Standard

The Standard tab that sits under Occasions, allows you to create, and maintain Occasions that are set up for your guests to book. The below covers how to navigate the page, as well as create, edit, copy and even delete your Occasions.

Occasions Topics

Using Occasion Filters
Creating an Occasion
Copying an Occasion
Deleting an Occasion
Schedule Details
Field Settings & Information

Navigate to Events Admin → Occasions → Standard

Using Occasions Filters

Within the Standard page you have the ability to filter on the various columns. Below outlines the buttons and columns along with what each offers:

Field	Description
Create New Occasion	Opens up a new occasion for you to personalise
3/4 Columns Selected	By default the system will display 3 out of 5 available columns. Use the drop down menu to select additional columns, including: Display Name, Description, Channels, Archived, and Auto-Delete Date
Global Search	Use the search bar to quickly find items across all displayed columns
Outlet	You can select a specific site to view only the occasions for that site
Reorder Results	Click the arrows next to a column header to sort its contents in alphabetical order. Click again to reverse the order
Filter Columns	Apply filters to any column to narrow down results. Filters can be applied individually to a single column or combined across multiple columns for more specific searches
Preview	Opens the selected item in a read-only mode, allowing you to view its configuration without making changes. To edit, you must first unarchive the item. Click Cancel to return to the Occasion overview page
Copy	Creates a duplicate of an archived item in a new window where you can edit its details. Once saved, the copied item will appear in the live list
Delete	Permanently removes the item. A confirmation message will appear; select Delete to confirm. This action cannot be undone. Select Cancel to keep the item. If there are bookings associated with an occasion you will not be able to delete, you can however archive the occasion instead

Creating an Occasion

Follow these steps to your set up a new Occasion:

In a basic menu creation, we have skipped some of the optional fields, however if you are querying what each of these settings do, you can view the field settings and information below.

Click the Add New Occasion
Enter an Internal Name
Enter the Display Name

This field is what will display as part of your booking journey to your bookers.
Enter a Description to help the booker when making their selection.
Click Save Changes

All other fields in the set up are optional. Each is explained below within the Field Settings & Information section, however, we recommend using them sparingly to avoid potential conflicts during further configuration

Copying an Occasion

To create a Copy of an Occasion, follow the below steps:

Select from the Actions column to Copy the required Occasion

The copied layout will appear in an editable view. In the Internal name it will be prefixed with "Copy of...", to indicate it's a duplicate of the original
Edit the fields as your require
Click Save Changes

Deleting an Occasion

To Delete an Occasion, follow the below steps:

Select from the Actions column to Delete the required Occasion

A pop-up will display either asking "Are you sure you want to delete **name** occasion?". OR it will state "**name** cannot be deleted as it is linked to active bookings"
Select Yes
Click Save Changes

A message will display to state "**name** occasion has been successfully deleted"

If the Occasion cannot be deleted due to it having future bookings active, but you require no further bookings being assigned, we either recommend editing the schedule to prevent the Host and/ or online guests seeing the occasion OR you disable the occasion from the channels. Disabling will prevent any future bookings being made on the occasion. It will also for any existing bookings, when edited, to be assigned to an alternate occasion.

Schedule Details

Schedule Details	Optional	Description
Start Date	Optional	This is the date your availability begins. Guests will be able to book from this date onward, depending on your configuration. DD/MM/YYYY
Start Time	Optional	The time of day your availability starts
End Date	Optional	This is the final date the availability is active. After this date, guests will no longer be able to make bookings for it. DD/MM/YYYY
End Time	Optional	The time your event or booking slot finishes on each applicable day
Recurrence	Optional	This defines how often the availability repeats. You can set it to repeat daily, weekly, monthly, or on specific days of the week – ideal for regular events or offers. When defining a recurrence, you will need to select a frequency of either: Yearly Weekly Monthly Daily Defining a recurrence interval. Usually set to "1". Stating an end date that this recurs until: DD/MM/YYYY Along with the days of the week
Exclusions	Optional	Specific dates where the schedule should not apply. For example, if your event recurs every Saturday but you want to skip a specific holiday weekend, you’d list that date here. When defining exclusions, you will need to select a frequency of either: Yearly Weekly Monthly Daily Defining a recurrence interval. Usually set to "1" Stating an end date that this recurs until: DD/MM/YYYY Along with the days of the week Alternatively within the Occasions, Menus & Areas (but NOT Extras) you are able to select an exclusion type. Aside from the above, you have the option to configure by Manual Date Selection. You can select up to 60 days to exclude from your schedule

Field Settings & Information

The following table of information describes each of the standard occasion fields:

Setup Options	Type	Details
Internal Name	Mandatory	This name will display on reports, and within the Host applications of both Tables and Events
Display Name	Mandatory	This name will display on your customer facing booking journey
Description	Optional	This description will appear on the online booking journey for bookers to understand more about the area they are selecting. This is free type up to 30 characters
Do Not Archive	Optional	Selecting this option ensures that if your menu has a schedule with an end date, it will remain visible in the list view even after that date has passed. If the option is left unticked, the menu will automatically archive two weeks after the end date Menus with future bookings will always remain visible, even if the schedule’s end date has passed, as menus with upcoming bookings cannot be archived
Email Description	Optional	When entering details into the Occasion Email Description, this allows you to show Occasion specific text in your email templates via the use of Dynamic Tags
Occasion Images	Optional	You can add up to 10 URL links and descriptions to images of your Occasion. These images will be returned in the External Events API (ONLY) for you to create a more enticing booking journey for your guests
Minimum Covers	Optional	The minimum number of covers that can selected for this occasion. If you do not set the minimum or maximum number of covers, guests will be able to request this occasion with any number of covers
Maximum Covers	Optional	The maximum number of covers that can selected for this area. If you do not set the minimum or maximum number of covers, guests will be able to request this occasion with any number of covers
Maximum Advance Booking	Optional	This states how far in advance a booking can be made to this area. A numerical value linking to the Maximum Advance Booking Type
Maximum Advance Booking Type	Optional	A choice of either: Years Months Weeks Days Hours Minutes
Minimum Notice	Optional	A numerical value linking to the Minimum Notice Type
Minimum Notice Type	Optional	A choice of either: Years Months Weeks Days Hours Minutes
Turn time in minutes	Optional	If your Occasion requires a different turn time as the ones already set such as Afternoon Tea may need longer for 2 guests than a lunch for 2 guest, you can add a turn time here that will only relate to this occasion. Enter the time in minutes which a table will be booked for when a guest selects this occasion
Key Words	Optional	These enhance the booking experience for the user by showing key information for the booking in a quick glance such as an area being dog friendly or easily accessible
Companies	Optional	Select the required company hosting the new occasion. Once a company is selected, all sites for that company can use the occasion will show and can be selected. The number of companies selected will be shown for your reference. You can select all sites relates to the company or just a specific site(s) If you do not select a company or a site, the occasion will be enabled for all sites and companies within your estate.
Channels	Optional	By default, each occasion will be available on all channels but you can configure which channels it is available on (from Events Host app, API, Widget, Tables Host app). For example, this can be used to have occasions that can only be selected within the Events host app. These occasions could have different cover or notice minimums / maximums to the ones that are publicly available via the Widget or API integrators. If you want to work on an Occasion set up and don’t want it visible on the widget to customers or Host apps to staff, you can un-tick these channels and the Occasion wont show
Area Links	Optional	(Configured in the Manage Sites Tab) If using you can use this to choose the areas within each site that guests will be presented if they select this occasion when booking an event. The area selection can be done by including or excluding certain areas. If you include areas, it means only the included areas will be available to be chosen by a guest; if you exclude areas, all site areas except for the excluded ones will be available to be chosen.- In order to streamline the customer journey, if you only have one Area linked to an occasion it will bypass this step so the customer doesn’t have to select it as its the only option (you would use this to ensure your automatic table allocation works within the specified area). However, you may want the area to still show especially if its Outside or in a different location to the one the customer would expect to be seated. This tick box will show the area linked to this occasion even if there is only one area selected
Menu Link	Optional	(Configured in the Menu Tab) Use this to choose which menus can be chosen by guests when booking this Occasion. Similar to area links described above, the menu selection can be done by including or excluding certain menus. If you include menus, it means only the included menus will be available to be chosen by a guest; if you exclude menus, all site menus except for the excluded ones will be available to be chosen. Always Show on Widget is similar to the area links described above. You may want the menu title to show and this tick box would ensure it was shown to the guest.
Extras Link	Optional	(Configured in the Extras Tab) Use this to select which Extras can be chosen by guests if they select this occasion when booking an event. Similar to menu and area links described above, the Extras selection can be done by including or excluding certain items
Do NOT send confirmation communications to guests	Optional	When ticked, all events created/ confirmed emails and SMS messages will not be sent
External ID	Optional	This is only to be used for those using the Events API. This will not work if using the Events Stock Widget. The ExternalID exposed on API "get occasions" call for client side usage (not unique / text field)