iiQ Events - Fee Management for Events

The Event Fees section on the left-side navigation shows the Event Fees page that lists the fees that can be applied to events. The fees grid contains such columns as Fee Name, Type, Rate, Amount, Included, and Additional. Admins and Agents can view the details of each fee and which fees are associated with which rooms; you can also edit, delete, or filter fees.

To view Event Fees, navigate to Events > Event Fees

The Event Fees page lists all created fees organized in six columns: Fee Name, Type, Rate, Amount, Included, and Additional.

By default, Events are listed alphabetically in ascending order.

To assist with finding a specific fee, the list can be sorted in ascending or descending order by each column. The example below depicts sorting by Ascending Fee Name.

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Fees for Events can be calculated based on increments of 15, 30, or 60 minutes. This helps produce more accurate calculations and prevents overcharging renters.

If the event lasts 3 hours and 45 minutes, the fee will be calculated using the 3.75 increment.

There is a site option related to the Event Fee Hourly Rate Charge for Partial Hours. This setting allows you to specify how the total event time should be rounded when calculating an Event Fee based on an Hourly Rate. You can choose to round the time in increments of 15, 30, or 60 minutes.

For example, if an event lasts 3 hours and 5 minutes, setting the site option to round based on 15-minute increments would mean 3.25 hours are used in the fee calculation; setting the site option to round based on 30-minute increments would mean 3.5 hours are used in the fee calculation; setting the site option to round based on 60-minute increments would mean 4 hours are used in the feed calculation.

In the following example, the fee is $45/hour for a minimum of 2 hours ($22.5/hour) and $25/hour for additional hours.

There is an event, Book Fair 2, which is 5 hours and 45 minutes long.

The site setting was set to round the fee to 15 minutes.

If the event’s duration is five hours and 45 minutes, the 5.75-hour increment will be used:

The "Additional Hours" tooltip on the form to create an Event Fee now calls out the new site setting and rounding logic. The tooltip reads: "The calculation of additional hours follows the rounding logic defined in the Site Settings (e.g., round to nearest 15, 30, or 60 minutes)”

To create a new event fee in Incident IQ, from Events > Event Fees, select + New Event Fee near the top right of the page.

The Event Fee Details form opens and contains several fields necessary to create a Fee.

Once completed and Save Event Fee is selected, the new event fee will be added to iiQ and applied to events that meet all the conditions specified on the Event Fee Details page.

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Users who can manage event fees can easily copy the fee from the Event Fees > Fee Details page. Select the "More" option at the top right corner and then "Make a Copy."

When you choose the "Make a Copy" option for a fee, the system will automatically generate a new fee. This new fee will be populated with all the same details and values as the original fee.

The name of each new copy will include a numerical value in parentheses. For example, if I create a copy of "Fee Schedule," the new name will be "Fee Schedule (1)." At this stage, the user has the option to change the name if desired.

When a new copy of the fee is created, it will automatically be assigned a unique number to differentiate it from previous copies (for example, Example Fee (1), Example Fee (2), Example Fee (3), and so on). If you do not make any changes to this newly created fee, you can simply close the fee page without needing to click on the "Save Event Fee" button. However, if you choose to modify any information related to the new fee—such as adjusting the amount, changing the description, or altering any other details—you must click "Save Event Fee" to ensure that your modifications are properly recorded and saved.

To delete an event fee, select the drop-down icon and choose Delete.

You will then be prompted to confirm you want to delete the selected event fee. Selecting Delete will permanently delete the fee.

Admins and Agents can use filters on the list view to limit the fees displayed. You can filter by Fee Type, Rate Type, and Room. The Room filter allows to check a specific room(s) to see what fee schedule has been set up for that room(s).

If multiple Fees have rooms associated, and the user filters for a set of rooms that crosses more than one Fee, both the Fee for Room A and the Fee for Room B will appear in the filtered list.

​Associating Fees with Rooms

Admins can associate specific fees to specific room types or rooms by selecting a room in the new field called Rooms when creating a new Fee. With this association, you can assess the correct fees based on the room or rooms used for a given event.

A new field called Rooms was added to the New Fee page. The user can select the Add Rooms button across it and select one or several rooms to associate with the fee.

The user can search for a room and/or filter by Location and Room Type to find the rooms they need.

Before any filter is selected, the Select All checkbox option is disabled and states “Select All Disabled. Filter rooms first.”

Once a filter has been applied, the Select All checkbox option becomes available and will select all rooms of that type for faster selection.

The Clear Selection button will again clear all rooms from the selection for faster de-selection.

After clicking the Apply Selection button, the rooms will be associated with the fee and shown in the list under the Rooms field.

Clicking the Save Event Fee button will save the fee and associated rooms.

Agent and Admin role users will now have the option to manually trigger a recalculation of fees on an individual event on demand from the Event Fees tab. This maintains control when Fee Schedule or Event changes occur: the fees will only update when the user is ready to click the button to Recalculate Fees.

If the Fees have already been calculated in the past the button will read Recalculate Fees.

Clicking the Calculate/Recalculate button will trigger the pop-up asking to confirm the action.

After the Admin calculates/recalculates the fees, they can push this data to the Fee Tracker app, and Generate a Statement manually from there or automatically through a rule.

The manual calculation can also be done on past events. For example, an organization had an event recently, and the Admin hasn’t charged them anything yet. The Admin can go ahead and calculate the fees manually to invoice them for the event that they've already held.

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The Bulk Action Calculate Fees feature is available on all Events Views, including the Upcoming Events tab and the Additional Dates tab for recurring and multi-date events. Users can calculate fees in bulk.

iiQ Events users can now configure conditional event fee schedules using the Event Custom Field filter.

Steps:

Calculated event fees are now displayed in a new Event Fees tab on the Event Details page for an Admin/Agent. Fees are organized in several columns: Item, Location and Room, Rate Type, Base Rate, Additional Hourly Rate, Additional Hours, and Total Fee. The list of event fees provided here corresponds with the fees set up in the Event Fees section on the Left Nav. The ‘Fee Schedule’ link provided leads to that Event Fee section. Instructions on publishing these fees to a payment app for invoicing are also provided.

In the example below, the Dance Recital event has different types of fees scheduled and rates applied, and shows the Fees Total of $3409.00

Here is another example of an event with just one fee and a flat rate applied. This event is not in the auditorium, and the only fee associated here is the science classroom using the parking lot. So, the parking lot fee was added, and no other fee was applied.

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A new action, Calculate Event Fees, was added to Events Rules and can be used as a trigger to calculate event fees when an event is created, approved, updated, or on a schedule. This rule and its condition filters give districts the flexibility in where and when they want to see these fees calculated.

A custom field can be used as a condition filter for the rule. For example, there is a toggle that indicates an event is ready for invoicing, and there is a custom field called ‘Event is ready for invoicing’. The customers can set the rule up so that when the event is Updated and the ‘Event is ready for invoicing’ toggle is ON, the fees are calculated.

On a Schedule trigger can also be used in cases when, for example, a customer always collects fees 14 days before the event.

This rule action is behind the Event Fees feature flag. It will be hidden when the feature flag is disabled and visible when the feature flag is enabled.

Send fee data to payment app rule action - takes the system-calculated fee and pushes it over to the payment app widget that clients have, so that they can then do what they need to manually. If they need to, for example, waive the fee for a room, or change the number, or add an extra fee for some damaged stuff that happened after the event.

These things can be adjusted on the app before an invoice can be generated, because if the rule generates the invoice, it automatically sends that email to the event owner.

Generate statement in payment app rule action - the system generates the invoice and automatically sends that email to the event owner.

If the district doesn’t have any Generate statement in payment app rule set up, they can do it manually by going to an Event and clicking the Generate Statement button.

Generate statement in payment app rule action on a schedule - the system generates a statement based on a selected schedule (trigger - when ‘On a schedule’).