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Creating Events in VisualZen (VZ)

When to Use This Article

Use this article when you need to create orientation or program events in VZ during implementation or training. This is often part of onboarding new client admins, setting up orientation cycles, or practicing event creation as a training exercise.

Learning Objective

By the end of this article, you should be able to:

  • Create a new event in VZ.

  • Configure event details, capacities, guests, and filters.

  • Confirm that students can see and register for the event.

Step-by-Step Guidance

1. Start a New Event

  1. Go to Events > click New.

  2. Choose an Event Status:

    • Open → Visible to eligible students.

    • Hidden → Hidden, but admin-added students can still submit.

    • Closed → Fully unavailable to students.

2. Add Basic Details

  • Title → Internal or student-facing name.

  • Display Title to Student → Toggle on/off.

  • Code → Optional internal use.

  • Start/End Date & Time → Include check-in if desired.

  • Display Dates/Times to Student → Toggle on/off.

  • Enable Self-Check-In → Only if using passless self-check-in.

  • Last Event of the Season → ⚠️ Stops all emails after this event’s start date. Use only if confirmed with VZ support.

3. Configure Timing & Capacity

  • Hide Before / Hide After Dates → Control when students can see the event.

  • Close Before / Close After Dates → Automatically close registration.

  • Student Max Capacity → Required. If set to 0, no students can register.

  • Display Available Seats → Optional visibility for students.

  • Date Change Fee → Optional; charges if a student changes events after submission.

  • Event Description → Provide context/details.

  • Enable iCalendar → Sends a calendar invite with confirmation emails.

Click Save to reveal additional event options.

4. Enable Supporters (Guests)

  • Toggle Enable Supporters.

  • Configure:

    • Overall Fee (flat or tiered guest fee)

    • Include in Event Capacity or track separately

    • Supporter Max Capacity & Per-Student Limit

    • Guest Types (Adult, Child, etc.) with optional capacities/fees

5. Add Accommodations (Optional)

  • Student/guest overnight, pre-event, or post-event accommodations with fees if applicable.

6. Apply Filters (Required for Visibility)

Students will not see the event unless filters are set. Select at least one option in each:

  • Student Types (fees may be tied here)

  • Colleges

  • Majors

  • Semesters

  • Student Groups (students need to match only one group)

If no filters are selected, students will not see the event.

7. Lock Checklist Items (Optional)

  • Lock parts of the reservation so students cannot edit.

  • Apply Lock Before/After Dates to control timing of lock behavior.

8. Manage After Students Register

  • Attendance Icon → View registered students and guests.

  • Event Groups (if enabled) → Mass move students to a different event. ⚠️ This tool is not for attendance; checking and saving moves students.

Check Your Work / Validation

  • Use the Check Event Eligibility & Availability tool on a student reservation.

    • Confirms if a student can see the event.

    • Displays reasons if they cannot (e.g., capacity full, filters not met).

Common Pitfalls & Tips

  • Forgetting filters = students cannot see events.

  • Student max capacity set to 0 = no registrations possible.

  • “Last event of the season” = global email shutoff. Avoid unless confirmed.

  • Always test visibility with a sample student record before launch.