Event Series

Event Series let you create recurring activities like weekly classes, monthly workshops, or ongoing programs. Parents can purchase a series pass for all sessions or drop in to individual sessions.

What Are Event Series?

An event series is a collection of related sessions that repeat on a schedule. Common examples include:

• Weekly art classes - 8 sessions over 2 months
• Monthly book clubs - 6 sessions across a semester
• Bi-weekly science labs - 12 sessions for a term
• Daily summer camps - 5 consecutive sessions

With event series, you can:

• Set up all sessions at once with automatic date generation
• Offer series passes for attendees who want all sessions
• Allow drop-in attendance for individual sessions
• Track attendance across the entire series
• Manage capacity for each session

Creating a Series Event

Start with Basic Event Details

1. Go to your group page
2. Click Create Event
3. Fill in the event basics:
   • Event title (e.g., "Fall Art Class Series")
   • Start date and time for the first session
   • End time
   • Location or virtual meeting details
   • Description

Enable Event Series

1. Find the Event Series card
2. Toggle the switch to enable series mode
3. The card expands to show series configuration options

Configure the Schedule

Frequency Options:

Frequency	Description
Weekly	Repeats every week
Bi-weekly	Repeats every 2 weeks
Monthly	Repeats once per month
Daily	Repeats every day

For weekly events, you can select which days of the week:

1. Click on the day circles (S, M, T, W, T, F, S)
2. Selected days appear highlighted in blue
3. Sessions will be created for each selected day

Set the Number of Sessions

1. Enter the total number of sessions (2-52)
2. Use quick presets: 4, 6, 8, or 12 sessions
3. The preview updates to show all session dates

Preview and Adjust Dates

The session preview shows:

• Session number
• Date and time for each session
• Status (included or excluded)

To exclude specific dates (holidays, conflicts, etc.):

1. Find the date in the preview list
2. Click the X button next to that date
3. The date appears crossed out
4. Sessions are renumbered automatically

Planning Around Holidays

Before publishing, review your session dates and exclude any that fall on holidays or school breaks. This saves you from editing sessions later.

Series Passes vs Drop-In Tickets

Event series support two types of attendance:

Series Pass

A series pass grants access to all sessions in the series:

• One purchase covers the entire series
• Typically offers a discounted rate compared to drop-in
• Pass holders are automatically reserved for each session
• Ideal for committed attendees who plan to attend every session

Drop-In Tickets

Drop-in tickets are for individual session attendance:

• Purchased per session
• Usually priced higher per session than the series pass rate
• Subject to session capacity after series pass holders
• Great for families who want to try a session or can't commit to the full series

Setting Up Ticket Types

When creating tickets for a series event:

1. Click Add Tickets or Manage Tickets
2. Create a Series Pass ticket:
   • Name it clearly (e.g., "Full Series Pass - 8 Sessions")
   • Set the total price for all sessions
   • Optionally limit quantity
   • Check Series Pass option
3. Create Drop-In tickets:
   • Name each ticket type (e.g., "Single Session - Adult")
   • Set the per-session price
   • These tickets are available for individual sessions

Pricing Strategy

Many groups price the series pass at a 10-20% discount compared to buying all sessions individually. For example, if drop-in is $15/session for 8 sessions ($120 total), the series pass might be $99.

Managing Series Sessions

After creating a series event, you can manage individual sessions.

Access Series Management

1. Go to your series event page
2. Click Manage Series or find it in the event menu
3. View the series management dashboard

Series Overview

The dashboard shows:

• Total Sessions - Number of sessions in the series
• Upcoming - Sessions that haven't happened yet
• Series Passes Sold - Number of pass holders
• Passes Available - Remaining series pass capacity

View Session Details

Each session card displays:

• Session number and name
• Date and time
• Attendance count
• Status (Upcoming, Completed, or Cancelled)

Click on a session to expand and see:

• Series pass reservations
• Drop-in tickets sold
• Available spots
• Session capacity

Edit a Session

To modify an individual session:

1. Find the session in the list
2. Click the Edit (pencil) icon
3. Update session details:
   • Session name
   • Date and time
   • Description/notes
   • Capacity override
4. Click Save

Notify Attendees

When you change a session's date or time, registered attendees receive a notification about the change.

Cancel a Session

If you need to cancel a specific session:

1. Find the session in the list
2. Click the Cancel (trash) icon
3. Confirm the cancellation
4. Attendees are notified automatically

Cancelled sessions:

• Appear with a "Cancelled" badge
• Are moved to the "Past & Cancelled" section
• Don't affect other sessions in the series

Add a Session

To add an extra session to an existing series:

1. Click Add Session in the series management
2. Set the date, time, and details
3. The new session is added to the series

Editing Series Events

Edit the Parent Event

To update details that apply to all sessions:

1. Go to the series event page
2. Click Edit Event
3. Modify the event details
4. Changes apply to the series as a whole

What You Can Change

Setting	Affects
Title	All sessions
Description	All sessions
Location	All sessions
Image	All sessions
Ticket prices	Future purchases only
Capacity	All sessions (unless overridden)

What Requires Individual Session Edits

• Session-specific dates/times
• Session-specific descriptions
• Per-session capacity overrides

Series Pass Check-In

Track attendance for series pass holders across all sessions.

How Check-In Works

1. Series pass holders are reserved for each session
2. At each session, mark them as checked in
3. Track their attendance across the series
4. See who attended which sessions

For detailed check-in instructions, see Check-In & Attendance.

Best Practices

Planning Your Series

• Set realistic session counts - Start with 4-8 sessions if it's your first series
• Build in buffer dates - Exclude potential conflict dates upfront
• Consider your audience - Weekly works for committed groups; bi-weekly gives more flexibility

Pricing Strategy

• Value the series pass - Make it clearly worthwhile to commit
• Price drop-ins fairly - Not so high they discourage attendance, not so low they undercut the pass
• Consider intro sessions - Some groups offer the first session at a special rate

Communication

• Clarify expectations - Explain what the series pass includes
• Send reminders - Use session reminders to keep attendance high
• Provide session recaps - Help pass holders who miss a session stay caught up

What's Next?

1. Check-In & Attendance - Track attendance at your series sessions
2. Tickets & Pricing - Advanced ticketing options
3. Send Announcements - Keep series attendees informed