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Create a gathering (class, workshop, retreat or event)

Set up a class, workshop, retreat or event, price it, and share the link so people can sign up.

A gathering is anything you host for a group: a weekly class, a one-day workshop, a retreat or an event. Private one-on-one sessions live separately, under 1:1 booking.

Steps

  1. Open Scheduling > Gatherings and click New gathering.
  2. Type a Gathering name and pick a Gathering type (you can add your own types, like Class or Retreat).
  3. Set the Start date and Start time. For a retreat that runs several days, add an End date too.
  4. For a class that repeats, choose Repeats (Weekly, Every 2 weeks or Monthly) and the Number of sessions. Each date gets its own page, and people can register for the whole series.
  5. To charge, switch on Charge for this gathering and enter a Ticket price. Leave it off for a free RSVP.
  6. Pick a Facility if you have one. For a virtual session, paste your Zoom or Meet link in Online meeting link. Attendees get it in their confirmation email.
  7. Switch on Show on public site to list it on your website. Add a Public description, a Capacity and a Cover image.
  8. Click Create gathering, then click its name in the list to open it.
  9. Copy the link from the Share box at the top of the gathering page and send it anywhere.

More than one price?

Open the gathering’s Pricing tab to add tiers such as Early bird or VIP, each with its own price and an optional cap. The copy icon on a tier duplicates it, so similar tiers are quick to build. You can also take a deposit per tier: see Take a deposit now, the balance later.

Good to know

  • Paid tickets need Stripe. See Connect Stripe to take card payments.
  • With Show on public site off, the gathering is link only: it isn’t listed on your site, but anyone with the link can still sign up.
  • When a gathering reaches its capacity, new sign-ups go to a waitlist.
  • New gatherings start with the status draft. Change Status when the details are final.
  • A repeating class has one link for the whole series. It always opens the next upcoming date, so a link you shared last month keeps working.
  • To set up the next workshop, click the duplicate icon on its row in the Gatherings list. You get a draft copy with the pricing, staff, add-ons and forms, and no registrations.
  • Cancel in the gathering’s header stops new bookings. People already booked are not emailed or refunded automatically, so use Email attendees to tell them.
  • Gatherings are part of ColibriOS Pro. See The Free plan and ColibriOS Pro.