Use this article if the Events page has a Create New Event button. If it has a New event button, see the articles in Events and sessions.
Use the schedules of an event to give it sessions that people can book. Open, create, edit, duplicate, archive and delete schedules from the schedules page of the event.
Before you start
Each task needs its own permission, as the table shows.
| Task | Permission | Default roles |
|---|---|---|
| Open the schedules of an event | View schedules | Organisation Admin, Event Admin (for its events), Schedule Admin (for its schedules), Session Facilitator (for its sessions), Learning Experience Admin (for its learning experiences) and Learning Experience Tutor (for its learning experiences) |
| Create a schedule | Create schedules | Organisation Admin and Event Admin (for its events) |
| Edit, publish or archive a schedule on its card | Edit schedules | Organisation Admin |
| Edit a schedule from its sessions page | Edit schedules | Organisation Admin, Event Admin (for its events) and Schedule Admin (for its schedules) |
| Delete a draft schedule | Edit schedules and Delete schedules | Organisation Admin |
Open the schedules of an event
Open the schedules of an event to see the schedules that are not archived and the state of each one.
- Select Events in the menu.
- Select the event.
The event opens its schedules page. The page shows the event name, the event description and a card for each schedule. Published schedules come before drafts, and in each group the schedule with the earliest session comes first, with schedules that have no sessions last. The page loads more cards as you scroll down.
If the event has only one schedule, selecting the event opens the sessions of that schedule instead. The page title is "Schedules". It changes to "My Schedules" when the page lists only the schedules that you created, and to "Archived Schedules" when it lists archived schedules.
Type in the Search box to narrow the cards. If no schedule matches, you see "No schedules found for your search". If the event has no schedules yet, you see "You have no schedules for this event".
Check the booking status of a schedule
Check the chips on a schedule card to see whether people can book and how many places are left.
| Chip | What it means |
|---|---|
| "Draft" | The schedule is not published. |
| "Archived" | The schedule is archived. |
| "No sign-up dates" | The schedule has no sign-up start date and no end date. |
| "Booking Open" | The sign-up window is open now. |
| "Booking Not Open" | The sign-up start date is in the future. |
| "Booking Closed" | The sign-up end date has passed. |
| "Fully Booked" | The schedule has a maximum and no places are left. |
When the schedule has a maximum, the card shows the places left, for example "6 places available". The card also shows how many people are booked, for example "4 booked". The count includes people on the waitlist and does not include requests that wait for approval. The card does not show the count while the booking is not open yet, or when the schedule has no sign-up dates and no bookings.
The name of a published schedule opens its sessions. The name of a draft schedule is not a link.
Create a schedule
Create a schedule to give an event a set of sessions that people can book.
- Open the schedules of the event.
- Select Create New Schedule.
- Under "Schedule Details", enter a Title.
- Select a Set Timezone.
- Enter the Maximum Bookings and the Required Attendance.
- Complete the other settings that you need.
- Select Create.
Create saves and publishes the schedule. Select Save as Draft instead to save it unpublished. The Create New Schedule button is in the header of the schedules page. If the event has no schedules, it is under the message "You have no schedules for this event".
A draft schedule has the "Draft" chip.
Title, Set Timezone, Maximum Bookings and Required Attendance are required.
Set the sign-up window, approval, capacity and waitlist
Set when people can sign up, how many can book and what happens when the schedule is full. You set these on the schedule form, when you create a schedule or edit one.
Under "Set Sign-up open and close date / time", pick a Start Date and an End Date. Both are optional. The form shows "Dates and times are in <time zone>." for the time zone that you chose. The end date must come after the start date.
A schedule with no dates has the "No sign-up dates" chip.
Turn on Require manager approval for learner signups when learners must ask for approval before they can book. After approval, a learner is booked if places are free. A learner is waitlisted if the schedule is full and waitlisting is on.
Under "Capacity", enter the Minimum Bookings if you want one. Enter the Maximum Bookings, which is required. It is a whole number from 1 to 999. Turn on Allow waitlisting for fully booked sessions to let people join a waitlist when the schedule is full.
If you raise Maximum Bookings on an existing schedule that has the waitlist on, you see a dialog titled "Waitlisted Users Will Be Booked". Select Save Changes to continue, or Cancel to go back.
Set attendance, learner notes, sharing and custom fields
Set how many sessions count for completion and whether learners can add notes. You set these on the schedule form.
Under "Attendance", enter the Required Attendance. This is the number of sessions required for completion points. It is required, it is a whole number of 1 or more, and it is 1 by default.
Under "Notes", turn on Allow learners to add notes during sign-up to let learners write a note when they sign up. This setting is off by default. If you turn it off, learners cannot add notes.
Under "Sharing", enter email addresses in Share with external users by email, separated by commas. To remove an address, delete it from the box.
If your organisation has custom fields for event schedules, a "Custom fields" section shows on the form. Complete the fields there before you save.
Edit or publish a schedule
Edit a schedule to change its details, or to publish a draft. You can also open the form from the sessions page of a published schedule: select Edit Schedule at the top of the page.
- Open the schedules of the event.
- On the card of the schedule, select the pencil icon. The icon shows the hover text "Edit Schedule".
- Change the settings that you need.
- Select Save Changes.
The schedules page opens again and the card shows the new details. Save Changes also publishes a draft schedule. To keep a draft unpublished, select Save as Draft instead. A published schedule does not have Save as Draft.
Select Cancel to leave the form without saving. The form has the title of the schedule, with the saved values in place.
Duplicate a schedule
Duplicate a published schedule to reuse its settings and sessions for a new run.
- Open the schedules of the event.
- On the card of the schedule, select the copy icon. The icon shows the hover text "Duplicate Schedule".
- In the dialog "Duplicate Schedule '<schedule name>'", select Duplicate.
The dialog closes and the list refreshes with a new card. The copy is named "Copy-of-" followed by the name of the original, and it is a draft.
The dialog says that duplicating the schedule also duplicates all associated sessions, and that no registrations are carried over. The copied sessions keep their facilitators and reminders. The facilitators of the copied sessions get no notification when you duplicate.
Delete a draft schedule
Delete a draft schedule that you no longer need.
- Open the schedules of the event.
- On the card of the draft, select the bin icon. The icon shows the hover text "Delete".
- In the dialog "Are you sure you want to delete this draft schedule?", select Delete Draft.
The list refreshes without the card, and you see "Deleted successfully". Only draft schedules have the bin icon. To remove a published schedule, archive it instead.
Warning
The dialog says that the draft is deleted immediately and that you cannot undo this. The sessions of the draft are deleted with it.
Archive a published schedule
Archive a published schedule that has finished or that you no longer offer.
- Open the schedules of the event.
- On the card of the schedule, select the archive icon. The icon shows the hover text "Archive Schedule".
- In the dialog "Archive schedule '<schedule name>'", enter a Cancellation Note if you want to give a reason.
- Select Archive.
The dialog closes and the list refreshes. The schedule shows the "Archived" chip, and it appears on the page titled "Archived Schedules". You cannot edit, duplicate or archive an archived schedule.
Warning
If the schedule has sessions, the dialog says that archiving cancels all of them. You cannot undo this action.
Troubleshooting
If you see "This field is required" under a field, enter a value in it. Title, Set Timezone, Maximum Bookings and Required Attendance are the required fields.
If you see "This field only accepts a comma separated list of email addresses", correct the list in Share with external users by email.
If the name of a schedule is not a link, the schedule is a draft. Publish it to open its sessions from the name.