Events

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Events is an additional module that allows students and parents to make bookings for events that they would like to attend. Examples include school plays and talent shows. Events is part of the parents evening additional module, which is a bundle that also includes student events and parents evenings.

As Events is an additional module of Insight, a separate charge applies. Please contact sales@tascsoftware.co.uk for further information.

Configuration

The following role options are required to configure an Event:
Manage > Manage Events (On)

Creating an Event

The Manage Events page

To create a new Event go to:
Manage > Manage Events

Click the Add button at the top of the page. A window will open with four tabs. Enter a Title for the Event.

Details

Enter the date and time that the Event will take place in the Start and Time fields.

Use the Number of rows of seats and the Seats per row to create a grid of seats for attendees. You can remove seats later if you want to leave a walkway in the middle, for example. If you do not want users to reserve specific seats then you should put all of the seats into a single row. This will disable seat booking and allow users to book tickets only.

The separate adult and junior option allows users to specify whether the seats they are booking are for children or adults. You will also need to specify the maximum number of reservations that can be made. The booking limit is either per user, or per child.

When the Status is set to Design the Event will be invisible to users. Setting this to Booking will make the Event visible to users and allow them to make bookings. The closed status will prevent users from making any further bookings to an existing event, although the Event will not be hidden from users.

Invitees

By default Events are available to all users. If you do not want the Event to be public, go to the Invitees tab. Click the Add button to select the students who are invited to the event. Any users linked to these students will also be invited to the Event.

Users will not automatically be notified as Events open or as they are invited. You can use the Notices feature of Insight to send messages to users if required.

Ticket

From the Events page users can print their own tickets. The ticket tab is used to design the layout of the ticket. The following merge fields can be used:

Merge Field Meaning
{event} The name of the event
{seat} The grid location for the seat e.g. A5
{start} The date and start time together e.g. 31/03/2015 17:00
{date} The date of the event only
{time} The start time of the event
{title} The title (e.g. Mr, Mrs, etc.) of the user
{forename} The forename of the user
{surname} The surname of the user

Advanced Configuration

Seating

A seating layout showing Unavailable and Reserved seats

Select an Event then click Seating to edit the seating arrangement for that Event. Use the dropdown at the top of the page to select either Unavailable or Reserved.

Unavailable is used to remove seats from the event althogether. Select Unavailable from the dropdown then click on any seat to remove that seat from the Event. This is useful for creating the correct layout if your seats are not going to be arranged in a perfect grid.

The Reserved option is used to prevent bookings being made for certain seats. You may want to reserve the front row of seats for staff or a section of seats for people with mobility issues. Select Reserved from the dropdown then click on the seats that you would like to reserve.

Linked Events

Insight allows Events to be linked together. When Events are linked, users' ticket allowance is spread between all of the events, rather than users having a separate allowance for each Event.

To link Events together, first create all of the Events that you want to link. The Status of these Events should be Design. All of the Events must have the same settings for per Student and for Separate adult and junior. Once the Events have been created, Edit them one at a time and go to the Linked tab. Select the other Event(s) to link it to then click Save.

Note that linked Events do not need to have the same maximum reservations. If this is different, the largest number of maximum reservations will be shared across all of the linked Events. However the maximum number of bookings for each event will be defined by the maximum reservations setting for that event.

Usage

Admin/Staff making Bookings

Making a booking for a student or parent

The following role options are required for staff to admin to make bookings for an Event:
Manage > Manage Events (On)

Bookings can then be made using the following page:
Manage > Manage Events

Select the Event that you would like to make bookings for then click the Seating button (even if your event does not allow specific seat booking).

Use the dropdown at the top of the page to select the person that you would like to make a booking for, then click on the seat that you want to book for that person. If your event does not allow specific seat booking, you will have a single row of seats. In this case make bookings by selecting any empty seat in the row.

Parents/Students making bookings

An event with seat reservations
An event with ticket booking

Parents and students require the following role options to make bookings for Events:
General > Events (On)

The page then accessed via:
General > Events

If multiple Events are open for reservations then users will see a drop down at the top of the page which allows them to switch between Events.

Events will either allow ticket-only reservations or seat reservations. Bookings are always allocated on a first-come first-serve basis. If seat reservations are allowed then seats reserved by other users will have black icons in them and seats reserved by the logged in user will have red icons.

If bookings are allowed separate for adults and juniors (see the Creating an Event section above to configure this) then users can click a second time on a seat to convert a booking from adult to junior. If the Event does not allow seat booking then the user will see separate selectors for tickets for juniors and adults.

The Print button is used to print the tickets for the Event. Note that Insight does not support payment options so if the tickets are being sold, the user will still need to arrange payment with the school.

Running Reports

The following role options are required to report on Events:
Manage > Manage Events (On)

To access these reports go to:
Manage > Manage Events

First click on the Event that you would like to report on, then click the Reports button at the top right of the page. A list of bookings will be displayed ordered either by the name of the student or the seat number.