Making multiple sessions for an event

Creating multiple sessions for an event breaks down the main event into different time frames or sessions. If the school has an event running from 10am - 2pm, this setting can restrict the maximum capacity for each subcategory 10am-11am, 11am-12pm, 12pm-1pm and 1pm-2pm.

Schools can use this function to make sure that the attendees are equally divided during the event due to space limitations (e.g. seats in the theatre) or to have enough staff across the attendees.

In the Enrol HQ system, this is done in the event tab by creating (or copying) a new event as usual.

Step 1. Create an event

1 - Set the attendee limit per family to the amount each family can bring.

2 - Give a name to each sub-session to separate the time frames

3 - Pick the date of the event

4 - Pick the start time of the event

5 - Pick the end date of the event

6 - Set the maximum total capacity of the sub-session

7 - Click on copy session to duplicate the information to another event session with the same information

When creating multiple events, set the attendee limit per family and capacity level to match your desired numbers.

In the example above, each family would be able to bring a maximum of five people and the total event has a capacity of 50. If every family brough five people each the event would be fully booked as soon as the 10th family booked in. If every family booked in with only three people almost 17 families would be able to book before the event was fully booked.

When the event is fully booked the link to “register booking” is automatically disabled and shows “Fully Booked” under the Events listing page.

Step 2. Create sub-sessions

For this example, an open day tour with 4 sessions is created for February 1st 2022.

Tour 1. 10am-11am (Capacity 50 people)

Tour 2. 11am-12pm (Capacity 100 people)

Tour 3. 12pm-1pm (Capacity 100 people)

Tour 4. 1pm-2pm (Capacity 150 people)

1 - Change the name to the new and correct time frame

2 - Find the date in the calendar

3 - Change from 10am to 11am under start time

4 - Change from 11am to 12pm under end time

5 - Set the correct capacity level for this session

6 - Click copy and repeat

When clicking “copy” most of the information is duplicated so it's important to adjust these points to ensure correct information for each sub event.

The final outcome on the events listing page will look like this.