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Managing event slots
A slot is when the event actually runs. A single event can have one slot (a one-off webinar) or many slots (a weekly workshop, a multi-week cohort, a regular Q&A). Slots are where capacity, attendee lists, and signup flow live.
Quick answer
Open the event from Products. In the editor, find the Slots area. Click New slot, pick a date and time, save. Customers immediately see it on the sign-up page. To remove a slot, use Cancel (notifies attendees) or Delete (only works if no one's signed up).
What a slot is
When a customer signs up for your event, they're really signing up for a specific slot. Every slot carries its own:
- Date and time (in your event's timezone).
- Seat capacity — copied from the event's "seats per slot" setting.
- Attendee list — who's signed up, name and email.
- Status — open for signups, sold out, or cancelled.
If you have a weekly workshop, you'll have one slot per week. If you run a one-off webinar, you'll have one slot total.
Creating a slot
In the Event Editor, find the Slots area and click New slot. A small picker opens:
- Pick a date from the calendar.
- Pick a time from the dropdown.
- Confirm.
The slot appears in your list and is immediately bookable on the sign-up page.
A few rules Klixey enforces:
- No past dates. You can't add a slot that has already happened.
- No duplicate active slots. Two open slots can't share the exact same date and time. If a previous slot at the same time was cancelled, the new one is fine.
- Timezone is the event's timezone. When you pick "2:00 PM," it means 2:00 PM in the timezone you set on the event itself.
Cancelling a slot vs deleting a slot
Two different actions for two different situations. Choose carefully — neither is reversible.
| Cancel a slot | Delete a slot | |
|---|---|---|
| When to use | The slot can't happen. You're sick, the venue fell through, you double-booked. | The slot has no signups and you no longer need it. |
| Customers signed up? | Klixey sends every confirmed attendee a cancellation email immediately. | Klixey blocks the delete if any confirmed signups exist. Cancel first. |
| Refunds for paid events | Not automatic. Issue refunds from your customer list — see Refunds & disputes. | Not applicable — no one paid. |
| Reversible? | No. To run again, create a new slot. | No. |
| Shows on the sign-up page | No — cancelled slots disappear from public view. | No — the slot is gone. |
Cancelling is a one-way action
Once you cancel a slot, the cancellation emails go out right away. There's no draft state. If you cancel by mistake, the only fix is to create a fresh slot at the same time and message the attendees individually to re-sign up.
Cancelling a slot — the flow
- Open the Slots area in the editor.
- Find the slot and open its menu.
- Pick Cancel slot.
- Confirm.
Klixey immediately:
- Sends every confirmed attendee an Event cancelled email.
- Sends you a confirmation that the cancellation went out.
- Removes the slot from the public sign-up page.
Refunds, if any, are up to you. See Refunds & disputes.
Deleting a slot — the flow
- Open the Slots area in the editor.
- Find the slot and open its menu.
- Pick Delete slot.
- Confirm.
If any customer has signed up — including just one person — Klixey refuses the delete and tells you to Cancel instead. Delete is only for clean-up of slots that never had signups.
Viewing the attendee list
Click any slot to open its detail panel. You'll see:
- The list of every confirmed attendee — name and email.
- The slot's status and capacity.
- An option to cancel an individual signup if you need to remove one person without cancelling the whole slot.
The list updates as customers sign up and as you remove individuals — no refresh needed.
Cancelling one attendee
Cancelling a single signup releases their seat (someone else can take it) and emails the customer a confirmation of their cancellation. The slot itself stays open.
Capacity and the "Sold out" state
The "seats per slot" number you set on the event applies to every slot. The moment a slot fills:
- The Sold out label appears on the sign-up page for that slot.
- Customers can't sign up — the sign-up button is replaced by the label.
- Other slots of the same event are unaffected.
If someone cancels their signup, the seat reopens and the slot becomes signup-able again.
Multiple slots — when to use them
A few patterns that work well:
| Pattern | Setup |
|---|---|
| One-off webinar | One event, one slot. |
| Weekly recurring workshop | One event, one slot per week for the cohort. Customers pick the week that suits. |
| Repeated content, monthly | One event, several slots in the same month. Customers pick whichever fits. |
| Different sessions, different content | Separate events. Don't lump distinct sessions into one event — the title and description should match what attendees are signing up for. |
If you find yourself writing "Slot 1 covers X, Slot 2 covers Y" in the description, split it into two events.
Past slots
Once a slot's start time passes, it leaves the sign-up page automatically. The slot still exists in the editor (so you can review the attendee list for who showed up) but no new signups land on it.
Autosave
All slot changes save the moment you confirm them. There's no separate save step. See Autosave for the broader pattern.
Who on your team can manage slots?
Anyone with Owner, Admin, or Editor can add, cancel, and delete slots, and view attendee lists. Viewers can see slots but can't change anything. See Roles & permissions.
Common situations
| Situation | What to do |
|---|---|
| You need to move a slot from Tuesday to Wednesday | Cancel the Tuesday slot (attendees are notified), create a new slot for Wednesday, and email attendees personally to re-sign up. |
| One specific attendee can't make it | Cancel just their signup from the attendee panel. The slot stays open. |
| You want to add seats to a sold-out slot | Increase the event's seats-per-slot setting. All slots of the event, including the sold-out one, pick up the new capacity. |
| The slot has zero signups and you don't need it | Delete it. No notifications go out — no one's signed up. |
| You accidentally cancelled the wrong slot | Cancellation can't be undone. Create a fresh slot at the same time and reach out to attendees individually. |
Related
- Creating an event product — the core setup before you add slots.
- Event reminders — what attendees receive before and around each slot.
- Refunds & disputes — issuing refunds when you cancel a paid slot.
- Roles & permissions — who can manage slots.