Setting Up Sessions

What Is A Session?

A session is a time slot in which a user can select and register for a particular activity.  
ex. a test drive with ABC car at XYZ track at 00:00 AM/PM

full session will have “Waitlist” displayed in the capacity status. 
- If an attendee cancels their registration, the next person in the waitlist line is automatically bumped into their selected session. 
- If no waitlist option is set, the capacity status will change to “Registration Full.”

A form is a list of fields where the customer enters their information such as Name, Phone, and other event required data.
- It can include one or multiple sessions with the option to set a capacity per session.
- There is a waitlist option so users are able to sign up for an activity even if the session is full.

Example: 
A Test Drive Event with five (5) driving sessions available.
- Capacity: 4 each
- If waitlist is on: users can sign up regardless of whether or not there are slots available or full.
     - If a registrant cancels, the next person on the waitlist will automatically be entered.
- If waitlist is off: users cannot sign up if slots are full.


Sessions

All sessions must be built out within the Sessions Builder before it is displayed on your event.

Creating Sessions

1. From the Dashboard, enter the project your wish to build your sessions for.

2. Once on the Canvas, select Sessions from the dropdown menu in the navigation toolbar (upper right-hand corner, by account name)

3. The webpage will redirect to the Sessions Builder page.

4. Click the blue  Add A Session button at the top right of the page (fig. 1)

5. This will lead to the Session creation page, which has two (2) parts: 
     a)   Session Settings (fig. 2.1), where you create a single session 
           - This section is used to identify the session on the backend of the Platform.
          - Enter a Session Name: make sure each session has a unique name.  
                 Be as descriptive as possible, as this is the main indicator on the backend.
                     Ex. Session 1 - Thursday, Jan 1, 2020 - 12:00-14:00 - Car Model 1
           - For Capacity: Enter number of limit
                 If there is a waitlist, toggle on.  The next attendee on the waitlist will automatically be bumped into a session if someone cancels.
    b)   Session Profile (fig. 3), where you modify the details to be shown on the web, app, or email
          - Session Title: This is what shows up on the dropdown menu or grid as the title
          - Location: location of session
          - Details: enter session-related particulars, if any, here
       *You can add more details to your session by clicking "Add Custom Info" on the right column of this section.
         Ex. date, time, address, vehicleMake
         You may add as many you'd like or need

fig. 1 - Add a Sessionfig. 2.1 - Session Settings

*Note that  Session Start & End Date/Time are not required but having so will serve the following purposes:
1. App - Registrants under the sessions will only show up on app within the given timeframe of Start/End Date & Time.
     ex. Session ABC starts on January 1, 2020 @ 12:00 and ends on January 1, 2020 @ 13:00
           Registrants/Users under Session ABC will not be visible ≤ January 1, 2020 @ 11:59 and ≥ January 1, 2020 @ 13:01
2. Shopping Cart - the sessions will only show up in the calendar if there's an input for session start & end date/times.

fig. 2.2 - Shopping Cart Calendar with Session Start/End

fig. 3 - Session Profile


Adding A Sessions To A Website and/or an App

Once all your sessions are built in the Sessions Builder page, you are ready to add the sessions to your web or app. 
Sessions are added to a website as a form field within the form builder.  (fig 5)

Click here for instructions on adding Sessions to Website

Click here for instructions on adding Sessions to App
App: Sessions Dropdown Menu is usually only added to the Guest List Attendee Form to indicate which session they've signed up for.
If an attendee registered from a website, the session will be pre-populated on the app.
If an attendee signs up on-site, they are able to select a session from the Attendee Form when checking-in.

fig. 5


Session Displays Overview

Sessions can be displayed in two ways:
1. Dropdown Display: web and app (fig. 4)
     - Shows the session name with the option to display the session capacity. 
     - Users select an option from the dropdown menu to sign up for a session. 

2. Grid Display: web-only (fig. 5.1)
     - Lets the user see additional event information.
     - Up to 10 sessions per page. 
     - Columns: customizable. 
Clicking on the Session Title under the Grid Display enables a pop-up window with additional information. (fig.2)
Pop-up information is set up within the Session Form Field and displays information from the Sessions Builder.

If the session is full (both display settings):
- “ Registration Full" when capacity is full.
- “ Waitlist" when capacity is full and waitlist option is on.

Remember:
Column names are set up within the Session Form Field.  
Data is stored in the database based on the tag names created within the Sessions Builder.

fig. 4 - Dropdown Display (web and app)app


fig. 5.1 - Grid Display 

app


fig. 5.2
Clicking on the Session Title enables a pop-up window with additional information. 
Pop-up information is set up within the Session Form Field and displays information from the Sessions Builder.

app


Pulling Session Information Into An Email

Pulling session information is generally used within Confirmation Emails to let the attendee know all needed information for their registered event. Any information placed within the Session Builder can be displayed within an email using a simple system of tag names.
Click here for more information and/or for instructions on how to pull session information into an email.

Example

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