embedding

  • Embed booking widgets on your website
  • Customize appearance to match your brand
  • Responsive design for all devices
Event details page showing the shareable booking link

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Managing Events

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Event Status

  • Active: Accepting new bookings
  • Inactive: Temporarily disabled
  • Archived: Historical events

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Event Analytics

Track your event performance:
  • Total bookings
  • Conversion rates
  • Popular time slots
  • Revenue tracking (for paid events)
  • Team member performance (for team events)

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Event Updates

  • Edit event details anytime
  • Update availability and pricing
  • Modify booking requirements
  • Archive completed events
  • Duplicate events for similar offerings

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Event Best Practices

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Naming Conventions

  • Use clear, descriptive names
  • Include duration in the title
  • Add location indicators
  • Use consistent formatting

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Description Guidelines

  • Explain what attendees can expect
  • Include preparation requirements
  • Mention any prerequisites
  • Add cancellation policies

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Pricing Strategy

  • Set competitive rates
  • Consider package deals
  • Offer early bird discounts
  • Include clear refund policies