Events

The Events section lets admins create, manage, and track both recurring and one-time events such as social gatherings and scheduled classes.

📋 Events Overview

The Events page displays a list of all created events along with key information:

Event name & sport type
Status (Published / Canceled / Draft)
Date & Time
Registration Period
Number of Confirmed Participants
Visibility (Public, Unlisted, Private, or Members only)

EVENTS

Admins can filter events or click on any event to view detailed information and manage its settings.

Finding events

Search by event name above the table matches events by name. The Event series tab has the same search.
The filter panel holds status, sport, Date range, event type, Event instructor, Day of week, Start time, Event series and payment status. A day column and a Start time column sit next to the date, so a set like "every Monday at 18:00" reads off the list.

Check the boxes on the left of each row to select events. The selection menu at the top of the table also offers Select all N events matching the filters, which selects the whole filtered set instead of the current page. It tells you when there were more matches than it could select. The events tab of an event series supports the same selection.

One request handles at most 500 events. Narrow the selection to act on the rest.

👁 Event Details Panel

Clicking an event opens a detailed view that includes:

Event type (Normal, Social, or Scheduled class)
Location & Sport
Price per participant
Event schedule
Registration deadlines & reminders
Description & participation settings
Discounts (if applicable)
Event metadata (Creator, creation time, update logs, event ID)

Admins can also:

Edit the event
Duplicate the event
Cancel the event

EVENTS2

🕒 Changing the Times of Many Events at Once

Select the events you want to change in the Events table.
Open the selection menu and choose Change times.
Under Start time, Shift by takes an amount in minutes, hours, days or weeks, Later or Earlier. Minutes and hours move the time of day and keep the date. Days and weeks move the date and keep the time of day. Set to gives every selected event the same New start time, on the date it already runs on. Keep leaves the start times alone.
Under Duration, Adjust by makes every event Longer or Shorter by an amount in minutes, hours or days, and Set to gives all of them the same New duration. Keep is selected to begin with, so the events stay as long as they are.
Check the preview under Events to change. Each row shows the current time next to the new one, and the length before and after when you change it.
Click Change N events.

Both Set to fields open on the selection's own values: the earliest start time, and the shortest length. When the selected events do not all share one, a warning triangle next to the field says what the selection has now, because Set to gives every one of them the same value.

You can move and resize in the same action. Only the end time moves when you change the length, so each event's registration deadline and reminder follow its start: a move carries them along and keeps the same lead time, and a length change leaves them alone. The times are calculated on the venue's own clock, so a series that crosses a daylight saving change lands where you expect. A change that would move an event to an unsupported date is refused, and nothing changes.

A shortening cannot be larger than the events themselves. If any selected event is shorter than the amount, the modal says how many, and the action stays disabled until you choose a smaller amount.

The modal checks the new times against the resources before you save, and a longer event is checked against its new end time. An event whose new time is taken is marked and left out, and the rest still change. If one of the new times is taken while you review the preview, nothing is changed and the preview refreshes.

You can select events from several series in the same action, so a Monday, Wednesday and Saturday series can have only its Monday events changed.

Editing the start time of a single event moves its reminder by the same amount.

🚫 Cancelling Multiple Events at Once

You can cancel several events in one action directly from the Events table:

Check the boxes on the left of each row to select the events you want to cancel.
A selection menu appears at the top of the table — open it and choose "Cancel selected events".
Optionally enter a cancellation message visible to participants.
Choose a refund option for paid participants.
Click "Confirm cancellation".

Participants are notified automatically when their event is cancelled.

↩️ Restoring a Cancelled Event

If an event was cancelled by mistake, you can restore it:

Find the cancelled event in the Events table (use the status filter if needed).
Open the event's detail panel and choose "Uncancel event" from the actions menu.
Select the status to restore it to:
- Published — registration open: reopens the event for registration. If the original registration window has already passed, it is automatically adjusted to end at the event's start time.
- Confirmed — registration closed: restores the event without reopening registration.
Confirm to restore the event.

Past events cannot be uncancelled.

➕ Creating an Event

Click "Create event" to open a multi-step setup flow with three steps:

Time and location
Basic details
Participants

Creating event

⏱ Step 1: Time and Location

Event type: Choose between:
- Normal: standard event. Sport type and resources are both optional. If you use per-resource participant limits, selecting resources becomes required.
- Social: no sport type or resource required. For social gatherings or other non-sport events.
- Scheduled class: for recurring class formats (e.g. group fitness sessions). Works the same as Normal.
Sport type: optional for all event types. Helps customers filter events by sport.
Resources: optional multi-select shown for Normal and Scheduled class events. Required only when using per-resource participant limits.
Link to external venue (optional): if this event is held at another venue, select it here. The event will appear on both venues' listings.
Event location: free-text field for a physical address or place name (e.g. "Market Square, Turku, Finland").
Location on map (optional): pick precise coordinates for the event location.
Schedule: set start and end date/time.
Recurrence (create only): choose Only once or Recurring event. For recurring events, set the frequency (every N weeks or months) and number of repetitions.
Registration: set when registration opens and closes using dropdown presets (e.g. "Immediately", "1 week before") or a custom date/time.
Show event before registration opens: if enabled, the event is visible to users before the registration period starts, so they can see and anticipate it in advance.

✏️ Step 2: Basic Details

Event name and description
Event instructors (optional): assign one or more instructors. Their details are shown on the event page.
Track attendance (shown when attendance tracking is on for the venue): lets staff mark each confirmed participant as present or absent. See Event attendance.
Event categories (optional): tag the event with categories (e.g. "Yoga", "Kettlebell", "Members-only") to help users filter and find it.
Amount of participants:
- Unrestricted: no upper or lower limit (you may optionally set a minimum).
- Restricted: choose one of two modes:
  - Overall minimum # of participants: a single minimum applied across the whole event.
  - Minimum # of participants per resource: separate min/max limits are applied per selected resource. Resources can be added later, but cannot be removed once the event is created.
- Note: if the minimum participant count is not reached, the event is automatically cancelled.
Queuing: optionally enable a queue. If a spot becomes available, the first participant in the queue is automatically moved in and notified.
Event price per participant: enter the gross price and VAT rate.
- Finnish sports benefit eligibility (Finland only): toggle whether participants may pay using Finnish sports/culture benefit methods.
Discounts: choose applicable discount groups or memberships.
Session cards: allow session card holders to use their card to pay for the event.

👥 Step 3: Participants

Event visibility: control who can find and access this event:
- Public: visible to all users on your venue's profile and accessible via the share link.
- Unlisted: not shown on your venue's profile, but accessible to anyone with the share link (even non-invited users).
- Private: not shown on your venue's profile and not accessible via the share link. Only invited participants can access it.
- Members only: visible only to holders of the memberships you choose, and only they can register. Selecting it shows the Allowed memberships picker. Leave it empty to allow Any membership the venue recognises, including memberships from venues whose members you accept. A customer without a qualifying membership does not see the event in your venue's event list, the home feed or search, and the share link gives them a not-found page. Staff can still add anyone by hand. A member who joins and whose membership later lapses keeps their place, and can still pay, sell their spot and leave. Courses and course classes cannot be made members only.
Participant visibility: controls whether other users can see the participant list:
- Visible: participant names, profile pictures, and handles are shown to other users.
- Hidden: participant details are hidden from other users; participants are also anonymized in the event chat.
- Fully hidden: also hides the participant and queue counts, the participant limits, the available slots and the customer's own queue position. Customers still see whether the event is full. In the event chat a participant sees only the venue and themselves, everyone else appears under one shared anonymous name, and only the venue can write messages or add reactions. Joins are not announced in the chat. A course group chat is covered by every one of its classes, so one fully hidden class locks and anonymizes the whole group chat. Staff views keep showing real names and numbers.
Invite participants (available on creation and draft editing): search and add existing Thril customers directly.
Reminder notification: schedule a push notification to participants before the event starts (e.g. 1 hour, 1 day, 2 days before, or a custom date/time).
Cover image: upload a promotional image shown in public event listings.
Internal notes: add private notes for venue staff. Not visible to customers.

Click "Create event" to publish or save as a draft.

🔄 Event Series

When you create a recurring event (by selecting "Recurring event" in the schedule step), Thril automatically groups all occurrences into an event series. You can view and manage all series from the Event series tab on the Events page.

What you see

The event series list shows:

Name and event type (with cover image if set)
No. of occurrences — remaining vs. total (hover for a tooltip breakdown)
Series period — the date range from first to last occurrence
Description, Instructor, Price per participant, and Visibility

By default, the list shows only active and ongoing series (series with at least one future occurrence). Use the filter button to adjust the cutoff date and view older series.

Viewing series details

Click any row to open the series detail panel. It has two tabs:

Details — full series configuration: participant limits, pricing, event type, location, visibility, instructor, description, and cover image.
Events — lists all individual occurrences that belong to this series.

Editing a series

Click Edit series in the details panel to update the series configuration.

Under Additional options the form has two switches for the whole series:

Update registration periods sets when registration opens and closes.
Update reminder notification sets when the reminder is sent, or removes it.

Both are off and leave the existing times untouched. Switch one on and the lead times are required. They are applied to every upcoming event in the series and override what is set on individual events. The times are calculated from each event's own start time, so a series that meets at different times of day keeps its per-occurrence timing. Only the presets are offered here, because a single fixed date and time cannot describe a whole series. The inputs start from the series' current lead times.

Important: Changes to a series are applied to all upcoming occurrences. Any individual modifications previously made to those events will be overridden. Past events are not affected.

👤 Instructors

Instructors are managed from Settings → Employees and services → Employees. Once created, an instructor can be assigned to any event in Step 2 of the event creation flow, to an event series in the series form, and to a course group in the course group form. Each of them takes several instructors.

Where the assignment is shown:

Detail views list every instructor. The heading reads Instructor or Instructors depending on the count.
Lists, tables, cards and the class calendar show one name and a +N counter for the rest. Hover to see the full set.
The instructor filters on the events list, the venue class list and the course page match an event if any of its instructors is the selected one.

Every instructor assigned to an event counts as busy for that time slot in employee availability checks, sees the event in their calendar feed, and is notified if the event is cancelled.

Creating an instructor

Go to Settings → Employees and services → Employees and click "Create employee" to add a new instructor. You can provide:

Name — the instructor's display name shown on the event page
Photo — a profile image displayed alongside the instructor's name
Bio — a short description of the instructor's background or expertise

Instructors are created manually and are not linked to any Thril user account.

🎟 Membership event allowances

A membership can cap how many events its members register for. The caps are configured per membership under Membership benefits and booking rules. What a member sees on your events:

A cap that blocks replaces the register button with Your membership's event limit is full, naming the membership and the period. Joining the waiting list is refused the same way, so nobody queues for a place they could not take.
A cap that charges the standard price shows This event is at the normal price on the event page, naming the membership and the date the member price returns. The member can still register.
The price in the events list, on the event page and at checkout is the one the member actually pays, so a spent allowance is visible before registering.

Course classes never use an event allowance, because they are paid for through their course.

⚙️ Event Settings

Venue-level event settings can be found under Settings > Events. These settings apply to all events at your venue. The page has three tabs: General settings, Categories and Attendance tracking. The attendance settings are described in Event attendance.

Separate classes from events

When enabled, classes are displayed in a separate "Classes" tab in the mobile and web apps, while regular events stay in the "Events" tab. Useful if your venue runs recurring group fitness classes or other structured programmes alongside one-off events.

Allow event payments before confirmation

When enabled, customers can pay for their event participation before the event is confirmed. Customers are not forced to pay immediately. This simply allows them to pay right after registering if they choose to.

When this setting is active and the event accepts session cards, customers who have an applicable session card will see a "Participate & use session card" button. Clicking it opens a confirmation step where they can select which session card to use (if they hold more than one applicable card) and confirm their participation — joining and paying in a single action.

Require payment to confirm participation

When enabled, participants are only confirmed after a successful payment. Instead of joining an event for free and paying later, customers must complete payment upfront to secure their spot.

Key behaviours:

If a customer pays but no spots are available at the time the payment is processed, a full refund is issued automatically and the customer is notified.
If an event has queuing enabled, payment is not required to join the queue, and this setting does not affect the automatic promotion of users from the queue when a spot is freed.
This setting only applies to paid events.

Disable participant cancellation

When enabled, confirmed participants cannot leave events or place their spot for sale. Joining any event, tournament, or class effectively becomes immediately binding.

Disable participation selling

Only shown when Disable participant cancellation is off. When enabled, confirmed participants cannot place their spot for sale after registration ends, but they can still leave the event. Existing spots already listed for sale at the time you enable this setting are not affected.

✉️ Automatic participant emails

When a participant's spot is confirmed, Thril automatically sends them a confirmation email. The email includes:

Event name
Date and time
Venue name and address
A "View event" button linking directly to the event page

If the participant still has an outstanding payment, the email also includes a reminder to open Thril and pay before the event starts.

Participants who have disabled email notifications in their account settings will not receive this email.

✅ Best Practices

Always include a clear event name and description.
Use registration end times to control last-minute signups.
Make sure reminders are timed early enough to improve attendance.
Use visibility settings to control who can find or join the event.
For competitive events, set participant limits and enable queueing.
Use "Require payment to confirm participation" for high-demand events where you want to minimise no-shows and ensure only committed, paying participants hold spots.