Setting up a private event

1. Please reach out to FareHarbor Support to request assistance with setting up a private event item.

   A private event item will always be set as Private. Only people logged into your Dashboard and FareHarbor Dock’s Staff mode will be able to see and book this item.

2. Once the Support team confirms that the item has been set up, navigate to the Items tab.

3. Select the private event item from the items list.

4. Use the Item Setup Checklist (listed in the item’s Overview section) as needed to continue setting up your item, which includes creating availabilities.

   

5. If desired, configure deposits for the item. (Note: The per-booking configuration is recommended for private event items.)

6. Configure item-specific automatic reminders and follow-up notifications as needed.

   • Learn how to configure item-specific notifications for customers.
   • Learn how Dashboard users can subscribe to item-specific notifications.

   The Send reminder email option can be configured to send a reminder email up to 2880 hours (120 days) before the availability start time.

   Private event items include an additional notification option that allows you to send a payment reminder to customers 24 hours before it is due. Check the Automatically remind customers 24 hours before a payment is due option to enable this notification.

   

7. If desired, set up a proposal email message in the Proposal email message field, located under Info & Policies > Notes & Policies. (Note: This field has a maximum character limit of 100 characters.)

Subcomponents are a custom field configuration that can help streamline price calculations. Designate Quantity type custom fields as subcomponents, which will allow itemized cost totals to reflect the customer’s response to a top-level customer field.

Only Quantity type custom fields can be used in a subcomponent setup.

Configuring a subcomponent setup

A subcomponent setup is most effective when at least two subcomponents are added to a custom field.

1. Determine which Quantity type custom fields will be included in your subcomponent setup.
2. Create and/or add all relevant custom fields to the item as needed. (Note: Subcomponent setups can be configured under a customer type or whole-booking field group.)

3. Set up item-level prices for each custom field as needed.

   • The top-level custom field should have a price of $0.00, as it will inherit its total from the subcomponent fields.
   • Each subcomponent custom field should have the price of one unit listed. Subcomponents will be summed on the parent field, and reflect the quantity selected during the booking process.

4. Set up conditional display logic for each subcomponent field.

   1. Click the field’s Logic option.
   2. Click Add condition.
   3. Select the top-level custom field’s name from the Show this field when dropdown.
   4. Check the This field is a subcomponent box.
   5. Click Add.
   6. Repeat these steps for all desired subcomponent fields.

Any fields with subcomponent logic will display a Subcomponent label in the item’s Options & Prices section.

Subcomponent costs will reflect in the top-level field during the booking process.

Click the nesting arrow to view the cost of all subcomponents.

Custom field tags allow you to identify and report on custom groupings. Creating and adding tags to custom fields can help with reporting accuracy when you want to view reporting on two different groupings separately, or there are factors that might impact cost differently.

You might use custom field tags if:

• There are two companies operating the same space, and you want the ability to separate costs out at the end of the day. (For this example, the tags might be Company name 1 and Company name 2.)
• There are different tax types between hot and cold drinks. (For this example, the tags might be Hot drinks and Cold drinks.)
• You want to view reporting data on the sale of alcoholic versus non-alcoholic drinks. (For this example, the tags might be Alcoholic and Non-alcoholic.)
• Different custom fields have specific service taxes applied.

Configuring custom field tags

Custom field tags must be configured by FareHarbor. Please reach out to FareHarbor Support if you would like to have custom field tags added or removed. (Note: Tags that are deleted from the Dashboard will no longer be available for reporting.)

Once a tag is configured, it will appear as a Custom Fields Answers filtering option in the Custom Field Answers reports.

Learn more about Private Events reporting.

Adding custom field tags

Add one or more tags to a custom field for improved reporting granularity.

1. Navigate to the Settings tab, and select Custom Fields from the sidebar.
2. Locate the custom field to be tagged, or create a new custom field as needed.
3. Click the custom field’s Edit option.

4. Click the + tags added option.

   • If the field currently does not have any tags associated, this option will appear as + 0 tags added.

   

   • If the field already has tags associated, the option will show the number of tags currently added.

   

5. Check any tags that should be associated with the custom field.

6. Click the Save button to finalize your updates.

Removing custom field tags

1. Navigate to the Settings tab, and select Custom Fields from the sidebar.
2. Locate the relevant custom field, and click the custom field’s Edit option.

3. Click the + tags added option.

   • If the field currently does not have any tags associated, this option will appear as + 0 tags added.
   • If the field already has tags associated, the option will show the number of tags currently added.

4. Uncheck any tags that should be removed from the custom field.

5. Click the Save button to finalize your updates.