Skip to content
English
Sign in
Contact us
  • There are no suggestions because the search field is empty.

Optional Events Overview

Use this article if you want to understand what Optional Events are in VisualZen (VZ), how they can be used, and the basic steps for setup and access.

1. What Are Optional Events?

Optional Events let you create additional sessions or activities outside of your main event (e.g., Orientation). They give students and supporters the flexibility to choose add-on opportunities that fit their schedules or interests.
Common use cases include:

  • Specialized programs or camps

  • Advising appointments

  • Breakout sessions during Orientation

  • Rotations or small-group activities

  • Social events like receptions, tours, or mixers

2. Access & Permissions

  • Module enablement: The Optional Events module is an add-on that requires an annual fee. It must be enabled by VZ.

  • Permissions: Once enabled, users who will manage Optional Events must have permissions added to their user record.

3. Configuration Options (set by VZ)

When VZ enables the module, your system can be customized with:

  • Labeling: Default label is “Optional Events,” but it can be renamed (e.g., Breakout Sessions, Advising Appointments).

  • Selection mode: Limit to one event per registrant, or allow multiple selections.

  • Required vs. optional: Event selection can be mandatory or left up to the registrant.

  • Additional attendees: Events can allow student guests to register if their guest type is permitted.

    • Example: If a parent is linked to a student’s reservation and “Parent” is enabled as an attendee type for an Optional Event, that parent can be selected to attend.

4. Where to Find Optional Events

You’ll manage Optional Events under:
Control Panel → Student Data → Optional Events
(The icon label will reflect your chosen terminology, e.g., Breakout Sessions or Advising Appointments.)

5. Reservation & Task List Options

Optional Events can appear in two places:

  • As part of the Orientation Reservation process

  • As a Task List item, separate from the reservation checklist

Outcome / Best Practices

  • Use clear event names and descriptions so students know what to expect.

  • Note any capacity limits directly in the event description.

  • Decide early whether event selection should be required or left optional.