Event Eligibility & Availability Tool: Understand Student Access to Events (2025/04) 

Overview

Not sure why a student can or can’t see specific events in VisualZen? The new Event Eligibility & Availability Tool gives you instant insight into how and why events appear—or don’t appear—for a given student.

This tool simplifies troubleshooting and gives staff clear visibility into the logic driving event visibility on the student-facing side.

1. Check a Student’s Event Access from Their Reservation Record

You can now view a student’s event eligibility status directly within their reservation record using the Check Event Eligibility/Availability tool.

Where to Find It:

Reservations > Open a student’s reservation record > Click “Check Event Eligibility/Availability”

What You'll See:
The tool will return one of the following statuses for each event:

• Eligible & Available
  The student qualifies for the event and it is currently available (e.g., open capacity, within date range).

• Eligible but Unavailable
  The student qualifies for the event, but it isn’t currently available due to:

  • Capacity limits

  • Closed registration dates

  • Event being hidden from the student view

• Ineligible
  The student does not meet the eligibility criteria set for the event (e.g., student type, cohort, custom filters).

Each status includes a built-in explanation so staff can immediately understand the logic behind visibility or restriction.

Use Cases:

• Troubleshooting a support ticket (“Why can’t this student see Orientation A?”)

• Training staff to understand event logic

• Validating event setup based on expected filters

2. Search for Students Without Eligible/Available Events

You can also proactively identify students who currently don’t have any events they can see or register for, using the Reservations search tool.

Where to Find It:

Reservations > Search Reservations > Add Filter: “Has Eligible/Available Events = No”

When to Use:

• After a major event import or event updates

• To identify gaps in eligibility setup or missed filtering

• During audits or check-ins before communication goes out

Important Note:
This search can be resource-intensive, especially if your student population is large or if many filters are applied. Use it only when needed and allow time for processing.

Summary of Capabilities