A special event such as a Friday Night Lights, an in-house throwdown, or a competition is set up differently from a regular class, because athletes need to register for it individually and it usually sits outside their normal membership. The setup runs across four places in Kilo GMS: you create the class, create a free package that acts as the registration, make that package visible in the Sales Portal, and put the event on the Schedule.
What this setup gives you
A one-off event on your Schedule, separate from your regular programming
A registration athletes complete themselves in the Kilo app
A headcount before the day, so you can plan heats and staffing
No charge to the athlete and no effect on their membership status
Capacity limits and a reservation window, the same as any class
Create the class for the event
Go to Events → Classes.
Click + Class Type.
Enter the class name, for example, Friday Night Lights.
Choose the location.
Set the capacity limit.
Set the duration.
Open Additional Settings and set the reservation window for this event.
Save the class type.
The reservation window matters more here than on a regular class, because registration usually opens on an announcement rather than rolling forward each week.
Create a free registration package
Athletes register by acquiring a package, so the event needs one. Setting the price to $0 means the registration works normally without charging anybody.
Go to Products → Packages.
Add a time-based package.
Name the package, for example, Friday Night Lights Entry.
Set the athlete status to make no status change.
Set the validity dates so the package only covers the event period.
Set the usage limit to the number of visits the event includes.
Add a billing plan and set the price to $0.
Save the package.
Setting the athlete status to no change keeps the event separate from membership. An athlete who registers does not become active, and an existing member's status is untouched.
Make the package visible in the Sales Portal
Until you do this, athletes cannot find the registration.
Open the package you just created.
Click the blue action button and select Sales Portal Options.
Enable Athlete App Visibility.
Enable the billing plan.
Save your changes.
The $0 package now appears in the Sales Portal, and athletes can register for the event from the Kilo app.
Add the event to the Schedule
Go to Schedule.
Select the date of the event.
Add the class you created.
Confirm the time.
Confirm the coach.
Confirm the capacity.
Save.
Test before you announce
Run through the athlete side before the event goes out to your members. Three things to confirm:
The class appears on the Schedule on the right date
The $0 package is visible in the Sales Portal
Registration completes end to end
Finding a missing Sales Portal toggle yourself is considerably better than hearing about it from twenty athletes at once.
Frequently asked questions
How do I set up Friday Night Lights?
Follow the four stages above: create the class, create a $0 time-based package, make the package visible in the Sales Portal, and add the event to the Schedule. The same setup covers the Open, in-house throwdowns, charity workouts, and any other one-off event athletes register for individually.
Why does the registration package need to cost $0?
Because athletes register by acquiring a package, and a $0 price lets them do that without being charged. The package is acting as a registration record rather than a sale.
Will registering for the event change an athlete's status?
No, as long as you set the package to make no status change. A non-member who registers does not become active, and an existing member's status stays as it is.
How many visits should the package allow?
As many as the event includes. A single-day event needs one, and a three-week competition where athletes come back each Friday needs three.
Can non-members register for the event?
Yes, if the package is visible in the Sales Portal and they can reach it. This is the usual reason to run the event on its own package rather than through membership credits.
Why can't my athletes see the event to register?
Check the Sales Portal options on the package first. Both Athlete App Visibility and the billing plan need to be enabled, and the event will not appear in the Kilo app until they are.
Helpful tips
Set the package validity dates to the event period, so it does not sit in your Sales Portal all year
Name the class and the package consistently, so the registration is recognizable to athletes
Set capacity on the class rather than relying on the package to limit numbers
Test the athlete flow yourself before you announce, ideally from a test athlete account
Reuse the setup next season by copying the previous package rather than rebuilding it
If you have questions about setting up special events in Kilo GMS, our Support team is happy to help. Reach us at hello@usekilo.com.