Listing Editor Walkthrough

The Listing Editor is your control center for managing individual scheduled events. Whether you're adjusting the time, updating capacity, or checking who's booked, the Listing Editor gives you everything you need to manage a specific listing in one place.

This guide will walk you through each section of the Listing Editor so you can confidently manage your scheduled experiences.

What you'll learn:

  • How to access the Listing Editor
  • Understanding each section and what it controls
  • How to make common edits to your listings
  • Tips for managing your listings efficiently

Accessing the Listing Editor

There are several ways to open the Listing Editor:

From your Calendar:

  1. Navigate to your calendar view
  2. Click on any listing you want to edit
  3. The Listing Editor will open

From an Experience:

  1. Go to your Experiences page
  2. Select the experience you want to work with
  3. Find the listing you want to edit
  4. Click to open the Listing Editor

From Orders or Reports:

  1. Click on a specific order or booking
  2. Select the listing associated with that booking
  3. The Listing Editor will open

Listing Editor Overview

The Listing Editor is organized into clear sections that help you manage different aspects of your listing. Let's walk through each one.

1. Listing Header

At the top of the editor, you'll see:

  • Experience name – The experience this listing belongs to
  • Date and time – When this listing is scheduled
  • Status indicator – Shows if the listing is active, full, cancelled, or past
  • Quick actions – Buttons for common tasks like cancelling or duplicating

2. Date & Time Settings

This section controls when your listing takes place.

What you can edit:

  • Start date and time – When the experience begins
  • End date and time – When the experience concludes
  • Time zone – Ensures customers see the correct local time
  • Duration – Automatically calculated but can be adjusted

Pro tip: If you need to reschedule, update the date and time here. Occasion will automatically notify any customers who have already booked.

3. Capacity & Availability

Control how many spots are available for this listing.

What you can manage:

  • Total capacity – Maximum number of attendees
  • Spots remaining – How many spots are still available
  • Minimum capacity – Set a minimum number of bookings required
  • Waitlist settings – Enable or disable the waitlist for this listing

Example: If you're running a cooking class that needs at least 4 people to run but can accommodate up to 12, you'd set:

  • Minimum capacity: 4
  • Total capacity: 12

4. Pricing & Add-ons

Adjust pricing specific to this listing if needed.

What you can control:

  • Override default pricing – Change the price for just this listing
  • Add-ons availability – Enable or disable specific add-ons
  • Discount codes – View which codes apply to this listing
  • Special pricing – Set early bird or last-minute pricing

Note: Changes here only affect this specific listing, not your entire experience.

5. Instructor & Resources

Assign team members and resources to this listing.

What you can assign:

  • Instructor or staff – Who's teaching or leading this session
  • Venue or room – Where the listing takes place
  • Equipment or resources – Any materials needed

Why this matters: Assigning instructors helps you avoid double-booking staff and ensures everyone knows their schedule.

6. Visibility & Display

Control how and where this listing appears.

What you can adjust:

  • Public visibility – Show or hide this listing from your public calendar
  • Featured status – Highlight this listing on your website
  • Display settings – Customize how this listing appears
  • Booking cutoff – Set how far in advance customers can book

Use case: Hide a listing temporarily if you need to make changes but don't want to cancel it completely.

7. Bookings & Roster

See who's registered and manage attendees.

What you can view:

  • Current bookings – List of all customers registered
  • Attendee details – Customer information and responses
  • Check-in status – Track who's attended
  • Order information – View associated orders and payments

Quick actions:

  • Check in attendees
  • Add customers manually
  • Send messages to attendees
  • View customer waivers and forms

8. Notifications & Communications

Manage automated messages for this listing.

What you can control:

  • Confirmation emails – Sent when customers book
  • Reminder emails – Sent before the event
  • Follow-up emails – Sent after the event
  • Custom messages – Send one-time communications to attendees

Pro tip: You can customize messages for specific listings if you need to share unique information.

9. Advanced Settings

Additional options for power users.

What's available:

  • Custom fields – Add listing-specific questions
  • Tags and categories – Organize your listings
  • Internal notes – Add private notes for your team
  • Cancellation policy – Override default policies if needed

Common Tasks in the Listing Editor

Rescheduling a Listing

  1. Open the Listing Editor
  2. Go to Date & Time Settings
  3. Update the date and/or time
  4. Click Save
  5. Occasion will automatically notify booked customers

Adjusting Capacity

  1. Open the Listing Editor
  2. Navigate to Capacity & Availability
  3. Update the total capacity
  4. Click Save

Note: You can't reduce capacity below the number of existing bookings.

Cancelling a Listing

  1. Open the Listing Editor
  2. Click Cancel Listing in the header
  3. Choose how to handle existing bookings:
    • Refund customers
    • Transfer to another listing
    • Issue credits
  4. Confirm cancellation

Duplicating a Listing

  1. Open the Listing Editor
  2. Click Duplicate in the header
  3. Adjust the date and time for the new listing
  4. Click Create

This is perfect for quickly scheduling the same experience multiple times!

Tips for Efficient Listing Management

Use bulk actions when possible

If you need to edit multiple listings at once, use the bulk edit feature from your calendar view instead of editing each listing individually.

Set up templates

Configure your experience settings carefully so new listings inherit the right defaults—this saves time in the Listing Editor.

Check your roster regularly

Use the Bookings & Roster section to stay on top of who's attending and ensure you're prepared.

Enable notifications

Set up email notifications so you're alerted when listings are getting full or when customers book.

Review before saving

Changes in the Listing Editor take effect immediately, so double-check your edits before clicking save.

Frequently Asked Questions

Can I edit a listing that's already started?

You can view past listings and their data, but you can't change the date/time. You can still manage the roster and bookings.

What happens when I change the time of a listing with bookings?

All booked customers receive an automatic notification about the time change. They'll see the updated time in their confirmation emails and calendar invites.

Can I edit multiple listings at once?

Yes! Use the bulk edit feature from your calendar view to update multiple listings simultaneously.

Will changes affect my experience template?

No. Changes in the Listing Editor only affect that specific listing. Your experience template remains unchanged.

Can I restore a cancelled listing?

Yes, you can reactivate a cancelled listing as long as it hasn't passed. Go to your cancelled listings and select "Reactivate."

How do I know if a listing is full?

The status indicator at the top of the Listing Editor will show "Full" when capacity is reached. You'll also see "0 spots remaining" in the Capacity section.

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