The first two tabs of the event editor cover the public-facing identity of an event: its name, description, duration, ratings, and image gallery. Get these right and the booking site renders the event with the right headline, pacing, and visual treatment.
Getting started
Open Events > Event settings, pick an event from the list, and click Edit event in the three-dot menu. The editor opens on the Event details tab. The Images tab is the second tab from the top.
How it works
The Event details tab is split into three sections you can collapse: Basics (name, type, duration, and planning figures), Description, and Ratings (the event's ratings on your rating scales). The Images tab is a draggable gallery: drag thumbnails to set the display order, and use a per-image toggle to control whether each image appears on customer-facing surfaces (booking site, waiver, customer portal).
Step-by-step guide
Configure event details
Open the event editor and stay on the Event details tab. Fill in the fields below. Required fields show an error message if left blank when you save:
| Field | Description |
|---|---|
| Event name | Required. The public name shown on your booking site, waivers, and emails |
| Internal name | Optional. Staff-only label used internally (e.g., "ER1 Crime Scene"). Defaults to the event name if blank |
| Event type | Optional. Dropdown next to the internal name with 20 platform-wide types (escape room, axe throwing, VR experience, other, etc.). Clearable. Used to group and compare events in reporting |
| Genre | Optional. Dropdown that appears only when the chosen Event type has genres (today: escape room, with up to 32 themes such as horror, heist, or sci-fi / space). Clearable. Switching to a type that doesn't include the picked genre clears it |
| Event description | Optional. Rich-text editor (basic toolbar, 240 px tall) for the customer-facing description. Shown on the checkout description card, step 2 of the booking flow, and everywhere a long-form description is used today |
| Booking page highlight | Optional. Rich-text editor (basic toolbar, 240 px tall) for a short teaser shown on the booking site's Learn more option before a customer picks a time. Defaults to the full Event description if left blank. Placeholder: "Enter a short booking page highlight..." |
| Event duration (minutes) | Required. Minimum 0, step 5. Drives slot length on schedules and the duration shown on the booking site |
| Event build cost | Optional. Currency-prefixed amount next to event duration, in your company's currency. Staff-only planning figure: what the event cost to build |
| Square footage | Optional. Whole number next to event duration. Staff-only planning figure: how much floor space the event uses |
| Ratings | Optional. Up to 10 ratings, each on one of your rating scales, with a Show to customers switch per rating. See Rate the event below |
Click Save at the bottom.
Rate the event
- On the Event details tab, open the Ratings section
- Click Add rating and choose a rating scale
- Click an icon to set the value, or pick a level from the dropdown on a named levels scale
- Switch Show to customers off to keep the rating internal
- Repeat for each rating the event needs, then save
The number next to the Ratings section title counts the ratings on the event. Rating scales are set up on the Ratings tab of Events > Event settings; the Manage rating scales link in the section opens it. See Event ratings and rating scales for scales, half ratings, and named levels.
Upload images and manage the gallery
Switch to the Images tab and click Add image to pick an image file. Accepted formats are PNG, JPEG, and WEBP, up to 10 MB. The image opens in the Upload image composer before being added to the gallery (see Compose an image below for the composition modes and orientation). Recommended resolutions: Landscape 16:9 at 1600×900 pixels, or Portrait (mobile) 3:4 at 1080×1440 pixels. Each image card in the gallery has:
| Element | Description |
|---|---|
| Thumbnail | The uploaded image |
| Description | A free-text caption shown below the image |
| Show on | Segmented toggle: All devices, Desktop only, or Mobile only. Controls which screens the image appears on for customers. Sits above the Visible to customers switch. Defaults to All devices. Popover help: "Choose which devices customers see this image on. Desktop only images are hidden on phones, and mobile only images are shown only on phones. If no image matches a device, all images are shown." |
| Visible to customers | Toggle. When on, the image appears on the booking site, waivers, and the customer portal. When off, the image stays in the library but is hidden from customers |
| Drag handle | Drag any card to reorder. The first visible image is used as the event thumbnail on the list page and on the booking site |
Save the event after reordering or toggling.
Compose an image
When you add a new image or click the edit pencil on an existing one, the Upload image composer opens. A Composition control offers three modes, and (in the first two) an Orientation control switches the shape between Landscape and Portrait.
| Mode | What it does |
|---|---|
| Crop to fill | A live crop box locked to the chosen orientation (Landscape 16:9 or Portrait 3:4). Drag and zoom the photo inside the box; the cropped result is saved. New uploads open in this mode |
| Fit with background | The whole photo sits inside the chosen shape over a Background color you pick, with an Image scale slider. Nothing is cropped; the composed result (photo plus background) is saved |
| Free position | The original behavior: drag and scale the photo, choose an Image fit, and set a Background color. Landscape only. Unchanged from before |
Steps:
- On the Images tab, click Add image, or the edit pencil on an existing image
- In the Upload image dialog, drop or pick a photo (PNG, JPEG, or WEBP, up to 10 MB). New uploads open in Crop to fill with the orientation preset to match the photo you dropped in (a tall photo opens as Portrait, a wide one as Landscape)
- Pick a Composition mode and, for Crop to fill or Fit with background, an Orientation
- Adjust the crop, scale, or background color, add an optional Description, and click Save
Whatever you compose is baked into the saved image, so every surface that shows it (booking site card and list views, the event selection calendar, and check-in screens) renders it exactly as you set it up. Portrait images display correctly on all of those surfaces; landscape images look the same as they always have.
Editing a saved image reopens the composer using the original photo, so you can re-crop or re-compose with no loss of quality. A loading placeholder shows briefly while the original loads. Use Upload a new image to swap the photo entirely. If you try to close the dialog with an image still in progress, a confirmation appears before it's discarded.
Reorder images
- On the Images tab, hover any image card
- Grab the card and drag it to the new position
- The new order persists when you save the event
The first visible image is the one used as the event's thumbnail on the booking-site card and the event-list page.
Hide an image without deleting it
- On the image card, toggle Visible to customers off
- Save the event
- The image stays in the gallery for future use but no longer appears on customer surfaces
Target an image to a device
A wide desktop layout and a tall phone card flatter different image shapes, so you can point each image at the screens it looks best on.
- On the image card, set the Show on selector above the Visible to customers switch
- Pick All devices (the default), Desktop only, or Mobile only
- Save the event
Desktop-only images are hidden on phones, and mobile-only images show only on phones. If none of an event's images match a visitor's device, all images are shown, so the gallery is never empty. Every image defaults to All devices, so existing events look exactly as they did until you change a selector. Duplicating an event carries each image's Show on choice to the copy.
Reference
Event details fields
| Field | Required | Type | Notes |
|---|---|---|---|
| Event name | Yes | Text | Public name on booking site, waivers, emails |
| Internal name | No | Text | Staff-only label, defaults to event name |
| Event type | No | Dropdown | 20 platform-wide types, clearable. Powers type breakdowns in reporting |
| Genre | No | Dropdown | Only visible when the picked type has genres (escape room today). Clearable |
| Event description | No | Rich text | 240 px editor with basic toolbar. Long-form copy, used on checkout and elsewhere |
| Booking page highlight | No | Rich text | 240 px editor with basic toolbar. Short teaser shown on the booking site Learn more option. Defaults to the full description if blank |
| Event duration (minutes) | Yes | Number | Min 0, step 5 |
| Event build cost | No | Amount | Currency-prefixed, two decimals, in your company's currency |
| Square footage | No | Number | Whole number, min 0 |
| Ratings | No | Rating per scale | Up to 10 per event. Icons scales take a value from 0 to the scale's maximum; named levels scales take one level |
Image fields
| Field | Description |
|---|---|
| Image file | Upload via the Add image button. PNG, JPEG, or WEBP, up to 10 MB. Recommended: Landscape 16:9 (1600×900 px) or Portrait 3:4 (1080×1440 px) |
| Composition | Segmented toggle in the composer: Crop to fill, Fit with background, or Free position |
| Orientation | Segmented toggle in the composer (Crop to fill and Fit with background only): Landscape or Portrait |
| Background color | Color picker with alpha, used by Fit with background and Free position |
| Image scale | Slider that sizes the photo within the frame (Fit with background and Free position) |
| Image fit | Free position only. How the photo fills its box |
| Description | Free-text caption per image |
| Show on | Per-image segmented toggle: All devices (default), Desktop only, or Mobile only |
| Visible to customers | Per-image toggle for booking-site / waiver / customer-portal visibility |
| Position | Drag-reorder; first visible image is the gallery thumbnail |
Save controls
| Button | When |
|---|---|
| Create | When creating a new event (replaces Save until first save) |
| Save | When editing an existing event |
| Cancel | Returns to the event list without saving changes |
Good to know
- The Internal name is what staff see in scheduling, reports, and admin lists. Use it for shorthand that customers shouldn't see (e.g., room codes, A/B test markers). It defaults to the event name when left blank, so you only need to fill it in if internal and public names should differ.
- Event type, Genre, Event build cost, and Square footage are staff-only today. Customers don't see them anywhere yet; showing type and genre on booking sites is planned as a separate per-template option. Fill them in for your own reporting and planning.
- The Genre dropdown only appears when the chosen type has genres. Today that's the escape room type. Other types can gain genre lists on request without a software release, so ask if your vertical needs one.
- Type and genre lists are platform-wide and stable. Renaming an option later doesn't split historical reporting, and duplicating an event carries its type, genre, build cost, and square footage to the copy.
- The Event description uses a basic rich-text editor. For more polish, keep paragraphs short and use bold sparingly.
- Booking page highlight is the short, punchy version of the event description, shown only on the booking site's Learn more option before the customer picks a time. The full description still drives the checkout description card and step 2 of the booking flow. Leave the highlight blank to fall back to the description, same as Internal name falls back to the public name.
- The highlight has its own rich text formatting but shares the same toolbar and editor height as the description. Dedicated style settings (font, color, size separate from the long description) are a potential future enhancement.
- Duplicating an event carries the highlight along, so you don't have to retype it on similar variants.
- Ratings use the scales set up for your group. The icon, color, and size of a rating come from its scale on the Ratings tab of Event settings. An event that had a customized difficulty before rating scales existed keeps its own icon and color on that rating until Use scale look is clicked.
- A rating shows to customers only when its Show to customers switch is on and the booking site template has Show event ratings switched on.
- Images are uploaded to your CDN and served from there, so file size is the main constraint. Aim for under 500 KB per image for fast page loads.
- The Visible to customers toggle is per-image, not per-event. You can stage future images by uploading them with the toggle off, then flipping it on later when you're ready to show them.
- Show on and Visible to customers work together. An image has to be Visible to customers at all before Show on can place it on a device. Set an image to Mobile only to serve a tall, phone-shaped crop to phone visitors, and add a separate Desktop only wide version of the same shot for laptops. Leave general images on All devices.
- If nothing matches a device, all images show. You never end up with an empty carousel: point your best images at each device and the platform falls back to showing everything only when an event has no image for the visitor's screen.
- Portrait images pair naturally with Mobile only. Compose a tall (Portrait 3:4) image for the phone list view, then set its Show on to Mobile only, and a wide (Landscape) version to Desktop only. Composition sets the shape; Show on decides which screens see it.
- Composition is non-destructive. The composer always keeps your original photo, so editing a saved image reopens the full-quality source and you can re-crop or switch modes any time without quality loss. Only the composed result (the crop, or the photo over its background) is baked into what customers see.
- Existing images are untouched. Images composed before this update keep rendering exactly as before and behave as Free position when re-edited. Nothing needs re-saving.
- The first visible image is the gallery thumbnail. If you want to swap thumbnails, either reorder the gallery so a different image is first, or hide the current first image and reveal a different one.
- The Event duration drives slot length on schedules. Changing duration after creating bookings doesn't shift existing slots; only new slots use the new duration.
FAQ
Q: What's the difference between the public event name and the internal name?
A: The Event name is what customers see everywhere. The Internal name is staff-only and used internally for cleaner sorting and shorthand. If you only have one name, leave the internal name blank and the system uses the public name in both places.
Q: Why don't I see a Genre dropdown on my event?
A: The Genre field only renders when the selected Event type has genres. Today only the escape room type has a genre list; pick that type and the dropdown appears next to it. If you switch an event to a type without genres, any picked genre is cleared automatically.
Q: Will customers see my event's type or genre on the booking site?
A: Not yet. Both are staff-only fields used for platform-wide reporting today. Showing type and genre labels on customer booking sites is planned as a separate, per-template option.
Q: My event type isn't in the list. Can it be added?
A: Yes. The type and genre lists live in platform data, not in the software, so new options can be added on request without waiting for a release. Use Other in the meantime.
Q: How big should event images be?
A: For a wide (landscape) image, aim for 16:9 at 1600×900 px. For a tall (portrait) image that shines in the mobile list view, aim for 3:4 at 1080×1440 px. Accepted formats are PNG, JPEG, and WEBP, up to 10 MB. Larger images load slower and smaller ones can look soft on retina screens, so compress where you can for fast page loads.
Q: How do I make an event image that looks good on phones?
A: Click Add image (or the edit pencil), and in the Upload image composer set Orientation to Portrait. Use Crop to fill to crop tightly into a 3:4 shape, or Fit with background to show the whole photo over a background color. Portrait images render correctly on the booking site card and list views, the event selection calendar, and the check-in screens. To serve the portrait version only to phones, also set the image's Show on to Mobile only.
Q: I re-edited an image. Will I lose quality?
A: No. The composer always reopens your original photo, so re-cropping or switching composition modes never compounds quality loss. One caveat: an image saved in Fit with background mode reopens with the inset size back at its default, so you may need to reset the scale.
Q: Why isn't my image showing on the booking site?
A: Check the Visible to customers toggle on the image card. It might be off. Also check the Show on selector: if it's set to Desktop only you won't see it on a phone, and if it's Mobile only you won't see it on a laptop. Finally, check the Bookings and resources tab to ensure the event is enabled on your booking site templates.
Q: How do I show a different image on phones than on desktops?
A: Upload both versions to the gallery. Set the wide, desktop-shaped one to Show on = Desktop only and the tall, phone-shaped one to Show on = Mobile only. Each visitor then sees the crop that fits their screen. Both must have Visible to customers on. Images left on All devices show everywhere.
Q: Can I use animated GIFs or video?
A: Static images only. Animated GIFs may render the first frame on some surfaces.
Q: Where do I change a rating's icon, color, or number of icons?
A: On the rating scale, not on the event. Open Events > Event settings, select the Ratings tab, and edit the scale. Every event rated on it updates.
Q: Where does the description appear?
A: On the event detail page on your booking site, on the booking confirmation, and in any waiver or email template that references the event description. Keep it customer-facing and free of internal jargon.
Q: What's the difference between Event description and Booking page highlight?
A: Event description is the long-form copy used on the checkout description card, step 2 of the booking flow, and most other surfaces. Booking page highlight is a short teaser used only on the booking site's Learn more option before the customer picks a time. The split lets you write a long, detailed description for checkout and a snappier one-liner for the booking page without compromising either.
Q: Do I have to fill in the Booking page highlight?
A: No. It's optional. If you leave it blank, the Learn more option falls back to the full Event description. Use the highlight only when you want the booking-page teaser to be different from the long description.
Q: My booking site doesn't show a "Learn more" option at all. Why?
A: The trigger is controlled by Show event description before time selection in Booking site settings > Content > Event display. Turn it on per template. The trigger also won't appear on events where both the Event description and the Booking page highlight are blank — without either field filled in, there's nothing for Learn more to show.