📝 Overview
Manage the entire party booking process—from creating customizable party packages to collecting payments and confirming bookings. This feature simplifies gathering party inquiries, scheduling, and payment collection for birthday parties, private events, and field trips, making it easier for both you and your customers.
💡 The party feature operates as a request system, not an automatic event booking. Final confirmation and scheduling will depend on your approval and availability.
When customers submit a party request, you will receive their inquiry in your Sawyer account under Products > Parties and via email. You can then take action to confirm availability and coordinate event details directly with the customer before confirming the event. Once party details are confirmed, an event is created on the calendar. You can use the party feature to request deposits, manage add-ons and collect partial/full payments through the system.
🔔 Feature Availability
This feature is included in the Grow and Scale pricing plans. To learn more about pricing tiers and features, visit here or contact our team to upgrade your subscription plan.
💡 Legacy Provider Note: If you went live prior to March 1, 2022, you will continue to have access to your current features as one of our legacy providers and can use this feature as described below.
🛠️ Setup: Creating and Configuring Party Packages
Create a New Package
Click here to learn how to create a new party package
Click here to learn how to create a new party package
Go to Products > Parties
Click +New Package
Choose your Package Type: Party, Private Event, or Field Trip
Complete the following details:
Package Name — Title of your party offering (e.g., "Birthday Party Package")
Package Description — Details about what's included
Headcount — Maximum or standard number of attendees
Duration — How long the party lasts
Locations — Where the party can be held
Starting Price — Base price for the package
Policy — Cancellation or other relevant policies
Photo — Upload an image of the party or activity (optional)
Click Save
Edit and Publish Your Package
Click here to learn how to edit and publish your party package
Click here to learn how to edit and publish your party package
Once you've created a package, you can edit it at any time:
Find the package in your Products > Parties list
Click the options menu (three dots icon) to the right of the Package Name
Select Edit to make changes
Click Publish to make the party live on your customer-facing widget
➕ Add-Ons: Offering Additional Options
Add-ons are optional upgrades customers can select when requesting a party. They're global and appear on your widget for all applicable packages.
Click here to learn how to manage add-ons
Click here to learn how to manage add-ons
Open your party package
Click +Add-Ons from the top menu
Enter the add-on name and price (e.g., balloons, pizza, face painting, specialized entertainment)
Click Save
💡 You can add custom add-ons later when communicating directly with a customer about their specific party request. Include only add-ons that apply to all packages on your public listing.
📋 Managing Requests & Payments
How Customers Submit Party Requests
Once you publish a party, customers will see it in the Parties tab on your widget.
They'll click Learn More and submit a request with the following information:
Contact Information:
Parent name
Phone number
Child's name
Child's age
Party Details:
Location
Preferred date and time
Estimated headcount
Special requests
Customers receive a confirmation email after submitting, letting them know you'll review their request and contact them soon.
Create Party Requests on Behalf of Customers
You can create party requests for your customers by navigating to Products, then Requests, and then selecting New Request.
Review and Manage Incoming Requests
Go to Products, then select Parties, and then Requests. You'll see a notification badge showing the number of new requests.
Click on a request to view all details
Click the edit icon (pencil) to open the full request and make any changes
Update party details, add custom add-ons, and review special requests
Click Save when you've made edits
You'll also see the party appear on your calendar with a dotted border, making it easy to check availability.
Request Payment
Once you've confirmed all details with your customer and reviewed the cost summary:
Click Request Payment
Choose whether to request:
Full payment for the entire party
A deposit amount of your choice
Your customer receives a payment request email
Once they submit payment (deposit or full), you'll receive a confirmation email
Booking Confirmation
Once payment is received, the party status changes to Booked, and your calendar is updated. Your customer will also receive a confirmation email.
❓ Frequently Asked Questions (FAQs)
Find answers to common questions about setting up and managing parties.
Can I change a party's details after publishing it?
Click the arrow to see the answer
Click the arrow to see the answer
Yes. Go to Products > Parties, click the options menu (three dots) next to the party name, select Edit, make your changes, and click Save. If the party is already published, you'll need to publish it again for changes to appear on your widget.
Can I add custom add-ons to an individual party request?
Click the arrow to see the answer
Click the arrow to see the answer
Yes. When managing a specific party request, you can add custom add-ons that are unique to that booking. These won't appear on your public listing—only on that customer's request.
What if a customer wants to request a different date or time than what I've made available?
Click the arrow to see the answer
Click the arrow to see the answer
You can negotiate details directly with the customer when reviewing their request. Use the request management screen to communicate, finalize details, and update the booking date and time as needed before requesting payment.
Can I request a partial deposit instead of full payment upfront?
Click the arrow to see the answer
Click the arrow to see the answer
Yes. When you click Request Payment, you can choose to request a deposit amount of your choice or the full payment. You can follow up with a second payment request later if needed.
How do I know when a payment has been received?
Click the arrow to see the answer
Click the arrow to see the answer
You'll receive a confirmation email when a customer pays their deposit or full payment amount. The party request will also update to reflect the payment received, and the status will change to Booked.