Menu configurator: let guests put together their own menu

If you offer, say, a canapé buffet with 17 varieties where each guest should pick exactly 5, you no longer have to transfer that selection into the quote by hand. Link a question's answer options to products, and every option a guest picks automatically becomes its own line item on the order — flowing normally from there into the quote, the production list, and cost of goods.

How it works

1. On the product (e.g. "Canapé buffet") you create a question with field type Multi-select and optionally link each answer option to its own product (e.g. "Salmon on pumpernickel") plus a surcharge. A surcharge requires a linked product.
2. Use Select at least and Select at most to set how many options a guest must/may choose (e.g. exactly 5).
3. A guest books the product on your booking page, sees the question with all the varieties, and picks their selection — with a counter and a selection limit.
4. On submit, a separate line item is automatically created for each chosen variety, right behind the main line item, with a proportional quantity (for a buffet with Every guest gets all selected options, with the full quantity per variety).

Setting up a question with options

Setup runs through the same question dialog as other custom questions (see Creating & using custom questions) — opened either on the product itself (Questions section) or on the booking page in section 05 Questions:

1. Choose field type Multi-select.
2. Use Add option to create each variety as its own row: label, optionally Link product and Surcharge. The surcharge field only becomes usable once a product is linked; if you remove the product, the surcharge is removed too. With a linked product you can also tick Charge the surcharge once per booking for each answer (see below).
3. Enter Select at least / Select at most (for "exactly 5", set both to 5).
4. For a buffet where every guest gets some of each chosen variety: tick Every guest gets all selected options (see below).
5. Save.

Options without a linked product keep working as before: plain text, no line item.

What the guest sees

On the booking page, the selection shows a counter right next to the question text (e.g. "3 / 5"). Once the maximum is reached, the remaining options are disabled; if the guest hasn't selected enough yet, submitting is blocked with a specific note of how many are still missing. If a surcharge is set and the page shows prices (Show prices), it's shown right on the option and counts towards the displayed total — options without a surcharge show no amount. If Show prices is off, no option shows an amount; the surcharge still becomes a line item in the order. The selection is available in every design: in the webshop at checkout, in the inquiry form and in the Stepper right below the product selection, and in the AI chat in the summary. In the inquiry layout Step by step it appears in the product’s course, and Next checks the limits there. On the inquiry page, in a multiple choice every answer with a linked product shows that product’s image as a small preview (a click opens the details), and the overview and summary list the chosen varieties below their product — with quantity if the variety is linked to a product. On a phone the questions appear in the list right below the product’s section.

What happens on the order afterward

For every chosen option with a linked product, a separate line item is created: the main line item's quantity is split across the chosen varieties within the question (with 50 guests and 5 varieties, that's 10 per variety), and the price matches the configured surcharge. If several selection questions are attached to the same product (for example starter, main course and dessert), each question splits the quantity only among its own selected answers — with 50 guests and 2 chosen main courses that is 25 each, with 1 chosen starter it is 50. The remainder of a split still goes to the first answer.

Every guest gets all selected options. Splitting fits a set menu where each guest gets exactly one of the chosen answers. At a buffet, though, every guest eats from everything that was chosen. If you tick Every guest gets all selected options on the question, every chosen answer gets the full quantity of the main line item: surcharge and quantity apply per guest for every option. Example with 100 guests and “Main course: 2 out of 20” (goose breast +€5, duck +€5): without the tick 50 × €5 = €250 each, with the tick 100 × €5 = €500 each. The production list and cost of goods then also use the full guest count per dish. The checkbox sits in the question dialog below Select at most and only appears for Multi-select when more than one answer can be chosen; without it, the quantity is split as before. An answer with Charge the surcharge once per booking stays at quantity 1 even with the tick. Switching it does not change existing bookings or quotes; it applies to new bookings and to change requests for this question that you accept afterwards.

Surcharge once per booking. Normally the surcharge follows the main item: if a DJ is booked per hour and the answer “Lighting and sound +€150” is chosen, it costs 6 × €150 = €900 for 6 hours. If you tick Charge the surcharge once per booking on the answer, its line item is always created with quantity 1 — no matter how many hours, guests or pieces the main item has, so here €150 once. Such an answer also doesn’t take part in splitting the quantity; the other selected answers of the question split it among themselves as usual. On the booking page the amount then shows the suffix “one-off”. “Once” means once per booking, even across several days: if a multi-day booking has the same product as its own line for each day, the surcharge is still charged only once — on the first day’s line. If a change request for the same question is accepted later, its answer lines are recalculated with the setting that applies at that time. Existing questions keep calculating exactly as before until you tick the box; the AI assistant can set the switch too. These line items appear right behind the main line item on the order — and flow normally into the production list and cost of goods once you turn the order into a quote. The original text answer stays visible in the inquiry detail view as well.

Booking the module

The event configurator is an add-on module available from the Core plan — extra in every plan, Scale included. It costs €99 per month or €990 per year. You book it directly under Booking pages or under Settings → Billing → Add-on modules; with an existing subscription the amount is prorated up to the end of the current period and the module is unlocked once the payment is confirmed.

You can cancel it at any time under Settings → Billing → Add-on modules; it keeps running until the end of the paid period and is not renewed afterwards. Without a plan, for example during the trial, the module cannot be booked — but you can still try the selection on the booking page. You can try the event configurator itself free for 7 days: under Booking pages, open the Configurators tab and click Try free for 7 days — during the trial just as with a plan before booking. The trial ends by itself after 7 days.

In the event configurator: the selection becomes the quote

In the event configurator your guests plan on their own after the inquiry, for example decoration, table linen or cutlery. If a choice question is linked to no product and an answer is linked to a product, every selected answer becomes its own position in the booking when the guest submits, at the product’s price (gross or net, as maintained on the product):

• Billed per piece: quantity = the guest’s quantity (see below), otherwise 1.
• Per person: price × number of guests of the event.
• Flat fee: once.

If the question is linked to a product (e.g. canapé varieties on a canapé buffet), everything stays as described above: the answers run as a surcharge with that position. As long as the product is not yet booked on the event, the guest sees “Price on request”.

Quantity. In the configurator editor, switch on Guest enters a quantity on the choice block. Below every selected answer that is billed per piece, the guest then enters the quantity (whole number from 1 to 9,999). The quantity is saved with the plan and shows in the guest’s summary and in the answers card of the event, e.g. “Pillar candles medium × 12”.

Running total. At the bottom of the configurator the guest sees the total of their selection, gross or net according to the Show prices as setting. It is the same calculation that creates the positions. “Price on request” only shows when nothing is priced; if only part is open, the amount shows with “plus items on request”.

Always included. With Always included in the editor header you choose products that are added to the booking as a position every time the guest submits, e.g. a design or travel flat fee. The guest does not see them individually, only as “incl. flat fees” in the total. If the product is already in the booking, it is not added twice. Saved with Publish changes.

If the event is already confirmed when the guest submits, the positions are not created directly: every selected answer becomes an “Add product” item in the change request, which you accept or decline in the event under Documents; “Always included” is not added again then. Submitting a second time creates nothing twice, and the configurator never deletes a position.

Placeholder in the answer field. For question blocks with a free-text field, the inspector has the field Placeholder in the answer field. The text appears in grey in the guest’s empty field, e.g. “Please tell us your preferred date and time.”. If you leave it empty, “Your answer” is shown as before.

Product images: wide or square. In the Design tab, Product images sets the format of the product tiles: Wide (default) or Square (1:1). It applies to all choice tiles in the configurator.

Before and after the booking: inquiry and planning

For each occasion you can have two configurators active at the same time: one before the booking (inquiry) and one after the booking (planning). You set the timing in the configurator editor in the Timing row below the name; the sentence below it explains what the guest experiences. Save with Publish changes. The configurator list shows “Inquiry” or “Planning” on every entry.

• As long as the event is an inquiry, the guest gets the inquiry configurator.
• As soon as you accept the inquiry, the customer portal leads into the planning configurator, e.g. for venue, concept, flowers, seating plan, schedule and service providers. If there is no planning configurator, the inquiry configurator stays.

In the planning configurator, answers go straight to the event when submitted, into the answers card on the overview — without a change request and without approval. The guest can change the planning and submit it again until the event starts; the customer portal shows the card Edit planning for this. Every submission replaces the answers of the previous one, so a deselected answer is gone afterwards. You get an email and a notification “Plan submitted”, from the second time on “Plan updated” — at most once per hour. Only a selection that adds or removes a product still becomes a change request that you approve.

Skip the gate applies per timing: if you switched it on during the inquiry, the customer portal still leads into the planning after acceptance. The switch on the event’s customer card always belongs to the configurator that currently applies.

Text blocks with formatting

You now edit the text blocks in the configurator — a welcome message above the pages, for example — like a product description: bold, italic, bulleted lists and coloured highlights. Your guests see the text on the booking page exactly as formatted.

Frequently asked questions

Does this also work when creating an order internally inside an event? No, currently only when booking through the public booking page. If you enter an order directly inside an event, you still pick the varieties manually as before.

Can the guest change their selection later in the customer portal? Yes. In the Changes tab the multi-select is a real selection with your Select at least/Select at most limits instead of a text field: every changed option becomes its own item in the change request, which you accept or reject one by one in the event under Documents. The line items only follow once you approve — with the surcharge that applied when the request was made.

What happens if a variety is itself a recipe or a bundle? The variety shows up as its own line item in the production list and cost of goods, just like any other chosen option — but the underlying ingredients or components of that recipe or bundle are currently not exploded automatically. Keep planning the ingredients for such varieties manually.

Does the surcharge get discounted by pricing conditions or discounts? No, the surcharge is a fixed amount and doesn't run through pricing conditions, seasonal surcharges, or discount rules.