How to create sessions

Recurring sessions provide organizers with an efficient way to offer flexible payment options and easy booking for attendees.

This is ideal for courses running over several weeks where the participant should get the option to pay a reduced price based on the number of remaining courses. The function is also a good fit for drop-in activities, where participants can select the desired date from a list, from one registration form. 

Organizers get a full view of attendees and can filter and communicate with them based on sessions, improving management and the attendee experience.

Info: Sessions are a LetsReg Extra function. Can't you find Multiple/recurring sessions in your event setup? Please send us an inquiry and tell us what you need and we will help you choose the right features.

Here's how to do it

Start by setting up an event as normal. Feel free to read our user guide if you want a detailed explanation of how to set up an event.

Under step 1 you will see 'Dates & times'

1. Select "Multiple/repeating sessions", to access the calendar view:

2. Start by scrolling through the calendar until you see the desired start date. Then click on the date.

3. When you hover the mouse over the desired start date, you get access to the option 'Add session'.

Here you will set up the repetitive session your participants can choose from:

• Session name: What the session type should be called
• Start date: When your first session will be (weekday and first date)
• Session times: Duration and time of the session
• What is the maximum number of attendance per session?
• Recurrence: How often should your courses take place, for example once a week. If you choose 'Daily' or 'Weekly', you will also define an end date:
  
  
  Finish by clicking 'Add session'

You will then see that the sessions are produced and added to the calendar.

Create prices

Continue the event setup and proceed to step 2. You will now set up your prices.

Click the session icon

Predefined: This category's price remains the same, regardless of whether a session has passed.

• Here, the participant will register for all the sessions and pay one price on the registration page:

Pro rata: The price for this category will decrease as the sessions progress.

• Select this if you want to reduce the price for the participant, if your events have started. For example, if you sell courses over 10 weeks, at £ 110, and the participant wants to sign up after week 2. Then the system will remove the price for the first two sessions (£ 11 x2= £ 22) so that the participant only pays £ 88,-. 
  If the event has not started when the participant signs up, they will pay the full price for the category.

Multi-session: This category's price will be per session.

• Here, the participant can choose which sessions they wish to attend, and pay a fixed sum per session. For example, this is perfect for you who offer ongoing events where it is natural for a participant to show up once or a few times.

If you choose Multi-session, you also get access to a few more options:

Start by linking the session to your price category.

Then choose whether the participant should have a limited number of sessions to sign up for.
Also choose whether you want to show all or a selected number of sessions, when the participant signs up:

For example,  'The Next Five Sessions' will be presented this way on your registration page:

This is how you manage your participants

Under the 'Participants' tab, you can keep track of your participants.

If you want to see which participants are registered for one specific session, then filter the view under 'Session date':

Communication

When you set up either an e-mail or SMS, you will have the opportunity to send a message to the participants who are registered for a specific session.

How to edit sessions

If you want to make changes to one or more repetitive sessions, go to Step 1 in your event setup.

Edit single session

Click on the date of the session you wish to change. Then click 'Edit session':

Batch edit sessions

If you want to change all sessions at once, select "mass editing of sessions":

First select here which session you wish to edit:

Then continue editing and click update.