Using Fee Sections to define Workshop Pricing (Select Courses and Events)

"Select Courses and Events" is a specific configuration that is used within Eventscribe Registration to allow for complex registration set up for workshop session selections that have varying pricing and access rules.

When events are set up to use "Select Courses and Events", the schedule information created within Programs and Workshops displays differently than the standard Programs and Workshops display, specifically within Step based registration, self-service, and Registrant Detail.  The main difference is that prices for workshop sessions will be linked and automatically selected as workshops are selected.

The linking of the workshop selection to the fees is achieved by linking the Workshop Session to a Fee Section.  That Fee Section will include all the possible fees available for the workshops within the corresponding Workshop Session.  This allows members and non-members, for example, to select the same workshop and therefore pull from the same workshop capacity but pay different rates depending on their membership status.

Configuring "Select Courses and Events"

First, for each Workshop Session, create the corresponding Option fees within the Fee Schedule based on the different rates available (Fig. 1).

Fig. 1 - Fee Schedule.

An Option Fee based Fee Section should then be created for every workshop timeslot where the workshop is associated with a price (Fig. 2).

Fig. 2 - Fee Section

Select "Member" for each Fee Section created and add each Option fee that is associated with that workshop session to that Fee Section by selecting it from the dropdown and selecting Add.  Repeat this until all fees for associated with that workshop session have been added (Fig 3).

Fig. 3 - Fee To Add.

Return to the Fee Schedule, and select Filters at the bottom of the page.

Within Fee Filters, under the "Restrict to" column for each Option fee that is associated with a Workshop Session, enter the promotion code(s) of the main registration fee that should see that rate.

Fig. 4 - Fee Schedule Filters.

Navigate to the Control Center and select 'Programs and Workshops' from the Meeting Wizard section.  Within Programs and Workshops, check the "Has Sessions paid with fees defined in fee sections" checkbox within Programs and Workshops: General Setup and select Save.

Fig. 5 - Programs and Workshops.

Within the "Sessions" tab of Programs and workshops, select "Edit" for the Workshop Session (Fig. 6).

Fig. 6 - Programs and Workshops Sessions Tab.

Link the Fee Section to the corresponding Workshop Session by selecting it from the "Tie purchase of this session to the appropriate fee in this section:" dropdown and select Save.

Fig. 7 - Tie Purchase of This Session Setting.

Registrant View

Registrants will see selection of courses during step-based registration that displays the sessions available to them with the corresponding fee based on their registration selections on previous pages and good until dates.

Fig. 8 - Registrant View.

Once registered, registrants are able to log back into their registrations via our self-service portal.  From there, they can select the "Select Courses and Events" button to add or update their selections (Fig. 9).

Fig. 9 - Select Courses and Events.

Administrative View

When selecting "Select Courses and Events" from the Registrant Detail page, an admin will be able to see and select all sessions and workshops set up in Programs and Workshops, regardless of whether those items are filtered from display to the registrant directly.

Sold Out workshops will display as Sold Out, but can still be selected and added to a registrant record by an admin.

If there are fees associated with the Workshop Session, a dropdown will display with all of the available fees for that workshop session, regardless of filters.  If the filters are set to allow the Registrant access to a workshop session for a specific rate, that rate will be defaulted as selected within the dropdown list.  If the filters are set to not display the workshop session to the registrant, the dropdown list of prices will default to be blank.

Fig. 10 - Administrative View.

If an admin selects a workshop for a registrant that requires a fee, one must be selected from the dropdown list in order to continue to the next page for completion of the selection.

Fig. 11 - Administrative View Drop-Down.

If a registrant is already registered for a workshop within a workshop session that has a fee associated, the admin would need to cancel the fee for their selection before a new item can be selected for that Workshop Session timeslot.  It is not possible to change the workshop selection without first cancelling the fee.

If a registrant is registered for a workshop that does not have a fee associated, both the registrant via Self Service and the admin are able to change that selection via Select Courses and Events.