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Retreat rooms

From the organiser's Help guide. This is the page an organiser reads inside their own admin, exactly as they see it. On the demo you can read it but not open the admin behind it.

On any event, in the Rooms section (above the prices)

Retreat prices are per person, so a room is sold by the bed, like a hostel. Your prices (Thriving, Striving…) stay as they are; the guest chooses their price and then, under it, their room. Any extra charge for the room is added to their total, their instalments and their confirmation email.

Setting up the rooms

One line per room type:

• Name: e.g. Single room, Twin room, 3-bed room, Camping.
• Rooms and Beds in each: e.g. 7 twin rooms of 2 beds is 14 places.
• Extra per person: added to the price the guest chose, e.g. £100 for a single room. Leave it blank for no extra.
• Can be a single and Extra as a single: for a shared room one person may have to themselves, how many of those rooms you'll allow (e.g. 1) and what that person pays on top (e.g. £100). That booking takes all the room's beds. Leave it at 0 to not offer it.
• Show only once singles are full: keeps that room shared until every single room is booked; only then is it offered as a single as well.
• Camping (not a room): for camping places, or anything that isn't a room. Put the number of camping places in Rooms. It's one person per place, has no extra charge unless you set one, and never counts as a single room.
• Hide from website: the room stays set up but isn't offered, e.g. while you wait for the venue to agree to camping, or on a copy of an event where that room isn't available this time. Untick it when it's on offer. People with the event's secret booking link still see it, and you can still put people in it from their booking.

Leave the Room box on your prices blank. (Typing a room's name there is an older way of tying a price to one room; once any price names a room, guests aren't asked to choose.)

The event's own capacity is still the overall limit: it goes down with every booking, whatever room they chose. If the rooms have more beds than the capacity, the event stops at its capacity.

On the booking form

Each room shows how many places are left, and drops off the form once it's full (or, for a room to yourself, once your limit is reached or no whole room is free). The event counts as sold out when every room is full. A cancelled or refunded booking gives its beds back.

Priority for a single room (under Booking options on the event): tick Offer priority for a single room and, once no single room (or room to yourself) is left, guests see a box “I'd like priority if a single room becomes available”. Untick it for retreats where you don't want it.

Seeing who is in which room: Places

Open the event's overview (click the event's title in the Events list). The Places box shows, for each room, how many beds are taken and the names of the people in it, plus anyone not in a room yet (e.g. bookings made before you added rooms). Below that is the list of people who'd like a single room if one frees up, in booking order.

Putting someone in a room, or moving them

Open the booking (click the name in Bookings, or in the Places box). In the Booked box, choose a room under Change room and press Move. Their places come off the old room and onto the new one, and the move is written in the booking's notes. The price they paid doesn't change, so take or refund any difference in the extra charge separately. If the new room is now over its beds you'll get a warning (not a block), so you can swap two people.

Tip: set Max per booking to 1 on your prices so every person books (and answers the health questions) for themselves; that also makes rooms easier to allocate.

If you use the waitlist, people can join it for one full room, and a place that frees up in that room is offered to them.