Create an event template for Online Bookings

Many basic settings for the WebApp are made in the Event template .

Open a new event template
Create a separate template for each type of event that you want make available for booking in the internet. You can change and update these yourself at any time. (Creating an event template)
1. Go to the Templates tab and click on Events > New.
2. The Name is freely selectable and will later become part of the URL under which the online form appears. The name must not contain any special characters or spaces.
3. The template Type has no effect on the WebApp and can be selected as required.
4. If the template is meant to be exclusively available for online bookings, change the status from Active to Inactive in the toolbar by clicking on the icon. If the template is to be available in the desktop client as well, keep the status Active.
5. For online bookings, the export of Event data from the template is controlled exclusively via export lists. Ignore the fields in the area Copy event of the template. Times and rooms are copied from the sample event, an event schedule cannot be created in the WebApp (as of June 2026).
Customise the WebApp
1. Activate the template for online bookings, otherwise it will not be available.
2. Activate "Du" salutations: if communication with the customer in this WebApp is use the informal "Du". The corresponding company and administrative settings are adopted; the default form of address is "Sie".
3. Allow Events without fixed date, e.g. to be able to make a cost estimate. The specified date is then only used for pricing. In this case, the actual availability of rooms on the specified date is not checked and the event has the status "Draft".
4. Hide footer area of the WebApp: The footer area contains links to the Terms and Conditions and Legal Notice by default.
5. Enable invoices: in order to create and send invoices automatically
  Note: This function is only available if the setting "Only of type" = "Order" is set in the event template.
6. Occasion picklist: Specify the occasions that are available for selection in the WebApp.
  Note: Enter exactly one value per line.
  Example: for a conference enquiry
  Conference
  Conference
  Congress
  Example: for a wedding enquiry
  Wedding
  Silver wedding anniversary
  Golden wedding anniversary
  Example: for a catering enquiry
  Family event
  Staff Christmas party
  Company anniversary
7. Standard customer type: Preset corporate customer or private customer. The preset can be changed in the WebApp itself.
8. 1. Compact contact form: contact form with four fields (First name, Last name, Phone number, Email address). This variant is only suitable for B2C enquiries.
    Important: If automatic invoicing is enabled, the compact contact form will not be used, even if this option is selected.
  2. Customised contact form: A customised form can be linked up by the user or configurator. Alternative contact form: only if you do not want to use the WebApp's standard contact form.
9. Link to redirect: URL of the website to which the customer should be redirected after successful completion of the enquiry/booking
  Example: homepage of the company
Allow further options
1. Customer registration/login with login: Allow your customers to independently create a customer account/contact details for further bookings. This setting is particularly useful if you have many regular customers.
2. Room selection by customers: Enable this setting if you want your customers to be able to select rooms themselves. Only the rooms stored in the sample event are offered. If rooms are stored in the event but customer selection is not permitted, these rooms are automatically booked in the background.
3. Multi-day event: Allow the creation of multi-day events (e.g. conferences). Rooms, times, numbers of guests and services can be booked independently of each other for each day. The services offered are the same every day. The "Multi-day and Recurring Events" module is required.
4. Different invoice and delivery address: The two different addresses can be activated independently of each other.
Define the available booking dates and times
The input is optional.
1. Enter a Minimum lead time in hours to ensure sufficient preparation time before a booking.
2. Enter a Maximum lead time in hours if you do not want any bookings that are too far in the future.
3. Assign Bookable dates and times for the template (business hours, holiday periods, seasonal offers, etc.). Here, the time slots can only be selected but not edited (Creating time slots). This setting only makes sense if live access to the server is guaranteed. In this case, blocked dates or times are already excluded during the request.
  IMPORTANT: As long as a template is permitted in one of the selected time slots, it will be offered for booking. Make sure that the settings in the selected time slots are not contradictory!
Define the room settings
Define which of the available rooms are offered to customers for booking (all or only free, suitable sizes) and whether the selection of a room should be mandatory.
1. Check room availability: If live access to the server is guaranteed and room selection by the customer is permitted, the actual availability of the rooms can be checked after entering the date, time and, if applicable, the number of guests. The bookable rooms are stored in the sample event. Rooms that are already booked are not offered for selection.
2. Filter rooms by number of guests: In order to only offer rooms of a suitable size, the rooms can be filtered by the number of guests specified in the master data.
  Important: This means that the selection of smaller rooms (e.g. for break-out sessions) will not be possible.
3. Room booking is mandatory: Make the selection of a room mandatory if you want to avoid overbooking.
4. Room booking per day mandatory: If necessary, make the selection of a room mandatory for each day of a multi-day event. Only available with the "Multi-day and Recurring Events" module.
Define the seating plan settings
Decide whether and which of the possible seating plans are offered to customers for selection and whether the selection should be mandatory.
1. Select seating plan option :
  1. Empty: No seating plans are offered for selection.
  2. Seating: The seating types from the room settings (e.g. classroom, U-shape, banquet) are offered for selection. This selection cannot be changed.
  3. Table plan: All table plans that are linked to the selected room and enabled for online booking are offered for selection. The "Table plans" module is required. (<a href= https://help12.bp-event-software.com/en/127-en-gb/152-en-gb/372-en-gb>Creating a new table plan</a>).
2. Filter seating plans by number of guests: Show onle the plans that offer enough seats for the maximum number of guests.
  Important: The actual capacity of rooms varies greatly depending on the table plan.
  Example: A room offers 100 seats with classrom style seating and only 70 seats with banquet style seating. For an event with 100 people, only classroom style seating is offered.
3. Seating plan is mandatory : If necessary, make the selection of a seating plan per booked room mandatory. The order cannot be completed in the WebApp without a selection.
Define a start screen and texts for the WebApp
Only texts for the interface of the WebApp itself are entered in the template. Texts for the individual rooms, services (segments) and bookable items are maintained directly in the Room, Segment and Item .
1. Start page title: This title is also used as the HTML page title and may have a maximum of 40 characters.
2. Text for the start page: The text appears above the event key dates.
3. Start image:Link a Imagefrom the Gallery.
4. Text "Services" tab: All bookable segments are listed on this tab.
5. Placeholder text message: Placeholder for the message field on the "Overview" page for brief information to the customer.
  Example: "Do you need a high chair, or does one of your guests suffer from a food intolerance?"
Assign text templates
1. Email cover letter for the confirmation
Select an email cover letter for the automatic confirmation sent to the customer. Make sure that the selected text template is included as a cover letter in the actual confirmation text template.
Note: This field has the highest priority. If a cover letter is stored here, this will always be used. If you leave the field empty, the cover letter from the company settings is automatically used.
2. Email cover letter for the invoice
Select an email cover letter for the automatic invoice to the customer. Make sure that the selected invoice text template is included as an attachment in the cover letter.
Note: This field has the highest priority. If a cover letter is stored here, this will always be used. If the field is empty, the cover letter from the company settings is automatically used.
3. Invoice text template
Select an invoice text template or a spreadsheet for generating the invoice for an order from the WebApp.
Note: This field has the highest priority. If an invoice text template is stored here, this will be used to generate the invoice for the order from the WebApp. If the field is empty, the invoice text template from the company settings is automatically used.
Export your event template
The Event templates must be exported to the WebApp in order to actually be available online. After each change either in the template settings or in the booked items, texts etc. of the sample template, update the data manually. Click on Job > Online Bookings > Refresh Online Bookings in the toolbar of the event template.
To do this, click on Job > Online booking > Populate online booking in the toolbar of the event template.

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Create a sample event for the Online Bookings WebApp

If you do not yet have an event that you would like to use as a template, first create a new event. (Creating an event) in the Event template, click on Sample eventand double-click on a suitable Event from the list of results.

Edit the sample event
As soon as an event is selected as a sample event, it is saved under a new event number. A date is still required as a reference date, but is not copied to the events created "from template". There are no mandatory fields in templates.
1. Enter a Date far in the future.
2. Time and Number of guests can be specified optionally.
  1. If the times and number of guests in the sample event are empty, the input fields in the WebApp are also empty and the input is free.
  2. If times and/or numbers of guests are specified in the sample event, these appear as placeholders in the input fields of the WebApp and also specify the minimum and maximum values for the fields.
    Example: Event times set to 09:00 - 23:00 > online bookings are possible from 10:00 - 13:00, but not before 09:00 or after 23:00.
    Number of guests preset to "20 - 80" > Online booking is possible e.g. for 30 - 70 guest, but not for 5-15 guest
3. Select the Status which bookings from the webapp will be assigned in the full client.
4. The following fields are transferred to the online booking if they are entered in the template:
  1. Occasion (as placeholder in the WebApp, mandatory)
  2. Occasion group (does not show in the WebApp interface)
  3. Cost centre (does not show in the WebApp interface)
  4. Responsible (does not show in the WebApp interface)
  5. Signature (does not show in the WebApp)
5. Select a Price group and Gross/Net setting. The price groups must be identical for the event and the segments.
Book rooms for the event
Book rooms automatically or give your customers a choice. If no rooms are selected and room bookings are not permitted for customers, rooms will not be booked automatically.
1. At the bottom of the page Event > General, add the Rooms that you want to make available for online booking for this template.
2. If the option Allow room bookings is NOT enabled in the Event template , the stored rooms will be booked automatically. The "Rooms" page will not be shown in the WebApp.
3. If the option Allow room bookings is selected, the stored rooms will be offered to the customer for selection. Multiple selection is possible.
4. Depending on the setting in the Event template, the room selection is filtered to the Number of guests.
5. The rooms offered in the WebApp can only be checked for actual availability if live access to the web server is secured.
Create event segments
Depending on the setting in the Event template, create either Quotes or Orders. The names of the available event segments appear in the WebApp as individual expandable areas in which the booked items are offered for selection and booking. The Price group of the segments and the Gross/Net setting must correspond to those of the overall event.
1. Create a new Quote or a new Order (Generating a quote).
2. Select the term that will appear in the WebApp as the segment Name .
  Example: Finger food, menu, buffet
3. In the side navigation of the Segment, go to the Added Fields tab > Online booking.
4. Only activate the setting Segment is room-related if the booked items are not to be listed on the "Services" page, but instead on the "Rooms" tab in connection with a selectable room. These items can only be booked together with the room. There should only be one such segment per event. (Create a process for room-related items)
  Example: room rent, equipment for rooms (stage, piano, poster boards)
5. Select a image for the segment from the Gallery. The image appears in the WebApp as a background to the name of the segment.
6. Enter an Introductory text for the segment. This text appears in the WebApp above the bookable items.
  Example: segment "Finger food" with introductory text "Convenient, varied and perfect for elegant receptions or informal parties. Discover our selection of fresh, creative appetisers that will delight your guests."
7. Save your input.
Insert booked items
On the tab Quotes > "Quote name" (or Orders > "Order name"), add all Items that are to be bookable online.

The Allergens, Additives and Nutritional values, Sales containers, Content and Units are shown in the WebApp as additional information if they have been entered. The Minimum, Maximum or Fixed issue units will be applied and the Base price will be calculated and displayed.

The Count of items ordered in the online booking can either be entered freely, preset or linked to the number of guests. Items can also either be freely selectable or mandatory.

Freely selectable items
1. Freely selectable with editable quantity: The customer can select the item and specify a quantity that is transferred to the segment during import. The price is calculated from Count 1*individual price.
  Example: menu 1, 2 or 3
  1. Column Count 1: Input "0"
  2. Column Count 2: Input "" (empty)
2. Freely selectable with preset quantity: The customer can select the item but cannot enter a quantity. The count 2 stored in the booked item of the sample event is always used. The price is calculated from count 2*individual price.
  Example: piano, stage
  a. Column Count 1: Input "" (empty)
  b. Column Count 2: Input "1" (or other suitable number)
3. Freely selectable with quantity from number of guest: The customer can select the item but cannot specify a quantity. The price is calculated from the maximum number of guest*individual price.
  Example: Buffet
  a. Column Count 1: Input "" (empty)
  b. column count 2: input "" (empty)
4. Freely selectable without quantity, but with unit price and comment: The customer can select the item, but cannot specify a quantity. The price is calculated based on the actual consumption. Instead of the total price, the comment text appears in the offer.
  Example: drinks based to consumption
  a. Column Count 1: Input "" (empty)
  b. Column Count 2: Input "0"
  Column Remarks: Enter your own text, the default placeholder text is "Total cost still open".
Mandatory items
1. Mandatory with preset quantity: The customer cannot enter a quantity, but the preset quantity is transferred to the segment during import. The item cannot be deselected. The price is calculated from count 1*individual price.
  Example: delivery flat rate
  a. Column Count 1: Input "1" (or any other suitable number)
  b. Column Count 2: input "" (empty)
Create a segment for room-related items
Add all room-related items in a separate segment.

Important: The "Room" column must be displayed in the booked item view and a room must be assigned. If an item is to be offered for mulitple rooms, insert the same item several times and assign a room to each one. If no room is assigned, these items will not appear for booking in the WebApp. (Additional individual and company-specific views for booked items)
1. Create a new Quote or a new Order (Generating a quote).
2. Select a suitable term as name of the segment that refers to the room-related items.
  Example: room rents, room articles
3. In the side navigation, go to the Added fields tab > Online Booking and tick the field Segment is room-related.
4. Do not store an image for the segment or Introductory text, these images and texts are imported from the Rooms themselves.
5. Room-related items can be either mandatory or freely bookable.
  1. Mandatory room rental/room-related items with a preset quantity: The customer cannot enter a quantity, but the preset count is transferred to the segment during import. The item cannot be deselected, but is automatically booked when the room is booked. The price is calculated from count 1*individual price.
    Example: room rental
    Column Count 1: Input "1" (or any other suitable number)
    Column Count 2: Input "0"
  2. Other room-related items: the same settings apply for other room items (poster boards, chairs, etc.) as for the other booked items.
1. In the "Room" column, select the Event room to which each item is to be linked. If an item is to be offered in several rooms, it must be inserted multiple times and linked to each room individually.
  Important: If no room is assigned, these items will not appear for booking in the WebApp.
Example 1: Poster boards with editable number, freely selectable in the Great Hall and Hall of Mirrors

a. One line of "Poster boards" with

Column Room: Enter "GH" (Great Hall)
Column Count 1: Input "0"
Column Count 2: Input "" (empty)
Column Price: Unit price for the Great Hall

b. One line of "Poster boards" with

Column Room: Enter "HM" (Hall of Mirrors)
Column Count 1: Input "0"
Column Count 2: Input "" (empty)
Column Price: Unit price for the Hall of Mirrors

Example 2: Room rental can neither be entered nor (de)selected for the Great Hall and Hall of Mirrors

a. One line "Room rent" with

Column Room: Enter "GH" (Great Hall)
Column Count 1: Input "1"
Column Count 2: Input "0"
Column Price: Unit price for the Great Hall

b. One line "Room rent" with

Column Room: Enter "HM" (Hall of Mirrors)
Column Count 1: Input "1"
Column Count 2: Input "0"
Column Price: Unit price for the Hall of Mirrors
1. Save your input.
Create a segment for staff items
Staff items are not supported in the standard scenario. They can be made available for booking, but will not be included in the total price.
1. No count, no price, but a remark: The customer can select the item, but cannot specify a quantity. Instead of the total price, the comment text appears in the quote.
  1. Category 2: a name containing the word "Personal" (under Administration >Items > Item group)
  2. Column Count 1: Input "" (empty)
  3. Column Count 2: Input "" (empty)
  4. Column Remark: Enter your own text, the default placeholder text is "Total cost still open".
2. No count, no price, but with remarks: The customer can specify the item and the quantity. The specified quantity is copied to the segment. The remarks text appears in the quote instead of the total price.
  1. Category 2: a name containing the word "Personal" (under Administration >Items > Item group)
  2. Column Count 1: Input "0"
  3. Column Count 2: Input "" (empty)
  4. Column Remarks: Enter your own text, the default placeholder text is "Total cost still open".
3. Save your input.

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The information that is made available for the WebApp is stored individually in each room.

Select the room details to be shown in the WebApp
On the General tab of the room, go to the in the Online booking area and specify which room details are to be shown in the WebApp.
1. Show room equipment: The values from the fields at Room > Equipment (daylight, darkening, wheelchair accessible) are displayed as icons in the WebApp
2. Room description: Enter a description specifically for the WebApp.
3. Room image: Select an Image from the Gallery .
4. Save your input by clicking on the icon in the top left-hand corner of the input window.
Add table plans for online bookings
Table plans must be enabled for display in the WebApp.
1. Open the Room and click on the Table plans tab.
2. Open a table plan to be offered for online booking.
3. Enter the Capacity for this table plan.
4. Go to the Added fields tab.
5. Enable the table plan for online bookings.
6. Select a suitable Icon from the Gallery (classroom, banquet, standing, etc.). These icons are included in the Scenario.
7. Link (optionally) a larger Image (e.g. the real table plan). This image is opened in the WebApp by clicking on the icon "Magnifying glass". If no larger image is linked, the magnifying glass does not appear.
8. Save your input.

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