How do I create 'Bookable Sessions' in my registration form?

Please note that the following article shows functionality for the new version of our form editor (v2). If you are using our legacy form editor (v1), you can still follow the steps in the article below, but the location and/or naming of the options noted may be different. If you wish to switch to the new version of our editor, please contact us at getregistered® support.

To begin creating 'Bookable Sessions', select the option under the 'Widgets' section of the 'Form Builder' (right-hand side of the page) in the Registration Form editor.

You will now see the 'Add Session' window displayed. Click on 'Add Sessions' and the 'Add Bookable Session' form will be displayed, and you can now begin building your Bookable Session(s):

How do I configure and add Bookable Sessions?

Once you have selected to add a Session, you will be presented with the following options matching the screenshot above:

1. Session Name - this is the name that will be displayed at the top of the Bookable Session area for attendees. This is a mandatory field.
2. Session Description - this field allows you to add help text or instructions to assist the attendee with making their Bookable Session choices.
3. Checkpoint Creation - this dropdown allows you to select if a checkpoint/checkpoints should be created for your Bookable Session. When a checkpoint/checkpoints are added, you will then be able to check attendees in/out for the session using the QR code for their registration. The following choices are available. Please note that if you wish to apply dates/times to a session slot checkpoint, you must add your dates/times in the 'Slot Details' area (more on this shortly):
   1. No Checkpoints - no checkpoints will be created for the Bookable Session
   2. Checkpoints per Session - creates a single checkpoint that will be used for all session slots
   3. Checkpoints per Session Slots - creates a checkpoint for each Session Slot in your Bookable Session.
4. Session Slots - create slots for your Bookable Session. These can be singular or multiple, but there must be at least 1 session slot present to create a Bookable Session.

Configuring your Bookable Session slots

In the Session Slots area, you can add/edit your session slots and set your slot capacity - to add session slots, simply click on the green '+' icon. To begin configuration of your slots, click on the relevant field displayed and enter the name/value that you wish to be applied. Please note that when creating new Session Slots, the capacity is set to 0 by default, so remember to increase your slot capacity before saving!

If you have 'Payments' enabled in your Event Settings, there will be an additional field present that allows you to add a 'price' if there is an additional session fee.

For Session Slots to be active they must:

1. Have a 'Name'
2. Have a capacity greater than 0

You can order session slots by dragging an individual slot up or down on the grid if required.

If you wish to delete or add more details to a session slot, click on the 3 dots displayed at the end of the row for the relevant session slot.

What details can I add to a Session Slot?

If you click on the 'Slot Details' option, you will see the following pop-up window displayed:

In this area, you can select the start and end date/times for the session slot and also add a description in the text area provided. If you add these details to a slot, the date/times chosen will be applied to any checkpoints created from the Bookable Session, and these will also be displayed on the registration form for the attendee when they are making their session choices. If a session description is added, there will be a 'More Info' button displayed on the attendee's registration form inline with the session slot, which when clicked on will display the description in a pop-up window.

Adding your Bookable Session to your registration form

When you've finished configuring your Bookable Session, click on the 'Add Session' button to proceed. This will save your changes, and you will be returned back to the main 'Bookable Sessions' window, with your new session displayed.

To add the session to your registration form, click on the 'Add To Form' button - you will then see the window close and the session will be displayed on your event form in the central area of the current page - don't forget to 'Save' this change!:

Advanced Bookable Session configuration options

Once you have added your Bookable Session to your registration form, you will see that there are now new options displayed on the right-hand side of the page. To return to editing your main Bookable Session options, click on the gear/cogwheel icon at the top-right of the page. However, there are some further 'advanced' options available on the current editor window:

Session Slot Visibility

This area allows you to choose if an attendee can select a session slot (depending on availability) or restrict to a specific set of slots/slot. By default, we allow all session slots to be be available on the registration form, to override simply uncheck the 'Include all session slots' check box and toggle the slots you wish to be visible.

Session Slot Options

This area allows you to pre-select a session slot as a 'default' for attendees, as well as choose how many slots an attendee can select for their registration. To set a default, click the checkbox next to the slot you wish to become the 'default' selection. If you wish to increase or restrict the amount of slots that can be selected, set your minimum and maximum values accordingly.

Slot Pricing

If you have 'Payments' enabled in your Event Settings and have set a price for your session slots, you have the ability to override the default price in the 'Slot Pricing' area. Simply enter your new price and save, and the new price will be applied to all new registrants.