Manage student events

The student events feature is used to allow pupils to make bookings; this could be to book appointments or to register their choice from a list of options. Students are allowed to make one booking per event.

Creating Student Events

Single Student Events

Details

A stand alone student event will not be affected by other student events. To create a student event, click the button at the top left with the plus symbol. A window will open where you can configure your event.

Description
This is the name of the event - students will be able to see this when making their bookings.

Open & Close
These are the dates where students can make bookings to the event.

Allow parental booking
If parents are allowed to make bookings on behalf of the students then use this option; it will allow parental accounts to make bookings as well as students.

Number of sittings
Each sitting has its own slots, and it is slots that students will book. If you are creating a career advice event, then the slots might be the names of the staff members who will be available for the event. Each staff member will have their own list of slots that students can book.

Once you have selected the number of sittings, a list will appear at the bottom of the window. Each sitting should be given a name. Each sitting also has a capacity - this is the number of slots that will be available to students.

Slots can also be named - typically they will be given names relating to the times of the day that they represent i.e. slot 1 is "9:00", slot 2 is "9:10", etc. To name the slots, click the button under the slot names column. This will open a window - either name the slots by manually typing into the boxes or click the Times button to automatically name the slots as times during the day.

You can also give each sitting a description. This provides more information about the sitting. If you are creating a career advice day, then each sitting could represent a staff member, and the description could let the students know which field the staff member knows most about e.g. "IT specialist".

Students

Finally you need to decide which pupils should be able to make bookings to the event. To do this, click the Students tab at the top of the window. Click the Add students button and select the relevant students.

Concurrent Student Events

Student events can be configured to interact with each other; this might be used if you want students to select their favourite 3 options from a list of possibilities; if a student makes a booking in a sitting in one event (i.e. a sitting called "Alton Towers") they will not be able to make a booking in the same sitting (again called "Alton Towers") in another event.

Student events will be configured in the same way as single student events, above. Each of the linked student events will need to have the same start and end date.

If different events have sittings with the same name as each other (e.g. Event 1 has a sitting called "Alton Towers" and Event 2 has a sitting called "Alton Towers") then pupils will only be able to make one booking to either of those sittings, even though they are in different events.

For example, you might create 3 student events, called "1st choice", "2nd choice" and "3rd choice". In each of these events, the list of sittings will represent the different school trips that the students can opt to attend. The number of slots for each sitting represents the number of places available on the trip. If a student makes a booking for "Alton Towers" in the 1st choice event, then they will not be able to book "Alton Towers" in their 2nd or 3rd choice, although the other school trips will still be available.

Editing and Cloning Events

To edit the details of an event, simply select it and click the edit button (the one with the pencil). This will open a window where you can alter any of the details that were entered when creating the event. Events can also be cloned by selecting them, and then clicking the clone button (the one with the star). This is especially useful when creating concurrent student events.

Deleting Student Events

Events can be deleted simply by selecting them and then clicking the delete button on the top toolbar. This will delete the event and all of its bookings.

Reporting on Student Events

To report on a single event, select the event and then click the single report button (the button with the scroll). This will run a report showing the bookings just for that event.

You can also report on linked events. To do this, click on the linked event report button, which is the button with a set of stairs. Once done, select the events that you want to report on. This will open a report showing pupils' bookings across all of the selected events.