Types of Events

When creating an Event Service Type, you can choose the type of Event or “Booking Type” by selecting one of the available tick box options as shown in the example below:

By selecting “Individual” one invite to the Event is permitted.

By selecting “Groups” a large group, for example a school of pupils can request invitation to an Event. 

By selecting “List” a large group can request invitation to an Event if everyone requesting an invite is listed.  

Event Service Types

Event Service Types are set up so that the system can track and log the Event services that your institution might manage.  Service Types can be found in the Activity Section. To create a new service type, select the plus icon at the bottom of the page. From here you can create an Events service type. Instructions on how to create Service Types can be found on page 52. 

Adding Events

To add Events, select the Tuition icon from the side menu bar followed by Events. Then click on the plus icon to add a new record. 

Your screen should now look like the example below. 

The Event field should be filled with the details of the Event being held.

The Event Code field should be filled with an automatically generated identification number for that Event. This can be edited by typing a new code in the correct field.

Your Service Type should have been created before adding an Event to the Xperios system. The correct Event Service Type should be selected from the drop-down box options.

The Centre ID refers to the venue that the Event is taking place. Choose an option from the automatically generated drop-down list. The options available consist of any Centres added to your Contacts list.

Your Venue refers to the venue name that will appear to all Event applicants.

Venue Room is the room in which the Event is held.

Then select the Academic Year when the Event takes place. This will be a drop-down list of academic years you have set up.

Start Date and End Date should include when the Event will begin and end. These dates can be chosen by clicking on the calendar icon beside this field.

Frequency is the frequency with which the Event occurs. Options include “Bi-Weekly” (Fortnightly), “Monthly”, “Weekly”, “Daily”, and “Termly”.

Evidence Required asks the applicant to upload evidence of their skill level, for example, a certificate of achievement. This will add a new tab at the top, where you can add details of the evidence required.

Applicants Require Approval asks that a teacher’s approval be given for attendance. This is to ensure that the applicant is suitable for the Event. This will also add the deposit option, allowing you to add a deposit fee if required to pay before being accepted.

Request Experience asks the applicant for some examples of their skill level. This could include a certificate or a video of them playing an instrument.

Request Reason asks the applicant to provide a reason for their request for an invitation to the Event.

The Open Date and Close Date refer to the dates within which applications to the Event will be accepted and NOT the dates between which the Event will be held.

The Cost field should be filled with the price of the Event.

The Deposit option only comes up if you have applicants who require approval selected.

The VAT Code field should include a VAT code for financial purposes.

Ledger Code is used for the financial tracking of certain departments within an organisation. For example, in a music school, each lesson type might have a different Ledger Code. Therefore, the corresponding Ledger Code for this Event should be included here.

Capacity refers to the maximum number of guests that can attend the Event.

Threshold refers to the minimum number of guests required for the Event to be held.

Over Capacity should include whether additional guests should be added to the guest list or put on a waiting list. This will become useful should some spaces become available later.

Primary Teacher ID allows you to select the teacher who can authorise Event attendance.

The Event Status can be “Cancelled”, “Live”, or “Pending”, depending on the tick box selected. “Cancelled” means the Event has been cancelled, “Live” means that the Event is accepting bookings at this time, “Pending” means that the Event will be taking bookings in the near future.

Created By should include the name of the individual or User who has created/ is hosting the Event.

Approved by should include the name of the teacher or User who authorises the Event to take place.

Offer Instalments gives the option for applicants to pay in instalments for the Event/ series of Events they have applied for. If this option is selected and a Payment Due By Date is provided, a number of instalment options are given depending on the number of months until the Payment Due By Date.

The Additional Information Form can be created under Settings, followed by Forms. If the tick box for this is clicked, this allows any Additional Information options to be tailored.

Age From and Age To refers to the required age range of attendees at the Event.

The Activity Section tick box should be selected if you wish for the Event to be included in the filtered online catalogue.

Editing Event

To Edit an Event, go to Events and click on the one you want to edit. In the left-hand corner you will find the Edit Record icon. Selecting this will open a window like the add record view, however, it should also include the fields you filled in previously, when creating the Event.

When you Edit your record, the back arrow will appear. This allows you to Undo Edit Changes. The back arrow will not work after you have saved the record as your new changes will have replaced your previous save.

Once you have finished adding or editing your Event select the Save button in the left-hand corner. Note: this will not appear until you have added or edited at least one piece of information.

Adding Event Extras

You can add event extras to an event. These are optional additional extras that applicants can select. To add an event extra, make sure that you are in edit mode, then go to the extras tab, and use the plus icon shown here to add an event extra.

Click on the event extra to start adding details. You can enter a name and information to the extra, which tells the applicants what it is. Tags are used to help filter. The capacity is the maximum number of people who can apply for the event extra. If you have more than one event extra, you can group them. If they are in the same group, then the applicant can only select one of them. The position determines where in the list the extra will appear. You can then add additional fees to each event extras. Finally, you can add VATCode and Ledger code that is set up in your settings. For more information on setting these up, please see page 60.