How to set up Other Events

To set up events that don't fit into the specific categories of Clubs, Plays or Trips (or to edit existing ones) log into your system as an Administrator and click Clubs & Events on the coloured Navigation Bar at the left hand side of the screen.

and then under Other Events click Add Other Events to set up a new one, or click on any already existing example to edit it.

This will load the Basic Details stage of Configure Event.

1. Basic Details

Enter information in the Name and Description fields. This will be shown to parents when they log in.

If the event group will contain a number of separate items this is where you would indicate the nature of those events (e.g. 'School Award Ceremonies', 'Games Days' etc). If you have just one item running under this event group then the Name and Description would just be specific to that item.

There are two Booking Type options for this type of event group: 

• Student Based - one ticket/place can be booked against the student record on your system.
• Parent Based - a number of tickets/places can be booked against the parent record on your system

Click Next to go to the Events stage

2. Events

In this stage you can add individual items to the event group (or edit any that have already been added) as well as adding sessions to those events, setting limits and setting up payment, if needed, etc.

Note: There are four steps in this stage. When adding an event you click Next to move between them. If you are editing an existing event, you can access the steps within it by clicking them at the top of the page.

If you have set up other events in the past, you will be asked at this stage if you want to copy any of those - you can then edit the details to update them as required.

A. Event Information

You are required to enter the Event Name and Information in order to save the event - whatever you enter will be shown to parents when they go to make a booking.

Location is an optional field.

Capacity is a required field where you should enter the number of places that each session of the event will have available.

Bookings Open to Parents is when the event is open to parents for bookings. Once you've selected the date, you will be able to select a time. 

Bookings Closed to Parents is when the event is closed to parents for bookings. Once you've selected the date, you will be able to select a time. You will be able to set specific closing times for each session on the Dates & Times page. 

Note: Admins have the ability to add bookings outwith the booking window for parents. 

Student Filters allow you to choose who can book a place in the event. By default all students are selected, however by clicking Change Filters you can limit this. For more information see Using the student filters

Click Next to go to the Dates & Times step.

B. Date & Times

Here you enter the dates and times for your event. Each session you enter for this event will have the capacity you set on the previous step.

Each timeslot you enter for this event will have the capacity you set on the previous step. In the example above, each date is an hour and a half long, and will allow up to 20 places to be booked. 

Once you have set up all of your sessions, you can then set a  Closed for bookings date if required. 

• Close bookings for all sessions at a specific date & time:This option allows you to set one closing date for all sessions. 
• Closed bookings for all sessions at a specified time before the start of the session:This option will set the closing date to be the same period of time before each session. In this example, the closing date will be 3 days before the session is due to start. You will have the option to pick from minutes, hours, days, weeks and months. 
  
• Close bookings at specific dates & times for each session:This option will allow you to set a specific date and time - this is configurable for each individual session. 
  

Once you have configured this page, click Next to move on to the Booking Limits step.

C. Booking Limits

Booking Limits can only be set per student or per parent, depending on what you have selected for the Booking Type option on the Basic Details page. In the example above Student Based was chosen, so you will be able to book one ticket/place per student for each session in this event.

If you need more than one ticket/place then set  Parent Based in Basic Details.

Once the limit is set click  Next to go to the Payment Details step.

D. Payment

1. If there is no cost for booking the event leave the There is a cost for this event box unticked and click Save at the bottom of the screen to return to the main Events stage, where you will see a summary for each event already added.

2. If there is a cost for the event tick There is a cost for this event. This will present you with a box to enter the price per ticket/place:
   
   Next you configure how payment will be collected. If you select The school you can either:

Tick the box to Require immediate Payment - in which case payment will be taken as soon as a parent books, using any payment method set up for your system (see Setting up Payment Providers for further information).

Or leave it unticked, in which case the price will show on screen to the parents but no payment will be taken.

You can then enter Payment instructions for parents - for example to bring cash on the day, call in to the School Office, etc.



If External provider/other is selected the price will show on screen to the parents but no payment will be taken.
You can then enter Payment instructions for parents - for example to bring cash on the day, call in to the School Office, etc.

Click Save to go back to the main Events stage.

Adding more Events

On the main Events stage you will see a summary for each event already added. To add more click the blue Add Another Event button at the top right.
At the foot of the page is the option to set an Event Limit on the number of events a student can be booked into via the How many Events can be booked per student drop down. For example: if you have an event that contains only Monday Lunchtime Events you might want to set a limit of 1, since a student could not physically attend more than one simultaneous event.

Click Next to go to the final Booking Questions stage.

3. Booking Questions

This stage allows you to add questions, these can be optional, or mandatory, added to all the events in an event group, or only to specific events.

To set a question on all events within the event group click Add Question under All Events. Alternatively (or in addition) where a question is event specific use Add Question beneath the relevant event.

Whichever option you choose, you are then presented with a form to set the question. At the top is a reminder of what the question applies to:

Under this you enter the text of the Question and choose the Type of Answer you require.

The available options under Type of Answer are:

• Text Field: allows the parents to type an answer to the question in their own words.
• Yes/No: allows the parents only a binary 'yes' or 'no' reply.
• Date Field: allows the parents to enter a date.
• Drop Down: this allows you to select a range of pre-set responses for parents to choose from. You add options by typing in text, then pressing enter to load another entry box. You can reorder the options by clicking and dragging them, or delete them by clicking the bin icon.
  

Tick This question is mandatory if you want parents to be obliged to answer it before they can make a booking.

Click Save which will take you back to the main Booking Questions page, where you will see a summary of questions already added and can edit them, or add more if wished.

Once all your questions have been added click Submit to finish your event group setup and go to the Event Dashboard.

To view the answers given to questions go to  Manage Bookings and Export All Bookings - the answers for each parent are given in the resulting spreadsheet.

All the above can be revisited and edited at any time via Clubs & Events > clicking on an event group > Configure Event.