From InsightWiki
Revision as of 14:44, 5 October 2018 by Admin (talk | contribs)
Jump to navigation Jump to search

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.

Manage Events

The manage events page

The manage student events page will show a list of all of the events that have been created in Insight.

Manage events1.jpg

Creating and editing events


Details tab

The event will need to be given a start time and title. If you are allowing users to book seats then enter the number of rows and how many seats will be in each row. 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.

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. This is either per user, or per child.

When the event is in design mode, it will be invisible to users. The booking status will make the event visible to parents 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.


If the event is available to all users then you do not need to select an invitees as the event will be public. Otherwise, click the add button and select some students. Only users who are linked to those students will be able to see and make reservations for the event.


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 Output
{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


Multiple events can be linked together. This could occur where there will be several performances of the school play on different days. Each user's maximum bookings will apply across all events, so a user might be able 2 seats to any one of the events, rather than 2 seats to each event.

Arrange seating for an event

To edit the layout of the seating, click the Arrange Seating Button.

Event seating layout1.jpg

Click on a seat to make it unavailable. Seats that have already been reserved will be highlight in dark grey. You can select options from the drop down menu to find out which people are sitting in any of the seats.

Student Events


The following role options are required to configure a student event:
Manage > Manage student events (On)

Creating a Student Event

A one-off student event, configured for auditions for a play. 10 auditions are available for each part.

To create a news student event go to:
Manage > Manage student events

This section explains how to create a one-off student event (e.g. the event only happens once and there are no related events). For Concurrent or Recurring events see the advanced configuration section below.

Click the Add button at the top of the page. A window will open with two tabs. On the Details tab enter the name of the Student Event in the Description field. Enter the Open and Close dates for the Event, this the date range over which bookings can be made.

If you would like parental accounts to be able to make bookings on behalf of students then enable the Allow parental booking option.

Enter the Number of sittings available to the Student Event. Each sitting has a number of slots, and students will be able to book a single slot. If this option is set to 1 then you will be able to select one or more days of the week. This is used to configure a recurring student event which is covered in the advanced configuration section below. For a one-off student event, do not select any of the days of the week.

Using the Times button to set slot names to match times during the day.

One or more rows will now have appeared at the bottom of the window. Each row corresponds to a sitting. Give each sitting a name and enter the Capacity, which is the maximum number of bookings that can be made for that sitting. You can optionally add further information about a sitting using the Description button.

You can edit the names of the slots by clicking the button in the Slots column. This will open a window showing a list of all of the slots available for the sitting. Each slot can be renamed manually, or you can click the Times button to set all of the slots' name to match times during the day.

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 Select students button and select the relevant students.

Advanced Configuration

Recurring student events
A recurring Student Event allowing students to book a place in the computer room for Friday lunchtimes.

Student Events can be configured so that they are recurring. This means that the event happens once or more per week and students can make a booking to the event each time that it occurs.

To configure a recurring student event, follow the steps for a one-off event (see above: Creating a Student Event). Set the Number of Sittings to 1 and you will then see a button for each day of the week. Select the day(s) of the week on which the Student Event will take place, then finish configuring the Event as normal.

The event will be available on every one of that day(s) over the date range that the event is open. A recurring event cannot be concurrent (below).

Concurrent student events

Separate Student Events can be configured to interact with each other. When a student makes a booking for a sitting in one event, they will not be able to make bookings for sittings of the same name in other concurrent events.

Concurrent events are configured in exactly the same way as one-off student events (see above: Creating a Student Event). In order for events to be concurrent, at least two events must exist and the events must have exactly the same Open and Close 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.

This is typically used where you want students to make selections in order of preference. 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 "Safari Park" in the 1st choice event, they will not be able to book "Safari Park" in their 2nd or 3rd choice, although the other school trips will still be available.

Concurrent events cannot be recurring (above). If you have set the Number of sittings to 1 and selected a day of the week on which the event will recur, the concurrent rules will be ignored and the event will be treated as a recurring event (above).


Making Bookings

An event with seat reservations
An event with ticket booking

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

Events are used to allow users to reserve seats or places at school events, such as talent shows or school plays. Events are configured via the manage events page.

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 the various 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 ticket printing is enabled, there will be a print button at the top-right of the page. Clicking this button will print the tickets. 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.