How to Coordinate Overlapping Sessions

Scenarios
  • You want to understand pre-requisites for session coordination

  • You want to understand how overlapping session coordination works
This document assumes 

 

Pre-requisites for session coordination

Session categories have to be the same for all sessions

  • In order for session coordination to work as intended, all the sessions that you require to be coordinated between themselves have to be created under the same Session Category under the Session pricing section within Settings.

Capture_2021-09-07_at_14.31.22.png

 

Session attendance coordination for overlapping sessions explained

  • The purpose of this setting is to control the number of attendees for each session if the sessions are run at the same time (in full or in part) within the activity.
  • The default setting will be the "Coordinated".
  • There are three session type options:

Screen_Shot_2021-09-01_at_5.27.11_PM.png

Coordinated option explained

[Coordinated] ...bookings in this session will reduce places in overlapping sessions AND bookings in overlapping sessions will reduce places in this session.

The behaviour of the setting

A booking into one session will reduce the available places for both sessions. If the attendance cap is reached, customers can still book - but the attendees will be put on the waitlist (if enabled).

Scenario:

  • You run multiple Aftercare session times 
  • You do not want more than 40 children for that time for both sessions together

Settings:

  • Attendance cap set as 40 for each session
  • A Coordinated type should be selected for both sessions

Set-up in Enrolmy Session Pricing Section:

Session 1: Aftercare session 

Screen_Shot_2021-09-22_at_10.28.44_AM.png

Session 2: Aftercare - early pick-up

Screen_Shot_2021-09-22_at_10.28.59_AM.png

 

Independent option explained

[Independent] ...bookings in this session will NOT reduce places in overlapping sessions AND bookings in overlapping sessions will NOT reduce places in this session.

The behaviour of the setting

A booking into one session will not reduce the available places for the other session. Parents will be able to book 40 children in each session without affecting the available spaces into the other.

Scenario:

  • You run a Holiday Programme with an off-site trip and one session in parallel
  • You do not want more than 40 children for each session separately

Settings:

  • Attendance cap should be set as 40 for each session
  • An Independent type should be selected for both sessions

Set-up in Enrolmy Session Pricing Section:

Session 1: Holiday Programme on site

Screen_Shot_2021-09-23_at_7.48.07_AM.png

Session 2: Holiday Programme off-site trip

Screen_Shot_2021-09-23_at_7.47.44_AM.png

 

Dominant option explained

[Dominant] ...bookings in this session will reduce places in overlapping sessions BUT bookings in overlapping sessions will NOT reduce places in this session.

The behaviour of the setting

A booking into the dominant session will reduce from other sessions but a booking in the other session will not reduce from the dominant. 

Scenario:

  • You run Aftercare sessions and offer a Van drop-off
  • You do not want more than 40 children for that time for both sessions together

Settings:

  • the cap should be set as 40 for each session
  • A Dominant type should be selected for the Van Drop-off
  • A Coordinated type should be selected for the Aftercare session
  • Has to be made with the "Full week only" setting for both sessions as it is going to take off spaces daily! 

Set-up in Enrolmy Session Pricing Section:

Session 1: Aftercare session with Van Drop-off

Screen_Shot_2021-09-23_at_8.01.13_AM.png

Session 2: Aftercare session without Van Drop-off

Screen_Shot_2021-09-23_at_7.59.35_AM.png

Congratulations! Now you understand the overlapping Session cap coordination settings!

 

 

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