Creating a Series Event

 

In this article, we'll review best practices for setting up a SERIES event.

Series events are events that have multiple dates, but unlike recurrent events, they have connected registration. This means that if there are three events in the series, then registration is shared across all three events. It is NOT possible to register for only one event in a series. Once the first date in the event series has passed, guests can no longer register for the series.

 

If this does NOT sound like the type of event you want to create, please refer to Creating a Recurrent Event or Creating a Multiple Day Event.

 

To make a SERIES event, start by making a standalone event. As always, you'll start in your dashboard, by clicking NEW EVENT.

 

The event that you would make as your standalone would be the first event in that series. For example, I am creating a weekly lecture series that runs from April - June. I am going to choose the first Tuesday in April as my start date. This first event created within a set is referred to as the PARENT event.

 

 

After pressing SAVE, the registration button pop up window will appear. You should edit the MAX REGISTRATIONS WITH THIS BUTTON to be accurate to your event. 

If your event is ticketed, you will set the ticket price during the copying process. Therefore, there's no need to set it at this stage.

 

After pressing SAVE INFO, you can edit your EVENT DESCRIPTION. At this point it's useful to decide whether the event descriptions for every event in the series will be the same, or whether each will have its own unique details. If all event descriptions will be the same - make sure to include all the info on all events / classes in the series in the description in this master event.

 

After pressing SAVE, you can edit your confirmation email. Start by navigating to the EMAILS tab. Then choose which email you want to edit. For more information on this process, please refer to Customizing Confirmation Emails.

The confirmation email for the whole series is sent from this master event: you may want to add the dates / times and other info of all the events in the series to this initial confirmation email. This also applies to the confirmation email if your series is going to be paid.

 

Please note: Once you copy an event, you cannot copy it again. You can only edit individual events within the set. Therefore it is imperative to ensure everything about your parent event is amended to your exact specifications, as all of the details will copy over to the 'children' event in the set.

For more information on best practices for creating a standalone event, please refer to Creating an Event in SeatRobot and Adding Details to Your Events.

 

After everything is perfected in your standalone event, you can navigate to your DASHBOARD and press the COPY icon next to the event you want to make into a series.

 

 

The COPY window will appear. When you press SERIES, the window will expand with options.

If your event is paid, you can set the PRICE in the textbox, then choose the types of copies you want to make.

If your event is free, keep the price at $0 and choose the type of copies you want to make.

CREATE MULTIPLE SIMPLE COPIES will copy all of the event details, including the date. '

CREATE COPIES BY SCHEDULE will copy the event details, but have different dates depending on whether you selected daily, weekly or monthly.

 

My series is weekly, so I will choose that option then select my quantity.

The total number of events in the series will always include the first event - so if your series will have 8 events in total, you should make 7 copies.

After you've pressed SAVE, you'll be redirected back to the DASHBOARD.

To view the newly created set of series events, click on the green badge on the left of the event name. The number in the badge corresponds to the total number of events in the series.

 

This opens up a list of the events in the series set on the right side of the screen. 

If you'd like to edit the name of an event in your set, check the box to the left of the event and press EDIT NAME.

 

A pop up window will appear. Here, you can amend the name of a singular event, then press SAVE.

 

The new name will be saved within the series.

 

You can also amend the date of any specific event within a series. Check the box next to the specific event you want to amend, and click EDIT DATE.

 

A pop up window will appear, where you can edit the date and time of the specific event. Once corrected, press SAVE.

 

PLEASE NOTE:  When you create a copies of a parent event, the date is automatically added to each of the 'children.' If you amend the date of an event by utilizing the tool above, this does NOT reflect in the name of the event. You must do that manually. (See below how the name of the event and the date do not match after I've edited the event date)

 

Another tool that is unique to SERIES events is the ability to amend the price within this window. 

Simply check any of the boxes next to the events in the series, then press EDIT PRICE.

 

A pop up window will appear where you can amend the price. Type the new price into this textbox then press SAVE.

 

PLEASE NOTE: When you do this, the prices for every event in the series also changes to this price. This is because of how series events function. They have connected registration. Therefore, you only register once, then you are listed as a guest in every event within the series. You cannot have individual prices for every event within a series because it's seen as one registration.

 

Another tool you can utilize in this window is the DELETE button. If you want to delete an individual event or multiple events within a series, you can check the box next to each specific event you want removed and then press the trash can icon.

 

 

PLEASE NOTE: If you delete events that have registrants, you will be required to compose a cancellation email that will automatically be sent to those guests. This is the same process that occurs when you delete stand-alone events.

 

You can also amend individual events within a set by going into the SETUP of the event itself. To do this, click the name of the specific event you want to edit.

 

At this point, you'll land 'behind-the-scenes' of this event. You can edit anything within this event, exactly like you would in the parent event or a standalone. PLEASE NOTE: any changes made in here will only reflect in this specific event, and will not carry over to the other events in the set.

For a series event, you may wish to go into each event in the series and edit the EVENT DESCRIPTION, adding details of what will be included in that specific class / event (example below)

 

When you've finished perfecting your SERIES, you can toggle it 'on' in the DASHBOARD, and make it live on your SeatRobot aggregate events website.

 

If you go to your events website, you can see the SERIES has been made live.

Within the chiclet, there are two messages.

The **series event indicates that it is a series event.

The $$ paid event lets people know that this event costs money before they need to click into it.

PLEASE NOTE: As soon as the first event in this series (April 1st) passes, this SERIES will disappear from the aggregate SeatRobot events website. Again, this is because the series is seen as a holistic experience where attendees are expected to attend every individual event within.

 

If you click REGISTER, you'll be taken to the series webpage. The other events in the series can be accessed beneath EVENTS INCLUDED IN THIS SERIES.

 

Thank you! If you have questions about this process or any other SeatRobot features, please reach out to SeatRobot support.