Events – Create and Manage Events

Create one-time or recurring events like wine tastings, holiday dinners or live music. Events use the same booking system as table bookings with event views and capacity per occurrence.

Create an event:

1. Go to Admin → Bordsbokning → Events & Resurser → Events
2. Click Nytt event
3. Fill in:
   • Namn (e.g. "Tuscan Wine Tasting")
   • Beskrivning (marketing text for the public page)
   • Länkadress (the event's address on the booking page, created automatically from the name)
   • Typ (one-time or recurring)
   • Date, start time, end time and number of seats – shown for one-time events and creates the event's first occurrence right away
   • Pris per person (in SEK, 0 = free)
   • Max gäster/bokning (e.g. 6 – prevents one person from reserving the whole event)
   • Sittningsläge (standing ticket pool or seated at tables)
4. Leave Aktiv on and click Skapa

An active one-time event with a future occurrence is bookable when its booking window is open and capacity is available – the date you entered becomes the event's first occurrence. Need more dates? Add them under the Tillfällen tab inside the event.

For recurring events no date is entered at creation: you generate the occurrences under Tillfällen once the event exists. The event only appears publicly after that.

Event types:

For recurring events (e.g. "Every Friday 7pm until December 31") you define a recurring schedule and click Generera tillfällen, choose the period, times and capacity and confirm generation.

Occurrences: An occurrence is a single date for the event, with its own capacity and booking status. It is the occurrences – not the event – that guests book:

Theme, image and deviating times are set per occurrence – click the occurrence in the list. Empty fields inherit from the event.

Managing individual occurrences: In the Events settings you can:

• See all upcoming occurrences in a table
• Open the guest list for an occurrence with the Visa besökslista button. You see who has booked, party size, arrival time, status and phone number – click a row for email, allergies, requests and the answers to the event's own questions, the internal note and the payment method. Cancelled and no-show bookings are not shown, so the count in the list always matches the booked seats on the occurrence. If the occurrence has no bookings yet, the list only opens for those who can create bookings – to add the first one
• Edit date, time, capacity or note for an individual occurrence
• Cancel a specific occurrence – the other occurrences stay active
• Generate additional occurrences. Check the list first; generation does not replace booked dates
• Cancelling an occurrence may show a confirmation with bookings and refunds. Review the result and follow up failures before telling guests everything has been refunded

Adding a booking for a guest: If the guest gets in touch by email or phone, add the booking yourself with Lägg till bokning (add booking) in the guest list, or Ny bokning → Eventbokning in the booking view in admin and in the POS. There you also enter an internal note and whether the party pays on site or should be invoiced, and you can overbook a full occurrence. See Add an event booking for a guest.

Changing the date of, or cancelling, a guest's event booking: If a guest wants to switch to another date – for example another Christmas buffet evening – move the booking instead of cancelling and rebooking:

1. Open the guest list for the occurrence the guest booked and click the guest's row
2. Click Byt tillfälle (change occurrence)
3. Pick the new date. The list shows the event's other upcoming occurrences first, then the restaurant's other events, with free seats. Dates where the party doesn't fit are greyed out
4. Tick Skicka SMS till gästen med det nya datumet if the guest should get a confirmation, and click Flytta bokningen

The seats are released on the old occurrence and counted on the new one right away, and the move shows in the booking's history. The same Byt tillfälle button is also available when you open an event booking in the booking view, in admin and in the POS.

Next to it is Avboka (cancel). You choose whether the guest gets an SMS about the cancellation.

Changing occurrence works for standing events without payment. If the event has prepaid tickets or a card guarantee, or is seated at tables, the dialog tells you – then cancel and book again on the new occurrence.

Why isn't my event showing? The public page lists occurrences, not events. An active event without at least one upcoming occurrence therefore doesn't appear – no matter how finished it looks in admin. The event list warns you when that's the case:

The public page shows occurrences up to one year ahead. Holiday dinners and New Year's menus you publish months in advance therefore appear right away.

The most common mistake: putting the date in the event name ("Holiday dinner Dec 5") and assuming the event is done. The name is just a label – it's the occurrence that makes the event bookable.

Capacity checks: Vendion has built-in protection against overbooking on concurrent booking attempts. If two guests try to book the last spot simultaneously, only the first goes through – the second gets the error "No spots available".

Public booking link: All active events appear on app.vendion.com/book/your-slug?view=events – here the guest sees all occurrences with booked/available spots. A single event can be deep-linked directly: app.vendion.com/book/your-slug/event/event-slug. Guests book name, phone, party size and optional special requests directly.

Seating mode – standing or seated: Standing means capacity is purely the number of tickets per occurrence. No tables are taken and the booking doesn't appear on the floor plan. Suits mingles, concerts or standing-room events.

Seated places attendees at real tables. The system reserves tables automatically and blocks them in the booking calendar, so a regular table booking can't double-book the same table. Example: "Holiday dinner" where the guest books a table for 4 included in the event.

A holiday dinner or a seated wine tasting should be Seated. Choosing Standing sells seats without reserving any tables – and risks the same table being booked by a regular reservation the same evening.

Link to the booking calendar: Event bookings appear in the same calendar view as regular table bookings. Each booking has a label showing it's an event booking. Staff can manage status (seated, completed, no-show) exactly the same way.

Standing event bookings have no table, so they appear under Ej tilldelade (unassigned) in the timeline. Bookings at the same time get a row each, so you can click every guest.

SMS confirmation and reminder: Events use the same SMS flow as table bookings. Event name and price are not added as separate template variables. See article 6 for templates and variables.

Waitlist: Events have no waitlist – capacity is fixed and when an occurrence is sold out, it's sold out. We recommend promoting the next occurrence or adding an extra occurrence with higher capacity.

Licensing: Events are included in the Booking module or in Vendion 360. You'll find current pricing in the price list at vendion.com/pris or per your agreement.