Events, Calendar Notes, and Booking Requests

BarSight's Events system helps you manage everything from simple calendar reminders to customer booking requests for private events. Create one-time notes, set up repeating events, and even add a booking widget to your website so customers can submit event inquiries directly.

Types of Events

There are three types of events you can create:

• Note - Simple calendar reminders (staff meeting, delivery arriving, etc.)
• Reservation - Table reservations for your taproom or restaurant
• Booking - Private event inquiries with a full workflow (inquiry → confirmed)

Creating a Calendar Note

Calendar notes are the simplest event type—perfect for reminders that your team needs to see on the schedule.

1. Navigate to Schedule → Events
2. Click New Event
3. Enter an Event Title
4. Select Note as the Event Type
5. Choose the Date
6. Toggle All Day or set specific Start/End times
7. Add a description in the Event Description field (optional)
8. Check Display on Calendars to make it visible
9. Click Save

[SCREENSHOT: New event form with Note type selected]

Creating Repeating Events

For events that happen regularly—weekly staff meetings, monthly inventory counts, yearly anniversaries—use repeating events instead of creating each one manually.

1. Create a new event as described above
2. In the Repeat dropdown, select the pattern:
   • Daily - Every day
   • Weekly - Same day each week
   • Monthly - Same date each month
   • Yearly - Same date each year
3. Enter the # of times to repeat (or leave at 0 for ongoing)
4. Click Save

BarSight creates all the individual events in the series. The first event is the "parent" and all others are linked to it.

Managing Repeating Events

When you open an event that's part of a series, you'll see options to:

• Delete Single Event - Remove just this occurrence
• Delete Series - Remove the entire series (all occurrences)

You can edit individual events in a series without affecting the others—handy when one meeting gets moved but the rest stay the same.

Booking Requests

Booking requests let customers inquire about private events, facility rentals, or catering. Unlike simple calendar notes, bookings have a full workflow to track the inquiry from first contact to confirmed event.

Booking Workflow States

1. Inquiry - Customer submitted a request (starting state)
2. Responded - You've replied to their inquiry
3. In Progress - Actively discussing details
4. Confirmed - Event is locked in
5. MIA - Customer stopped responding
6. Cancelled - Event was cancelled

Creating a Booking Manually

1. Navigate to Schedule → Events
2. Click New Event
3. Select Booking as the Event Type
4. Fill in the event details:
   • Title - Event name
   • Date and Time
   • Guest Count - Expected attendance
   • Booking Area - Which space (taproom, patio, private room)
5. Add contact information:
   • Contact Name
   • Email
   • Phone
6. Set the Booking State (defaults to Inquiry)
7. Add any Booking Fee if applicable
8. Click Save

[SCREENSHOT: Booking event form with contact fields visible]

Adding a Booking Widget to Your Website

Just like the VIP and Newsletter widgets, you can embed a booking request form on your website. When customers fill it out, their inquiry flows directly into BarSight as a new booking with the "Inquiry" state.

Get Your Booking Widget Code

1. Navigate to Schedule → Events
2. Click Get Booking Link in the toolbar
3. Copy the embed code displayed in the popup
4. Paste the code into your website where you want the form to appear

The booking widget collects:

• Name, Email, Phone
• Preferred Date and Time
• Booking Area (from your configured list)
• Estimated Guest Count
• Newsletter signup checkbox (optional)
• Any custom fields you've configured

When someone submits the form, a new booking appears in your Events list with the state set to "Inquiry" so you know to follow up.

Booking Areas

Set up your available spaces so customers can select where they want to book:

1. Go to Schedule → Events → Settings
2. Click Booking Areas
3. Add areas like "Main Taproom," "Private Room," "Patio," "Full Venue"
4. Set capacity for each area
5. Arrange the display order

Custom Booking Fields

Need to ask specific questions? Add custom fields to your booking form:

1. Go to Schedule → Events → Settings
2. Click Booking Fields
3. Add fields like:
   • Text boxes (dietary restrictions, special requests)
   • Dropdowns (event type: birthday, corporate, wedding)
   • Number fields (number of courses, kegs needed)
   • Date fields (rain date)

Managing Booking Requests

Viewing All Bookings

From Schedule → Events, you can filter to see only bookings by clicking the Bookings filter. Each booking shows its current state so you can quickly see what needs attention.

Tracking Communication

BarSight logs all email communication with booking customers. Open a booking to see the communication history and add notes about phone calls or in-person conversations.

Recording Payments

For bookings with fees or deposits:

1. Open the booking
2. Enter the Booking Fee amount
3. Check Paid when payment is received

Sharing Booking Links

You can generate a shareable link for a specific booking, allowing customers to view and modify their booking details. To get a link, open the booking and click Get Event Link.

Tips and Best Practices

• Use visibility wisely - Keep bookings hidden (Display off) until confirmed, then turn Display on to show on calendars
• Set up areas first - Configure your booking areas before embedding the widget so customers see real options
• Respond quickly - Move bookings from "Inquiry" to "Responded" promptly—customers expect fast replies
• Use the MIA state - If a customer stops responding, mark as MIA so you know to follow up or move on
• Newsletter integration - The booking widget includes a newsletter checkbox, automatically growing your email list

Learn More

• VIP Members Guide - Collect customer contact information
• Newsletter Subscribers Guide - Build your email list