Setting Up Sessions

What Is A Session?

A session is a time slot in which a user can select and register for an activity. A form can include one or multiple sessions with the option to set a capacity per session. You may also set a waitlist option so users are able to sign up for an activity even if the session is full. A 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 to ensure your session is continuously active. If no waitlist option is set, the capacity status will change to “Registration Full.”

Example:
A Test Drive Event may have 5 driving sessions for an attendee to select from. Each test drive session has a capacity of 4 slots, meaning only 4 people can sign up for that particular session. If waitlist option is on, users are able to sign up for that session regardless if it’s full. If an attendee cancels their reservation, the next person on the waitlist will automatically be bumped into their selected session. If waitlist option is off, the user will not be able to sign up for the full session.


Session Display

Sessions can be displayed in two ways:

  • Dropdown Menu (web + app)
  • Grid Display (web only)

Drop Down Menu:

app

Sessions displayed within a dropdown menu show the session name with the option to display the session capacity as well. Users simply select an option from the dropdown menu to sign up for a session. If the session is full, the capacity status will change to “ Registration Full.” If the waitlist option is is on, the capacity status will change to “Waitlist.”

 
Grid Display (web only):

app

Sessions displayed in a grid display lets the user see additional event information. The grid shows up to 10 sessions per page with customizable columns. Column names are set up within the Session Form Field and are based on the tag names created within the Sessions Builder.

app

If you click on the Session Title, a pop-up window will appear with additional information. Pop-up information is set up within the Session Form Field and can pull any information based on the tag names created within the Sessions Builder.


Sessions Builder 

Before session information can be displayed in your website, app or email, all sessions must be built out within the Sessions Builder. Follow the instructions below to set up your sessions.

How To Create A Session:

  • 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

app

The first section of the Session Builder is the Session Settings. This section is used to identify the session on the backend of the Platform.

  • Enter a Session Name. Be as descriptive as possible so that each session has a unique name. Example: Session 1 – Thursday Jan 1, 2018 12-2PM
  • If a capacity is needed for the session, add the capacity number to the Capacity field.
  • If capacity is set, the option for Waitlist and Auto-Waitlist Processing will become available. Click the Waitlist Toggle to activate the Waitlist feature. Clicking the Auto-Waitlist Processing Checkbox will enable the next attendee on waitlist to automatically be bumped to a session if a previous attendee cancels their registration.

app

The second section of the Session Builder is called the Session Profile. This Session Profile is used to set all information to be displayed or pulled into the website, application or email.

  • Label your session in the Session Title Field.
  • Type the location of your event in the Location Field
  • Type any additional detail such as disclaimers or age restrictions in the Details Field
  • Add more details to your session by clicking the green Add Custom Info Button. An Info Title Field and Info Detail Field will appear.
  • Specific naming conventions are required when entering an Info Title tag name. Please use CamelCase to enter a tag name for the Info Title.
  • Example:
    1. date
    2. time
    3. address
    4. emailDate
  • Enter the corresponding information you would like displayed into the Info Detail Field
  • You may add as many Custom Info fields as needed.
  • Click the Save Button to save your session.
  • Repeat the above instructions for every session that is needed for your event.

Adding A Sessions Grid Or Dropdown To A Website

Once all your sessions are built in the Sessions Builder page, you are ready to add the sessions Grid or Dropdown Menu to your website. Sessions is added to a website as a form field within the web form builder.


Adding Sessions To An App

Once all your sessions are built in the Sessions Builder page, you are ready to add the sessions Dropdown Menu to your application. The Sessions Dropdown Menu is added to an app as a form field within the app form builder. Sessions Dropdown Menu is usually only added to the Guest List Attendee Form to indicate which session an attendee has signed up for. If an attendee registered from a website, the session will be pre-populated on the app. If an attendee signs up onsite, they are able to select a session from the Attendee Form when checking-in.


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. Session information can include details such as:

  • Event Name
  • Date
  • Time
  • Location Information
  • Additional Event Details

Session information can be easily pulled into an email with the use of curly brackets ( {{ }} ). Simply place the content field name into the email editor and the information will populate when the email is sent.

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