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It’s Here! Room Reservation Added to LocalHop Event Software Tools

Why room reservation? In event planning and promotion, it all starts with the space. It’s essential to manage these spaces efficiently, because for many groups, rentable space means more revenue. LocalHop’s new software allows groups the ability to manage all of their internal and external spaces, equipment, room rental, and payment processing.

 

LocalHop designed room reservation with three groups in mind.

  • Groups looking to save time and stay organized – Organizations that host many events and hold frequent internal staff meetings that need to keep staff and spaces organized. LocalHop room reservation helps these groups manage setup and break-down times, download & print internal calendars, and post, promote, and book their event all in a seamless setup process.
  • Groups that host their own events and bring in additional revenue by renting out internal spaces for outsiders – Think libraries and art centers…these groups host many events per day, but also rent out their rooms to outside groups and their patrons, sometimes at an additional rental cost. LocalHop lets these groups quickly view available rooms and equipment and process payments for room rental in minutes.
  • Groups not happy with their current event management software – LocalHop room reservation integrates with the full platform of event management tools: Community Calendars, Ticketing, and Web Calendars, all on a single dashboard and at an affordable price.

The room reservation tool works independently or can be fully integrated for a seamless experience with any of LocalHop’s other event management tools.

Some of the key features of the new software include:

 

  • Set-up & break-down times
  • Room reservation
  • Public facing
  • Room management
  • Payment processing
  • Mobile responsive
  • Room configuration
  • Customizable room descriptions & layouts
  • Reserve equipment
  • Administrator assigned roles
  • Availability validations
  • Manage multiple locations
  • Printable calendars

FAQ

Here are a few answers to our most commonly asked questions.
What is "Overflow Qty" and how does it work?

When creating LocalHop ticketing, the Overflow Qty (quantity) is used to allow a group that exceeds the remaining available tickets to be bumped from the waitlist to the event guest list.

Waitlist must be enabled and an overflow quantity must be given to activate this feature. The set overflow qty is the total amount of guests that will be allowed to go over the maximum amount of guest tickets. After joining the waitlist, the overflow will take roughly 5 minutes to trigger the move from the waitlist to the guest list, followed by a notification on the sign-up page that tickets are no longer available.

Example: Your event allows for 30 attendees/tickets. 29 tickets have been sold. You have set your overflow qty at 2 and have enabled a waitlist for the event. A family of three have signed up for the waitlist after being notified that only one ticket is available for the event. Within 5 minutes the overflow feature will trigger and automatically move the family of three onto the guest list, bringing the total number of attendees to 32 for the event. Since your overflow claimed the last ticket, tickets for the event would then display as sold out.

What is a Hopspot and why should I create one?

Hopspot

This is one of our most common questions. Think of a “Hopspot” as an area of interest, for which you want to see interesting local events. You can then add communities or cities to the Hopspot.

For example, I live in Birmingham but am interested in what is going on nearby. I could create a “Home”, then add  Birmingham and the neighboring communities of Beverly Hills, Bloomfield Hills, and Troy. Once I save, I will see events taking place in these cities all within the same single page view for “Home.”

We encourage you to create multiple Hopspots based on the areas you are interested in.  For example, I have configured my setup for Home (based on the above example), Rochester (including Rochester, Rochester Hills, and Oakland Twp.), and Detroit. I can swipe between each (like you do with the weather locations on your phone) and view events specifically located in cities within those Hopspots.

How do I reset password?

Reset Password

Forgetting your password is not a problem, just follow these easy steps below to quickly reset it…

On the homepage of the LocalHop website, select the “Login” button in the top right corner.

Select the Forgot your password? link.

Type in your email and select Reset Password.

You will receive an email with instructions on how to reset your password. Click on the link, type in a new password and select Change Password.

You can now log in with your new password.

My Mini Calendar Is Not Displaying on My Website

A mini calendar will only display if there are events loaded into the production database in your LocalHop account. In the event that there are no upcoming events to display a default message will show for your patrons, “no upcoming events.”

If using the mini calendar as a community calendar, as long as the other organizations that you have selected in your feed have events pulling into your calendar you will not receive the warning message.

Need help getting your events loaded quickly? Ask us about our bulk upload template!

How Do I Delete an Event / Event Series?

Deleting an event by accident can create extra headaches and work for you and your staff. LocalHop provides several checks and balances to prevent the accidental deletion of events. If you are looking to delete an event or event series just follow these 4 steps (in order):

1. Unregister Guests – If tickets have been sold, you must first reimburse/unregister each guest that has signed up for the event. Go to Ticket Types on your event setup page, select “View guest list” and select the “Unregister” button for each attendee. Note: these guests will get an email notification that they have been unregistered for the event. If you do not have any guests registered for the event, you can skip this step.

2. Delete Ticket Types – Next, you must delete each of the ticket types that you have created. Under Ticket Types select the “Remove” button for each ticket you have created for the event.

3. Delete Instances – Lastly, delete all of the instances. Under the Date and Time section select “Remove” to delete each instance for that event.

4. Delete Event –  Once the first three steps have been completed, a “Delete” button will then appear below the Location section. Select “Delete” and confirm by selecting “Ok” in the pop-up to confirm deleting the event.

Will LocalHop Load My Events for Me?

Unfortunately, the LocalHop team is not able to load events for organization administrators. Team members will assist administrators through the process of loading events, provide needed support documentation, or load bulk-templates once completed. This is to prevent the accidental spread of misinformation about your event’s time, location, and other important details. In the event that event information changes, it is important that administrators are able to edit their information in LocalHop.

If your organization or business needs additional training or assistance, LocalHop team members are able to screen share to troubleshoot issues or provide online training to new staff when needed.

I Do Not Have a Physical Address for My Location

Why does LocalHop need a physical address?

LocalHop event locations are verified through Google to help provide users with directions to the events using Google Maps.

Our recommendation for fixing this is to open Google Maps on your computer (maps.google.com) and select the location on the map where your event will be held. Google will provide you with an address range based on the selected location. Select an address number and road and you can use it to populate the address section for the event you are loading into LocalHop.

This solution works for people hosting events at locations that do not have a traditional address such as parks, parking lots, wooded areas, or similar outdoor venues.

Can I Bulk Upload My Events to LocalHop?

Yes! LocalHop has a bulk upload template that allows all of your events to be created from a single excel spreadsheet. Images cannot be included, once your events are entered into the LocalHop database you will be able to log in to your LocalHop account and add images to the events. Registration & Ticketing info cannot be uploaded using the spreadsheet. Once the events have been uploaded, registration and ticketing will need to be added to the events. If you have questions or would like the bulk upload template, please email us at info@getlocalhop.com.

Required fields

  • Organization name
  • Type of event
  • Name of the event
  • Description
  • All day event?
  • Start time
  • End time
  • Venue
  • Address
  • City
  • State
  • Zip code
  • Room
  • URL
  • URL type
  • Tags/categories

Support Articles

Learn more about LocalHop terms, process, settings, and more.
Age Groups

This LocalHop age groups guide will walk you through the following:

  • The default age groups in the dashboard
  • Terms that appear when using this feature, including active, inactive, and delete
  • Creating custom groups for your organization
  • Editing your custom age groups on your My Calendar
  • Community Calendar restrictions

Note: Age Groups are only accessible to users listed as Super Admins in the LocalHop dashboard. Please talk to your organization’s Super Administrators if you need access to this functionality.

Begin by selecting the “Age Groups” tab under the “Organization” dropdown in the left side navigation.

READ MORE

Billing & Payments

The billing and payments guide will walk you through the following:

 

  • When and how to view billing and payment information
  • Filling out your merchant information
  • Key terms and definitions
  • Filling out your payout information
  • Viewing your transactions in your dashboard

If you use LocalHop paid registration & ticketing or room reservation, you will need to fill out your merchant and payout information to collect and transfer funds collected from your ticket sales and room rentals. Begin by selecting the “Account” tab in the “Billing & Payment” drop-down menu in the left side navigation. Select the orange “+Add Information” button.

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Calendars
The LocalHop calendars’ guide will walk you through the following:

  • Adding and editing your community calendars and my calendars
  • How to add and delete organizations (community calendar)
  • Guided style sheets to edit fonts and colors (so calendars match the look of your website)
  • editing options, including styles, limits, and descriptions

Begin by selecting “Calendar Snippets” tab in the left side navigation.

CALENDAR SNIPPETS

LocalHop provides customers with unlimited calendars and four different calendar options to choose from including Community Calendars, Web Calendars, Mini Calendars, and a Mini List.

COMMUNITY CALENDAR

A community calendar is a shared calendar between groups, branches, organizations, or locations. It aggregates various organizations’ events into a single calendar.

Begin by selecting the orange “+Add Community Calendar button at the top of the screen. In the “Add Community Calendar” pop-up start filling out the requested information.

ADD ORGANIZATION

Start typing in the names of the organizations, branches, locations, or groups you would like included in your community calendar. Click on the name in the drop down to add their events to your calendar. Remove organizations by clicking the trash can symbol next to the organization’s name.

Note: You can add and remove organizations at any time to your calendar without ever having to update the code on your website.

SHOW EVENTS FOR

When creating your events you are able to select what type of event it is. When creating your calendars you are able to separate these types of events into separate calendars if you choose. Create/sort calendars by event types: Events, Camps, and Classes. The default setting will pull in all event types.

Select the green “Save” button to continue.

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Color Coding Age Groups

Color coding your age groups for programming allows patrons to quickly filter through age-appropriate events for their group. With LocalHop, you can easily customize your colors to match your website calendar.

Begin by clicking on the “Organization” dropdown in the left side navigation and select the “Age Groups” tab.

DEFAULT COLOR-CODED AGE GROUPS

There are 5 pre-loaded default age groups that are color-coded. INFANT/TODDLER
is in red; YOUTH is in orange; TEEN is in green; ADULT is in blue, and SENIOR is in purple. You CANNOT change the color of default age groups.

CREATING CUSTOM COLOR-CODED AGE GROUPS

Custom color-coding can be created when you create custom age groups. Select the orange “Add Age Group” in the upper right side of the page.

Once you have named your custom age group, click on the “COLOR” box. From here, you can select a color by using the color pallet that will appear in the bottom left side of the pop-up box

Custom color-coded age groups will ONLY appear on your My Calendar dropdown menu on your website. For Community Calendars, the default color-coded age groups will display. When creating your custom color-coded age group, you must select one or more of the default color-coded age groups to appear in-place of your custom color-coded age group.

When you are satisfied with your custom color-coded age group, save your changes by selecting the “Save Age Group” button.

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Create Event

Begin by selecting “Create Event” in the “Events” drop down in the left side navigation. Fill out the information as prompted.

EVENT NAME

This is the name for the event that users will see in the mobile app, on your calendar, and on the LocalHop website.

EVENT TYPE

Specify whether your event is a class, camp, or event. LocalHop calendar users have the option to create calendars based on these terms.

EVENT DESCRIPTION

This is where you can describe the event in detail to potential attendees. The description can be as long as you would like. The more detailed the event description, the more likely it will show up in search results for LocalHop users and in search engine result pages (SERPs). Event descriptions only support plain text, so while you can include a URL, it will not work as a hyperlink in this field.

EVENT URL

You are only able to include one hyperlink per event.

EVENT URL TYPE

Select the type of URL to let users know if the link you provided is to your website or to a link with additional information, such as a registration page or another site with additional information. 

CALENDAR CONFIGURATION

Selecting the ‘Only Show on “My Calendar” ‘option will remove your event from the LocalHop mobile app, website. and community calendars. Patrons will only be able to view your event via your LocalHop calendar and when given the direct URL link to the event detail page.

EVENT CATEGORIES

You can add one or many tags to your event, but you must select at least one category. While all categories can be selected, we recommend only selecting the most relevant categories for the best user experience. The user will filter events based on categories they select in the LocalHop mobile app.

MEDIA AND IMAGES

Event photos are optional but recommended. You can have one photo per event.

Acceptable formats: .jpg .png .pdf

Limit: 10MB file limit Size: 1200 x 675

LOCATION

This is the address for the event that users will see on the mobile app, LocalHop website, and calendar event details. Use the drop down to select your “Organization’s Venue” as the event location or select “Use Custom Venue” if the event location is somewhere else.

ill get an email notification that they have been unregistered for the event. If you do not have any guests registered for the event, you can skip this step.

2. Delete Ticket Types – Next, you must delete each of the ticket types that you have created. Under Ticket Types select the “Remove” button for each ticket you have created for the event.

3. Delete Instances – Lastly, delete all of the instances. Under the Date and Time section select “Remove” to delete each instance for that event.

4. Delete Event –  Once the first three steps have been completed, a “Delete” button will then appear below the Location section. Select “Delete” and confirm by selecting “Ok” in the pop-up to confirm deleting the event.

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Create Reservation Administrators

Start by selecting the “Create Reservation” tab under the “Room Reservations” drop-down in the left navigation menu.

CREATE RESERVATION

Use the search bar at the top of the page to quickly filter rooms by requirements, such as date, start time, end time, and group size.

Also, filter by room and equipment using the button drop downs below the search bar.

To search availability of a particular room, scroll down to the room and select the starting time of the event from the available times. Once the start time has been selected the available end times will appear below. Once both times have been selected (selected times will appear in dark blue) then select the green “Select” button on the page.

ADD ROOM RESERVATION

In the reservation options pop-up your event date, start time, and end time will already be prepopulated. If you need to change any of this information, you can do so here. If the room booking is for an internal meeting or for employees, select the “Mark As Internal Reservation” box. Selecting the internal reservation box will wipe out any charges for the room.

If your organization or business needs additional training or assistance, LocalHop team members are able to screen share to troubleshoot issues or provide online training to new staff when needed.

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Blogs

Read our blog to find out all the tips and tricks to successfully promote and manage the entire marketing and registration process.

LocalHop Blog Articles

Check out all of our latest blogs to stay updated plus get tips from our content