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Optional Events – Troubleshooting Visibility & Selection

Use this article if students are experiencing problems with Optional Events in VisualZen (VZ), such as:

  • A student cannot see an optional event

  • A student sees an optional event they should not have access to

  • A student cannot select/register for an optional event

  • An optional event does not update after recent changes

⚠️ Note: This article applies only to the Optional Events module. For task list visibility or general event visibility issues, see the related KB articles.

🛠 Step-by-Step Troubleshooting

1. Confirm Admin Permissions

Before you begin troubleshooting, check that your user account has permission to manage Optional Events:

  • Go to User Permissions and verify that Manages Optional Events is checked.

  • If permissions are missing, update the role so that the module is visible.

  • The Optional Events module is located under Student Data in the Control Panel.

2. Review Filters & Bypasses

  • Ensure filters (student type, group, date range, etc.) are applied correctly.

  • Verify Bypass settings:

    • If bypass remains checked, the event may display to unintended audiences (e.g., both students and guests).

    • If the bypass is unchecked and the filter is enabled, make sure at least one option is selected under each filter.

  • Confirm the student matches all active filter values.

3. Review Event Configuration

Check the event setup details:

  • Start and End Dates – confirm they align with when the event should be visible.

  • Hide/Show Dates – confirm visibility windows are correct.

  • Capacity – check both the Max Capacity for the event and any capacities set within filters.

4. Cache & Browser Refresh

If recent changes aren’t showing:

  • Ask the student (or admin) to perform a cache refresh: press Ctrl+F5 on Windows or Command+Shift+R on Mac.

  • Alternatively, test in an incognito/private browser window.

5. Escalate if Unresolved

If issues persist after all checks:

  • Gather and send the following information to VZ Support:

    • Student ID

    • Event name

    • Full configuration details (filters, bypasses, dates, capacity)

    • Confirmation of admin permissions

🧠 Outcome

By following this article, you will be able to:

  • Confirm permissions and filters are set correctly

  • Resolve common issues with optional event visibility and selection

  • Provide VZ Support with the right details if escalation is needed