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Creating & Managing Optional Events

Use this article if you’re setting up or editing Optional Events in VisualZen (VZ). It provides step-by-step guidance for creating events, configuring settings, and managing existing events.

 (For module-level details and configuration options, see the Optional Events Overview article.)

Step-by-Step Guidance

1. Create a New Optional Event

When creating an event, admins define the details, attendee types, and restrictions.

Basic Details

  • Name & Title: Enter a clear, descriptive name (e.g., “Welcome Reception with the Dean”).

  • Description: Add event details using formatting if needed.

  • Code: Optional field for internal reference.

Dates

  • Start / End Date & Time: Defines the event window.

  • Enable Date/Time: When the event becomes available for selection.

  • Hide Before / After: Controls visibility before or after a certain date.

  • Close Before / After: Prevents new registrations after cutoff dates.

Attendee Types & Fees

  • Connects directly to guest types already defined in VZ (e.g., Student, Parent).

  • For each type, you can:

    • Enable or disable access

    • Assign fees if applicable

Capacity

  • Max Capacity: Overall attendee limit.

  • Filtered Capacities: If filters are enabled, you can assign smaller caps per group (e.g., per campus or major).

Filters

  • Options include: Campus, College, Major, Semester, Student Group, Event.

  • To enable:

    • Uncheck the bypass box and click Save.

    • Select at least one filter option (otherwise the event will not display).

    • Optionally, assign a capacity for each filter. Leaving it at 0 means unlimited until the overall event capacity is reached.

Additional Attendees

  • Allows registrants to bring extra guests (e.g., Parent, Sibling).

  • Each additional attendee can have separate fees or capacity limits.

2. Manage Existing Events

After creation, events can be updated at any time:

  • Edit Event Details: Change name, description, dates, or code.

  • Adjust Capacity: Modify max or filtered capacity as registrations grow.

  • Modify Attendee Types: Enable/disable guest types or update fees.

  • Close Registration: Use close dates to stop new sign-ups.

  • View Registered Students: Registrants appear in either the Paid Students or Pending Payments fields.

  • Reorder Events: On the landing page, use the Reorder icon to adjust display order.

Outcome / Best Practices

  • Clear Naming: Keep event titles simple and descriptive.

  • Communicate Capacity: Note limited spots in event descriptions.

  • Use Filters Carefully: Over-filtering may block visibility.

  • Review Often: Monitor registrations and update as needed.

✅ By following these steps, admins can confidently create and manage Optional Events, ensuring students and guests have the right opportunities with clear visibility and capacity control.