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

A form is a list of fields where the customer enters their information such as Name, Phone, and other event required data.

  • Forms can include one or multiple sessions with the option to set a capacity per session.
  • You can set waitlist as an option so users are able to sign up for an activity even if the session is full.

Waitlist:

If waitlist is on: 

  • users can sign up regardless of whether or not there are slots available or full.
  • If a registrant cancels, their registration, the next person in the waitlist line is automatically bumped into their selected session. 

If waitlist is off: 

  • If no waitlist option is set, the capacity status will change to “Registration Full” and new registrants will not be able to sign up.

Sessions

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

Creating Sessions

  • From the Dashboard, enter the project your wish to build your sessions for
  • Once on the Canvas, select Sessions from the dropdown menu in the navigation toolbar
  • The webpage will redirect to the Sessions Builder page

  • Click the blue Add A Session button at the top right of the page
  • This will lead to the Session creation page, which has two (2) parts:  
    • Session Settings
    • Session Profile


Session Settings

  • Create a single session here
  • 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 your event requires a waitlist, toggle on this feature on.  The next attendee on the waitlist will automatically be bumped into a session if someone cancels.

Please note that  Session Start & End Date/Time are not required but having so will serve the following purposes:

  • 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 
      • Attendees registered under Session ABC will not be visible ≤ January 1, 2020 @ 11:59 and ≥ January 1, 2020 @ 13:01
  • Shopping Cart: The sessions will only show up in the calendar if there's an input for session start & end date/times.


Session Profile

This 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 descriptions, if needed 


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. 

  1. Click here for instructions on adding Sessions to Website
  2. 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.

Session Displays

Sessions can be displayed in two ways: 

1. Dropdown Display: Web and App

app

  • 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

app

  • Lets the user see additional event information. 
  • Up to 10 sessions per page.  
  • Columns: customizable

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.

app

  • 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 any pulled information from the Sessions Builder.


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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