Skip to main content

Create a Private Event from a Booking

Updated

Purpose: This article explains how to create a private Event from an existing Booking and outlines the visibility, workflow, and financial considerations associated with private delivery.

Before you begin: Review how Events function operationally: Managing events in Administrate | Understanding the Event Screen

Table of contents

Why create a private Event from a Booking

Private Events are typically used for bespoke or client-specific training that is not available to the public.

In many organizations, the workflow looks like:

  • Sales engages an Account and gathers requirements
  • The opportunity progresses through booking or sales stages
  • Once confirmed, an Event must be created and learners registered

Creating the Event directly from the Booking removes handoffs between teams and ensures that delivery, scheduling, and financial data remain aligned.

Prerequisites

Private Event creation from a Booking is typically controlled by your Booking workflow.

  • A Booking Transition must exist that includes a Create Private Event trigger
  • This is commonly configured on transitions such as moving a Booking to Won

Without this configuration, the system will not automatically generate the Event during the Booking lifecycle.

Create a private Event from a Booking

Method 1: Using Booking Interests (recommended workflow)

  1. Open the relevant Booking.
  2. Scroll to the Interests section.
  3. Click + Interest.
  4. Select Private Event.

In the Private Event modal:

  • Choose an existing Event or
  • Select New Event and complete required fields

After saving:

  • The Private Event is added to the Booking as an interest
  • The Event will be created when the Booking transitions (for example, to Won)

Method 2: Direct creation (manual flow)

  1. Open the relevant Booking.
  2. Select the option to Create Event.
  3. Confirm the associated Course.
  4. Save to generate the new Event.

The system creates an Event linked to the Booking context.

Configure the private Event

After creation, open the Event and review:

  • Status (Draft until fully configured)
  • Visibility settings (ensure it remains private)
  • Capacity limits
  • Session dates and instructor assignments

Private Events should not appear in public portals or catalogs. Confirm visibility settings before publishing.

Enrollment and capacity behavior

Enrollment for a private Event may be driven directly by the Booking.

  • Capacity rules still apply
  • Registrations may originate from the Booking context
  • Changes to enrollment can affect billing and reporting

Always review booking and financial records if enrollment is adjusted after creation.

Keeping Event and Booking in sync

The Event and its originating Booking are linked for financial and reporting purposes.

Updating from the Event

  • Changing values (such as price) may trigger a warning about linked Bookings
  • You may be prompted to update the associated Booking to keep records aligned

Updating from the Booking

  • Changes to the Private Event interest (for example, price) may prompt updates to the Event
  • The system may provide links to the related Event for quick correction

Keeping these in sync ensures accurate reporting, invoicing, and operational tracking.

Before publishing the private Event

Checklist:

  • Confirm visibility is restricted as intended
  • Verify session structure and instructors
  • Review capacity limits
  • Confirm alignment with the originating Booking

FAQ

Why can’t I see an existing private Event in the selection list?

  • The Event must be in the future
  • It must match the Booking’s account, region, and currency

Next steps

Related articles