Step 2f: Setup Event collections

The 'Event collections' tab of the participant module content page allows you to view and manage event collections.
When your participant module is setup online, you have the possibility to use event collections.

There are two types of event collections, 'Bookings' and 'Availability'.

Bookings event collections

The 'Bookings' event collections are used to group Registration Types, Registration Events and/or Accompanying Person Events, in order to create a report of the numbers and prices. For example, if you have multiple registration events for your dinner (free for speakers, normal price, discounted, additional dinner ticket), you don't have to add up all the options each time you want to know how many dinners you need to arrange. Simply add them to one single event group, and you can see the total for all these events in no time.

The list shows the event collections with their respective registration items.
To edit an existing event collection simply click on the name.

To change the ordering of the event collections drag the hamburger icon (three stripes) under the 'Order' column to the appropriate position in the list.

You can hide event collections and assign existing registration items to event collections by marking the appropriate checkboxes and clicking the desired action in the options menu at the top of the list.

You can show additional columns by clicking the 'Extra Columns' button at the top of the list.

At the top of the page there are several buttons:
Show numbers & prices
- View statistics for all event collections

Export/Import
- Export and import event collections

Add event collection bookings
- Add a new, empty, event collection

To add events to an event collection, select the collection and click the three dots -> assign registration items.

The following screen appears. You can select all events that need to be added to this collection. Use the different tabs in the screen to switch between the different type of events: Registration types, registration events and accompanying person events.

After selecting all events and using the save button, you will see which events are connect to the event collection.

Availability event collections

The 'Availability' event collections are used to group a set of events together and set a maximum limit for the event collection. Once this maximum is reached, the items in the collection can no longer be booked by your participants.
For example, suppose you offer various types of day tickets for the first day of your congress, such as rates for members, non-members, students, as well as a discounted rate, but the total number of participants for that day is capped at 100. In that case, you can group all these event options into a single availability event collection and set the maximum capacity to 100.

At the top of the page there are several buttons:
Show numbers & prices
- View statistics for all event collections

Export/Import
- Export and import event collections

Add event collection availability
- Add a new, empty, event collection

To add events to an availability event collection, select the collection and click the three dots -> assign registration items.

The following screen appears. You can select all events that need to be added to this collection. Use the different tabs in the screen to switch between the different type of events: Registration types, accompanying person events and registration events.
Please note that all events can only be placed in one availability event selection.

Use the 'Checkbox selection tool' to 'Select From / To' and 'Deselect From / To' to allow you to quickly select or deselect a range of checkboxes. Click on one checkbox, then click on another, and both these checkboxes and all checkboxes in between will be selected or deselected.

'Select By ID' is only available when the table includes an ID column, and allows you to select your desired checkboxes by entering comma-separated IDs into the dialog.