Event rules define who can sign up to an event, how they can sign up, and what fees they have to pay to sign up. Multiple rules can be set up for each event in order to create a flexible sign up fee structure.

In this article we will explain how to set up rules, how the rules system works, and provide some examples of common rules.

To define rules and fees for your class or event:

In order for attendees to sign up to a class or event, there must be at least one rule defined that applies to them. If no rules are set up for the event, or if no rules apply to a particular attendee, then they will not be able to sign up to that class or event.

Each rule that you set up will have a payment method associated with it as well as a definition of who the rule applies to. You can set up multiple rules with as many combinations as needed to create your preferred fee structure for an event.

See below for more details on how rules work and all the available options.

The payment method of a rule determines whether entry to the event is free or whether a form of payment is required. There are four available payment methods you can choose from for your rules:

If you want to offer your members multiple ways of paying for an event, for example pay a fee or use a coupon, you can set up separate rules for each payment method.

To determine who a rule applies to, you can choose from six options:

As with the payment methods, if you want a certain rule to apply to multiple different groups of people, you can set up separate rules for each of those groups.

For recurring event series with a limited recurrence and multi-day events, you can also specify per rule how attendees can sign up:

By creating multiple rules, you can allow attendees to choose how they want to sign up, and specify a different fee for signing up to the whole event series and for individual event instances.

If more than one rule applies to a specific attendee and the rules are for different payment methods (for example pay a fee or use a coupon), then the attendee will be able to pick which payment method they want to use.

The only exception is when a Free rule applies to them. In that case, the free rule will always take precedence over the other rules.

In the case that multiple rules with the same payment method apply to an attendee, the system will narrow it down to the most specific rule according to the following order of priority:

For casuals without membership

For guests and visitors

If after narrowing down there are still multiple rules that apply to the attendee, the system will offer the best available option, which generally will be the lowest applicable fee.

For free entry rules, you are able to customise how this is displayed to the members:

This allows you to clarify whether an event is actually free of charge, or if the event fee is payable after the event (as the fee may depend on the number of attendees).

In this example we will set up our fee structure according to the following rules:

Let’s start by creating a base fee that applies to everyone. This will act as a “catch all” rule for everyone who does not fit in any of the other rules, and will ensure that anyone can sign up to the event.

Select Fee as the payment method for this rule, and ensure it applies to Everyone:

In the next step, specify the fee amount and choose whether the fee requires payment in advance and whether it is refundable:

Next, we set up a rule that offers members a discount. Select Fee as the payment method for this rule, and make it apply to Members with any valid membership:

Next, specify the reduced fee and relevant options:

To make the event free for Juniors, we create a new rule using the Free payment method and specify the rule applies to Members with a specific membership:

In the next step you can clarify how this rule is displayed to members:

To allow members and casuals without memberships to use a coupon to sign up for this event, we create a rule with Coupons as the payment method and select that it applies to Everyone:

In the next step, select which coupons can be used to sign up for the event, and whether the coupons are refundable if cancelled in time:

To allow membership benefits to be used by eligible membership holders, create a rule with Membership benefit as the payment method, and specify the applicable membership types:

Note that only membership that have a membership benefit for event attendance enabled will show up in this list.

You can also choose whether the membership benefit is refundable or not:

In this example we will set up our fee structure according to the following rules:

First, set up a rule to cover the rate for members. Select Fee as the payment method for this rule, and make it apply to Members with any valid membership:

Next, specify the fee and indicate the fee is refundable:

Next, create another Fee rule but make it apply to Casuals and members with a specific membership:

In the next step, specify the higher fee and make it non-refundable:

Since this rule is more specific than the previous one, Associate membership holders will end up paying the higher fee.

In this example we will set up our fee structure according to the following rules:

To only allow Family membership holders to sign up to this event and to make the entry fee free for them, we create a single rule using the Free payment method and specify the rule applies to Members with a specific membership:

Since no other rules are defined, other members or casuals will not be able to sign up to this event.