How to set up COVID testing slots for students

To set up COVID testing for students, use the Other type event.

Log into your system as an Administrator and click  Clubs & Events on the coloured Navigation Bar at the left hand side of the screen.

Under Other Events click Add Other Events to set up a new one.

This will load the Basic Details stage of Configure Event.

1. Basic Details

Enter some general information in the Name and Description fields. This should cover all the individual events and sessions you will be grouping under this event group and will be shown to parents when they log in. 

The Booking Type for this specific event group should be set to Student Based.

Click Next to go to the Events stage

2. Events

You can now add individual events (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.

You will be asked if you would you like to copy from previous events - when setting up the first event for COVID testing you should create a new event from scratch.

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

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. It will also be included in their confirmation email after they 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. For example, if there are 3 nurses at your school for testing you can set the capacity to 3 - meaning each slot could be booked for 3 students at a time. 

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 can 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 narrow this down. 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 timeslot/session you enter for this event will have the capacity you set on the previous step.

In the example above, the slots are 15 minutes each - this can be set to however long your testing sessions need to be. 

You also have the option to Bulk Add Sessions, including a gap between sessions if required:

Once you have set up all of your sessions, you can then set a Closed for bookings date if required. This can be set for all sessions at a specific time and date:

A set amount of time prior to the start of each session:

Or at a specific date and time set individually for each session:

Click Next to move on to the Booking Limits step.

C. Booking Limits

Booking Limits can only be set per student. In this case set it to 1, as a student will only be tested once for the whole event and will only require one session.

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

D. Payment

If there is no cost for booking leave 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. 

If you need to pass on the charge for testing to families, click here to view our general guide on Other type events - this includes how to configure a payment option. 

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 a 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 more than one event for the same set of students and you only want them booking one test, set this limit to 1. 

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 presented with a form to set the question. At the top is a reminder of what the question applies to:

Under this 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 can 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 in order to 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.

Note: When the parent sees the questions the first name of the student involved will be displayed next to the answer box - this is to make it clear which student the answer is being given in regard to, since more than one student may be involved in the booking.

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

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