Event Management Documentation

Requirements & compatibility

The extension is built for and will only work in conjunction with Magento 2. Specifically, the extension has been tested for compatibility with the following versions of Magento:

• 2.3.0–2.4.x

The Class Manager extension is compatible with PHP 7.3 - 8.1, however, as of version 1.3.0, the iCal library (responsible for the "add to calendar" links) no longer works with PHP 7.3. If you need to use PHP 7.3, we recommend disabling Add to Calendar functionality.

Installing

Upon purchasing a license, the extension will be installed for free by one of our expert developers.

Upgrading

To upgrade the extension to the latest version, navigate to your Magento root directory and run the following commands:

php -d memory_limit=-1 composer.phar require staylime/classmanager
php bin/magento setup:upgrade
php bin/magento setup:di:compile
php bin/magento setup:static-content:deploy
php bin/magento cache:clean

Disabling

You can disable the extension using native Magento commands. To disable the extension:

php -d memory_limit=-1 composer.phar require staylime/classmanager
php bin/magento setup:upgrade
php bin/magento setup:di:compile
php bin/magento setup:static-content:deploy
php bin/magento cache:clean

Similarly, to re-enable it:

php bin/magento module:enable --clear-static-content Staylime_ClassManager

Uninstalling

You can uninstall the extension using native Magento commands.

We recommend that this only be done by an experienced Magento 2 developer.

To uninstall the extension (and create backups in case anything goes wrong):

php bin/magento module:uninstall Staylime_ClassManager --backup-code --backup-media --backup-db

If you have any extensions that are dependent on the extension you will have to uninstall those at the same time.

Unit Tests

To ensure the stability and reliability of the extension, we have built unit tests for core functions. Running the unit tests after upgrading the extension (or Magento or any other extension) will verify the internal structure of the extension.

The extension unit tests do not support testing of Magento core functionality such as placing orders, nor do they test compatibility with other extensions or themes. These will all need to be tested manually.

To run the unit tests, navigate to your Magento root directory and run the following command:

php vendor/phpunit/phpunit/phpunit -c dev/tests/unit/phpunit.xml.dist
vendor/staylime/classmanager/Test/Unit/

Companion extensions

The following extensions can be used to enhance the extension’s functionality.

In-store payment

If you will be having employees register customers for classes you may want to provide a special payment option for them to use when payment for the class will not take place on the website (for example on an in-store POS). The following module will allow them to checkout without providing payment details. It is typically installed alongside the extension, but can be excluded if desired.

• In-Store Payment

Payment method restrictions

If you will be offering your employees an in-store payment method (see above), you’ll need to restrict access to it so that regular customers are unable to use it. Both of these are good options:

• Amasty Payment Restrictions
• AheadWorks Payment & Shipping Restrictions
• Wyomind Payment Method Rules

Supply list downloads

These extensions allow you to attach files to products, which, in the context of the extension, is most commonly used to provide downloadable supply lists.

• Mageworx Product Attachments and File Downloads (preferred)
• Amasty Product Attachments

We have plans to create a companion extension that will integrate with the Mageworx extension to attach the files to the extension’s emails.

Templates for commonly used custom options

If you have one or more custom options that are used across all of your classes (like a comments field or class policy consent), you may want to consider installing an extension to help manage those. We recommend:

• Mageworx Custom Options Templates
• MageWorx Advanced Product Options

License

Below is the full text of the Event Management license:

Software License Agreement (SLA) for the Event Management Extension for Magento 2
This Software License Agreement ("SLA") is a legal agreement between you and Staylime Inc. (“Vendor”). By installing and using the Event Management Extension for Magento 2 (“Software”), you are confirming your acceptance of the Software and agreeing to become bound by the terms of this SLA.

If you are entering into this SLA on behalf of a company or other legal entity, you represent that you have the authority to bind such entity and its affiliates to these terms and conditions. If you do not have such authority or if you do not agree with the terms and conditions of this SLA, do not install or use the Software, and you must not accept this SLA.

This SLA shall apply only to the Software supplied by Staylime Inc. herewith regardless of whether other software is referred to or described herein. The terms also apply to any Vendor updates, supplements, Internet-based services, and support services for the Software, unless other terms accompany those items on delivery. If so, those terms apply.

LICENSE GRANT

Staylime Inc. hereby grants you a personal, non-transferable, non-exclusive license to use the Software on your devices in accordance with the terms of this SLA.

You are permitted to install and run the Software on one or more computer servers, hosting a single website domain. While use is only granted for a single production domain, additional domains can be used solely for testing and staging purposes. You are responsible for ensuring your devices meet the minimum requirements of the Software.

The license for this Software is not perpetual; it is granted only for the time period (the “Subscription Term”) for which you have paid. If you cancel or fail to pay for your Subscription Term, your Subscription Term will be considered “expired,” the license will be immediately suspended and you will be required to uninstall the Software from all devices within 15 days of license suspension, unless other terms are agreed upon. If so, those terms apply.

In order for the Software to be functional you may be required to install a License Key (“Key”) in order to validate the Subscription Term. The Key can be deactivated by the Vendor to remotely disable the Software on your computer in the event that you have not paid for your Subscription Term.

You are not permitted to:

- Edit, alter, modify, adapt, translate or otherwise change the whole or any part of the Software nor permit the whole or any part of the Software to be combined with or become incorporated in any other software, nor decompile, disassemble or reverse engineer the Software or attempt to do any such things

- Reproduce, copy, distribute, resell or otherwise use the Software for any commercial purpose

- Allow any third party to use the Software on behalf of or for the benefit of any third party

- Use the Software in any way which breaches any applicable local, national or international law

- Use the Software for any purpose that Staylime Inc. considers is a breach of this SLA

INTELLECTUAL PROPERTY AND OWNERSHIP

Todd Lininger Design, LLC shall at all times retain ownership of the Software as originally downloaded by you and all subsequent downloads of the Software by you. The Software (and the copyright, and other intellectual property rights of whatever nature in the Software, including any modifications made thereto) are and shall remain the property of Todd Lininger, LLC.

Staylime Inc. reserves the right to grant licenses to use the Software to third parties.

SOFTWARE REQUIREMENTS

This Software is an extension built for Magento Open Source and therefore requires Magento Open Source (version 2.3.0 or higher) to function. The Software will not function and is not supported without Magento. While it may also run on other versions of Magento (e.g. Magento Commerce), functionality and use on other versions is not guaranteed and not supported. The Magento Open Source software can be obtained from https://magento.com/tech-resources/download.

CUSTOMIZATION

Due to the modular and hierarchical nature of Magento, it is possible for the Software to be customized and extended without modifying the Software directly. This type of external customization and extension is permitted so long as no modifications are made to the Software. All other customizations and modifications can and will only be performed by Staylime Inc. and/or developers contracted by Staylime Inc.

TERMINATION

This SLA is effective from the date you first use the Software and shall continue until terminated. You may terminate it at any time upon written notice to Staylime Inc.

It will also terminate immediately if you fail to comply with any term of this SLA. Upon such termination, the licenses granted by this SLA will immediately terminate and you agree to stop all access and use of the Software. The provisions that by their nature continue and survive will survive any termination of this SLA.

GOVERNING LAW

This SLA, and any dispute arising out of or in connection with this SLA, shall be governed by and construed in accordance with the laws of Washington state and the United States of America.

Modified Wednesday, June 23, 2021, 12:00 PM PDT

Purchasing the license

The extension’s license may be purchased by getting in touch with us using the contact form below. Upon purchasing the license a unique key will be provided to you. Your license key is valid for the period of time for which you’ve paid. When that time has expired you will be required to renew your license in order to continue using the extension.

License Key

Once received, your license key must be installed in the extension’s config settings. After installation of a valid key you will see the status of the license:

The license key is configured for one production domain and up to two additional development or staging domains, as needed. To add or change production, development or staging domains on your license, contact us.

Common Questions

General

Version

Type: informational only

Shows the currently installed version of the Event Management for Magento 2 extension.

License Key

Type: text box

Enter your license key here and press the "Save Config" button to validate your license.

Default: empty

License Key Status

Type: informational only

Shows the current status of your Event Management for Magento 2 license.

System

Email Sender Name

Type: text box

Optionally specify a unique "from" name to use for all class and event related emails. If none is specified, Magento's General Contact Sender Name will be used.

Default: Use system value

Email Sender Address

Type: text box

Optionally specify a unique "from" address (like [email protected] or [email protected]) to use for class and event related emails. If none is specified, Magento's General Contact Sender Email will be used.

Default: Use system value

Send Email Copies To

Type: text box

Optionally specify a comma-separated list of email addresses to BCC on all Event Management for Magento 2 emails. (Depends on host; some hosts disable BCC for security reasons.)

Default: empty

Class Product

Default Tax Class

Type: dropdown menu

If classes and events are taxed differently from the rest of your products, you can optionally set a default tax class for your class products. This will override Magento's own default tax class when creating new class products. A different tax class can still be chosen on a product level. This is only a default.

Default: Use system value

Stock Status for Classes with No Active Sessions

Type: dropdown menu

If set to Out of Stock, classes and events with no active sessions will be displayed as "out of stock" on the front end. Visibility of "out of stock" sessions can then be controlled by Magento's native Display Out of Stock Products setting under Catalog > Inventory > Stock Options.

This setting only applies to category and search pages; product pages remain unchanged and will still show the message "Registration for this class is no longer available" when there are no active sessions.

Options:

• Out of Stock
• In Stock

Default: Out of Stock

Show Instructors Tab

Type: enable/disable

Enable or disable the "Instructors" tab on class product pages on the front end.

Default: Enable

Class Policy for Emails

Type: text area with WYSIWYG editor

If provided, the entered text/HTML will be embedded in select Event Management emails (registration confirmation, waitlist confirmation, reminders, changes, and cancelations) where the {{var policy_text |raw}} variable is inserted.

Default: blank

Class Policy for Product Page Tab

Type: text area with WYSIWYG editor

If provided, the entered text/HTML will be displayed under a "Class Policy" tab on all class and event product pages. If empty, the tab will not appear.

Default: blank

Class Registrations and Wait Lists

Customer Groups Enabled for In-Store Registration

Type: multi-select

The customers who are part of the customer group(s) selected here will be able considered employees and will be able to register customers on the their behalf. See Employee Registrations for more details.

Default: none selected

Send Registration Details to Registrant

Type: enable/disable

If enabled, an email will be sent to customers when they register for a session. The email will only be sent once their registration reaches Active status (payment has been received). See Emails for details.

Default: Enable

Email Template for Registration Details

Type: dropdown menu

Choose the email template to use for sending registration details to the customer.

Default: default extension template

Notify Registrant about Canceled Session

Type: enable/disable

If enabled, an email will be sent to registrants of a session when its status changes to canceled. See Emails for details.

Default: Enable

Email Template for Canceled Session

Type: dropdown menu

Choose the email template to use for notifying registrants that a session has been canceled.

Default: default extension template

Notify Registrant about Changed Session

Type: enable/disable

If enabled, an email will be sent to registrants of a session when a change is made to the location or date/time. See Emails for details.

Default: Enable

Email Template for Changed Session

Type: dropdown menu

Choose the email template to use for notifying registrants of changes to session location or date/time.

Default: default extension template

Change History Storage Time

Type: text box

Length of time (in days) to save the details of session changes. Entering 0 disables change tracking. When disabled, the details of session changes will not be included in the session change emails. The email (if enabled) will still be sent, but only the updated details will be shown without the context of the previous details.

Default: 7

Wait Lists

Type: enable/disable

Enable this option if you want to allow customers to be added to a wait list after a session has reached its full capacity.

Default: Enable

Send Wait List Confirmation

Type: enable/disable

If enabled, an email will be sent to a customer when they join the wait list for a session. See Emails for details.

Default: Disable

Email Template for Wait List Confirmation

Type: dropdown menu

Choose the email template to use for confirming a customer's addition to the wait list for a session.

Default: default extension template

Include Product Options in Wait List Form

Type: enable/disable

In enabled, any extra product options that are normally shown with the registration form will also be included on the wait list form. This way, information normally not gathered until the time of registration can be available along with the customer's wait list entry.

Default: Disable

Class Reminders

Type: enable/disable

If enabled, an email will be sent to registrants of a session at the specified intervals reminding them of their upcoming session. See Emails for details.

Default: Enable

Class Reminder Template

Type: dropdown menu

Choose the email template to use for sending reminder emails to current registrants.

Default: default extension template

Days Before Session to Send Reminder

Type: text box

A number (or series of comma separated numbers) indicating how many days ahead of the beginning of a session that reminder emails should be sent. The default of 1,7 means one will be sent 7 days ahead of the start of the session and another will be sent one day ahead of the start of the session.

Default: 1,7

Limit Reservation Time While Payment Is Pending

Type: text box

When an order is placed, a customer registration has a status of Reserved until payment is received. If payment has not been received within this many hours of order placement, the registration status will be changed to Canceled and the reserved spot will be released. Enter 0 to disable auto-cancel and keep the spot reserved indefinitely.

Default: 0

Auto Open Registration Form

Type: enable/disable

When enabled, the registration form popup will automatically open on the product page when a session ID is provided in the URL. (Links from the calendar function this way.) When disabled, the session will still be preselected, but the customer will need to press the Register button for the registration form to be shown.

Default: Disable

Text for Supply List Items (Related Products)

Type: text box

Enter the text to be shown above the related products block on the session registration form. See Related Products for details.

Default: Add these products to your cart to make sure you have everything you need!

Confirm Email

Type: enable/disable

When enabled, a required "Confirm email" field will be added to the registration form. The value in that field must match the value in the "Email" field in order for registration to proceed. Note: when a customer is logged in and their email address has been pre-filled into the form, the confirm email field will not be included.

Default: Disable

Sessions

Quantity at Which to Show Number of Seats Available

Type: text box

Sets the quantity below which the number of available spots will be shown next to session listing on the front end. Entering 0 will disable this feature.

Default: 5

Hours Before or After Session to Expire Registration

Type: text box

A positive or negative number indicating how many hours before (negative) or after (positive) a session starts or ends to expire registration. After this time, customers will no longer be able to register for an expired session and it will show as expired on the calendar. Decimals are also allowed. For example, you could enter -0.5 for a half hour before the expiration anchor.

Default: 0

Anchor Expiration Time to Beginning or End of Session

Type: dropdown menu

Choose whether the expiration time for sessions will be anchored to beginning of the first session or the end of the last session.

Options:

• Beginning of Session
• End of Session

Default: Beginning of Session

Number of Sessions to Highlight on Product Page

Type: text box

If the number of sessions for a class or event exceeds this value, the number of sessions displayed by default will be limited to this number and a "Show all sessions" link will expand the rest of the list. If set to 0, all active and canceled sessions will be readily visible no matter the quantity.

Default: 12

Disallow Session Quantity Adjustments in Cart

Type: enable/disable

Since registration details (name, email, phone, etc.) do not change when quantity is changed, it is recommended to disallow quantity editing for class products. If disabled, quantity will be adjustable in the cart for individual registrations.

Default: Enable

Default text for no sessions

Type: text box

Text entered here will be shown on class/event product pages when there are no sessions available. (Can be overwritten on the product level.)

Default: Registration for this class is no longer available

Notify Instructors About Changed and Canceled Sessions

Type: enable/disable

If enabled, an email will be sent to the instructor of a session when there is a change or cancelations to one of their sessions. See Emails for details.

Default: Disable

Instructor Email Template for Changed Session

Type: dropdown menu

Choose the email template to use for notifying instructors of changes to their sessions.

Default: default extension template

Instructor Email Template for Canceled Session

Type: dropdown menu

Choose the email template to use for notifying instructors that one of their sessions has been canceled.

Default: default extension template

Import Sessions

Default Status

Type: dropdown menu

Set the default session status to be used if a row in the supplied CSV is missing one.

Default: Active

Default Location

Type: dropdown menu

Set the default location to be used if a row in the supplied CSV is missing one.

Default: No location selected

Default Instructor

Type: dropdown menu

Set the default instructor to be used if a row in the supplied CSV is missing one.

Default: No instructor selected

Default Qty

Type: text box

Set a default session quantity to be used if a row in the supplied CSV is missing a Qty value.

Default: empty

Class Threshold

Minimum Enrollment Threshold

Type: text box

Any positive integer will enable an enrollment threshold for your classes and events. Once enrollment reaches the minimum threshold, an email can be sent to the instructor and anyone listed in the CC Threshold Emails To field. If enrollment subsequently falls below the threshold, an email can be sent to the same recipients alerting them of the decrease.

Default: 0 (disabled)

Statuses to Count Toward Threshold

Type: multi-select

Select which session statuses you want to count toward the minimum threshold.

Options:

• Active
• Canceled
• Reserved
• Wait List

Default: Active

Notify Instructor When Threshold Is Reached

Type: enable/disable

If enabled, an email will be sent to the session instructor (and those listed in CC Threshold Emails To) when the threshold has been met. See Emails for details.

Default: Disable

Email Template for Threshold Reached

Type: dropdown menu

Choose the email template to use for notifying instructors that the threshold has been reached.

Default: default extension template

Notify Instructor If Registration Drops Below Threshold

Type: enable/disable

If enabled, an email will be sent to the session instructor (and those listed in CC Threshold Emails To) when the threshold has been met. See Emails for details.

Default: Disable

Email Template for Registration Drop

Type: dropdown menu

Choose the email template to use for notifying instructors that enrollment has fallen back below the threshold.

Default: default extension template

CC Threshold Emails To

Type: text box

A comma-separated list of email addresses may be entered here in order to copy administrators or managers on all threshold related emails.

Default: empty

Surveys

Enabled

Type: enable/disable

This setting enables or disables class and event surveys. You will not be able to enable surveys until at least one survey form has been created.

Default: Disable

Default Survey

Type: dropdown menu

Select a default survey form to be used for all sessions. Alternate surveys can be selected on a session-by-session basis.

Default: none selected

Class Survey Email Template

Type: dropdown menu

Choose the email template to use for requesting feedback from class and event participants. Surveys are sent to all those whose registration had an Active status when the session ended. See Emails for details.

Default: default extension template

Delay to Send Survey After Completed Session

Type: text box

You can set a delay (in hours) between when the session is complete and when the survey email is sent. Enter 0 to send the email the moment the session ends.

Default: 0

Default Rating Option Label

Type: text box

If no rating option label is specified on a survey level, then this default will be used.

Default: On a scale of 1 to 5 (with 5 being "absolutely wonderful") how would you rate this class?

Capacity

Session Capacity Warning Threshold

Type: text box

The percentage at which the "capacity" bar on the Sessions and Rosters grids will turn yellow.

Default: 75%

Zoom Sessions

Enabled

Type: enable/disable

This setting enables or disables the Zoom integration.

Default: Disable

Zoom Token

Type: text box

Enter your Zoom API token in this field. Instructions on obtaining your token can be found here.

Default: empty

Zoom Users Department

Type: text box

Specify the name of the department you've assigned to the hosts you want to use in the integration. See Select a department for details.

Default: Online Events

Zoom Status

Type: informational only

Shows whether your Zoom account has been properly connected and how many host licenses are available in your account.

Send Customer Join Link

Type: enable/disable

If enabled, an email will be sent to customers containing the link required to join the Zoom meeting. See Joining Zoom Sessions for details.

Default: Enable

Customer Email Template

Type: dropdown menu

Choose the email template to use for sending the Zoom join link to the customer. See Emails for details.

Default: default extension template

How many minutes in advance of session should access details be given to customer?

Type: text box

The number of minutes before the session starts to make the join link available to the customer on their My Classes page as well as in an email (if enabled).

Default: 120 (2 hours)

Send Instructor Start Link

Type: enable/disable

If enabled, an email will be sent to the session instructor containing the link required to start the Zoom meeting. See Joining Zoom Sessions for details.

Default: Enable

Instructor Email Template

Type: dropdown menu

Choose the email template to use for sending the Zoom start link to the instructor of the session. See Emails for details.

Default: default extension template

How many minutes in advance of session should access details be given to instructor?

Type: text box

The number of minutes before the session starts to send the start link email to the instructor.

Default: 1440 (24 hours)

Require participants to have a Zoom account to attend

Type: enable/disable

Enabling this option increases the security of your meetings by limiting attendance according to your registrants' email addresses, but it places more burden on your attendees by requiring them to have a Zoom account that matches their registration email and be logged in to join.

Default: Disable

Other

Include Instructors with No Sessions Available on Instructors Page

Type: enable/disable

If enabled, the names of all instructors will be listed on the Instructors page, regardless of whether they currently have any sessions available. If disabled, only instructors with available sessions will be listed.

Default: Enable

Add to Calendar Links

Type: enable/disable

Enables links to iCal (.ics) files for sessions so that customers can add classes and events they've registered for to the calendar app of their choice. Links are placed in emails as well as on the My Classes page.

Default: Enable

Add Events Calendar to Top Menu

Type: enable/disable

If enabled, a link to the main (unfiltered) event calendar page will be added to Magento's top menu. (May not be compatible with some themes and third-party extensions.)

Default: Disable

Danger Zone

Flush Email Queue

Type: button

Clicking this button (and clicking OK to the subsequent warning message) will delete all currently scheduled Event Management“ emails including Zoom links, reminders, and surveys.

This can also be achieved by running the CLI command:: bin/magento classmanager:flushemailqueue

WARNING: we do not recommend flushing the email queue on a production website. This functionality is meant to prevent emails queued in your production environment from being sent out when you've cloned your production website to a staging or development environment.

Permissions (User Roles)

Class Manager provides flexibility when it comes to user role permissions. Here are some example use cases:

• Instructors: you can allow your instructors to view (and optionally export) rosters (though unfortunately there's no way to restrict rosters by instructor). You can choose whether they have the additional capability of modifying and/or deleting individual registrations.
• Marketing Manager: you can allow your marketing manager to view and export Survey Responses and the Customer Classes report.
• Accountant: you can allow your accountant access to the Purchase Location report so they can view whether purchases were made by an employee or by the customer themselves.
• Restricting Roster Changes: leaving TL Class Manager > Main Group > Rosters > Edit Registrations > Full Edit unchecked will restrict roster editing to the Quantity and Notes fields. If checked, users will have full editing capabilities.

You can set user role resources by going to System > Permissions > User Roles in Magento.

Overview

As of version 1.4.0), almost all frontend and email text (as well as some backend text) can be translated or customized using standard Magento i18n translation files.

The one area that cannot be translated is the frontend calendar's UI, as seen in this image:

The language files are structured in typical CSV format with the default text on the left side of a comma, and your translated on the right. If there is a space in the phrase, the phrase needs to be surrounded by double quotation marks. To change a phrase, edit the text on the right side of the comma and leave the text on the left side exactly how it is.

When you see a word preceeded by %, that is a placeholder for a variable that will be inserted. Do not change the name of these variables.

Here is an example of the file structure, using a few lines from the default language file:

Class,Class
“Registrant Name”,“Registrant Name”
“Registrant Email”,“Registrant Email”
“%fieldName is a required field.”,“%fieldName is a required field.”
“You have no upcoming classes.”,“You have no upcoming classes.”

The full list of translatable phrases can be found in staylime/classmanager/i18n/en_US.csv.

Other Languages

To translate all Event Management phrases to another language, place your language's translation file (e.g. nl_NL.csv for Dutch), in app/design/[AREA]/[THEME_VENDOR]/[THEME_NAME]/i18n/ and re-deploy static content using the command php bin/magento setup:static-content:deploy -f nl_NL.

Note that if you are using Magento's native Blank theme — or a theme that inherits from Blank — you will need to place your translation files in app/i18n/[THEME_NAME]/[lang_lang]/[lan_LOC.csv] instead.

Refer to Magento's documentation to learn more about translating extension text into other languages.

Customizing Text

Even if you're not translating all Event Management phrases into another language, it is also possible to customize the phrases used throughout the extension. For example, you might want to change the word Class to Workshop or Webinar.

You can achieve this by copying the staylime/classmanager/i18n/en_US.csv file to your theme folder (app/design/frontend/[THEME_VENDOR]/[THEME_NAME]/i18n/) and customizing it there. Do not make changes directly to staylime/classmanager/i18n/en_US.csv as they will be overwritten when the extension is upgraded.

Refer to Magento's documentation to learn more about overriding default strings.

Registration Confirmation

When a customer registers for a session (or an employee registers a customer on their behalf) an email will be sent to the email address given in the registration confirming that they have been registered.

The Registration Confirmation email will only be sent once a customer's registration status reaches the Active state. If the registration remains in Reserved status (i.e. unpaid) then the email will not be sent.

The default Registration Confirmation email includes the following information:

• Event Details:
  • Event title (with link to webpage)
  • Session date and time
  • Instructor's name
  • Location name
  • Location address
  • Location phone number
• Registration Details:
  • Registrant name
  • Registrant email
  • Registrant phone
• Class Policy (if not blank)

The email also includes an Add to Calendar link so that customers can add the session to their favorite calendar app.

Wait List Confirmation

When a customer joins the waitlist for a session that is full an email will be sent to the provided email address confirming that they have been added to the wait list.

The default Wait List Confirmation email includes the following information:

• Event Details:
  • Event title (with link to webpage)
  • Session date and time
  • Instructor's name
  • Location name
  • Location address
  • Location phone number
• Class Policy (if not blank)

The email also includes an Add to Calendar link so that customers can add the session to their favorite calendar app.

Reminders

Reminder emails are sent to session registrants who have an active registration status to remind them of their upcoming event. Multiple reminders can be sent according to a configurable schedule.

The default Reminder email includes the following information:

• Event Details:
  • Event title (with link to webpage)
  • Session date and time
  • Instructor's name
  • Location name
  • Location address
  • Location phone number
• Registration Details:
  • Registrant name
  • Registrant email
  • Registrant phone

The email also includes an Add to Calendar link so that customers can add the session to their favorite calendar app.

Changes

If any change is made to the location or date and time of a session, an email will be sent to registrants of that session who have an active registration status to notify them of the change(s).

You can also elect to send this to the instructor of the session as well.

The default Change email includes the following information:

• Event Details:
  • Event title (with link to webpage)
  • Previous session date and time (1.2.8, only available if change history storage is enabled)
  • New session date and time
  • Instructor's name
  • Previous location name (1.2.8, only available if change history storage is enabled)
  • New location name
  • Previous location address (1.2.8, only available if change history storage is enabled)
  • New location address
  • Previous phone number (1.2.8, only available if change history storage is enabled)
  • New phone number
• Registration Details:
  • Registrant name
  • Registrant email
  • Registrant phone

The email also includes an Add to Calendar link so that customers can add the session to their favorite calendar app.

Cancelations

If a session is canceled, an email will be sent to registrants of that session who have an active registration status to notify them of the cancelation.

You can also elect to send this to the instructor of the session as well.

The default Cancelation email includes the following information:

• Event Details:
  • Event title (with link to webpage)
  • Session date and time
  • Instructor's name
  • Location name

Zoom Links

Zoom Link emails are sent to registrants with an active registration status and instructors of online Zoom sessions so that they have the information they need to join the scheduled Zoom call.

The default Zoom Link email includes the following information:

• Event Details:
  • Event title (with link to webpage)
  • Session date and time
• Joining Info:
  • Join Meeting link (sent to customers only)
  • Start Meeting link (sent to instructors only)
  • Meeting password

The default Zoom Link email templates also contain brief tips and links to helpful articles in case the customer has trouble joining the session.

Surveys

After a session has completed, a survey email can be sent out at a configurable time to gather feedback from the attendees and use it to improve future offerings.

Only customers whose registration status is Active at the time the email is sent will receive the survey email.

The default Survey email includes the following information:

• Event Details:
  • Event title (with link to webpage)
  • Session date and time
  • Instructor's name
  • Location name
• Link to fill out the survey

Minimum Threshold

Instructors can be notified when the minimum threshold for a session has been reached and if it subsequently drops back below that threshold.

The default Threshold email includes the following information:

• Event Details:
  • Event title (with link to webpage)
  • Session date and time
  • Location name
• Threshold Details:
  • What the threshold for minimum enrollment is
  • The number of customers currently enrolled

Customer Opt-Out

As of version 1.6.0, customers have the ability to opt out of specific Event Management emails. Customers are opted into all of them by default, but if they'd like to opt out, they can go to the new Contact Preferences tab in their account. To minimize accidental opt outs, there is no unsubscribe link in the emails themselves; the only way to opt out is to visit the Contact Preferences page.

Customers have the option to individually opt out of (or opt back into) the following emails:

• Registration Confirmation
• Waitlist Confirmation
• Reminders
• Changes
• Cancelations
• Zoom Join Links
• Surveys

Each email listed has a brief description of its purpose, and at the top of the page there is also the following message encouraging them to remain subscribed:

THESE ARE NOT MARKETING MESSAGES; the purpose of them is to convey information about specific classes and events that you have either registered for or otherwise expressed interest in, so we highly recommend receiving all of them.

In addition, when they click the Update Preferences button, they will be presented with a confirmation dialog again urging them to remain subscribed:

The confirmation dialog will only be shown if they are opting out of one or more emails. If the customer is opting in to all emails, the preferences will be saved without showing the confirmation dialog.

Once the contact preferences have been saved, the customer will see a message confirming that a change was made.

Contact preferences for employee accounts are disabled, so emails for classes and events registered through employee accounts will always be sent.

These preferences are currently only visible in the customers' account on the front end, but we plan on adding backend visibility and management in an upcoming release.

What’s included

• Compatibility with Magento core code and Luma theme
• Limited compatibility fixes for third-party extensions and themes
• Fixes for any functionality issues and bugs
• Answering any questions or concerns relating to the extension
• Full documentation and tutorial videos

What’s not included

• Module customizations or custom feature development
• Extensive compatibility fixes for third-party extensions and themes
• Data recovery due to accidental changes or deletion
• Support and development not directly related to the CM extension

These services can be provided at an additional cost.

Creating a new class

The extension adds a new product type to Magento called "Class Reservation". You can create a new class product by either pressing the arrow next to the Add Product button on the Products grid and selecting "Class Reservation", or by pressing "Add New Class" at the top of the Sessions grid.

In Magento 2 it no longer matters which Attribute Set or Design you choose for class products. The extension will work regardless of those settings. Sessions are also no longer managed through the Custom(izable) Options interface. Class products now have dedicated session management under the Class Sessions tab.

Tip: if you want to link to the list of available sessions from anywhere else on the page, you can use the #product-reservation-form anchor (as of 1.5.0).

Class sessions tab

The Class Sessions tab is where you’ll create and manage all of your sessions for a class. See Class sessions for more details.

Class details tab

The Class Details tab is used for product-specific settings and contains only two options:

• This is a Special Event Yes|No Set this option to "Yes" to mark this class as a special event. This allows for filtering and highlights these events in certain areas of the website.
• Text for No Sessions (text field) This field can be used to change the default text that’s shown when no sessions are available. The default is Registration for this class is no longer available, (however the default can be changed as well in CM settings).
• Zoom Meeting Description (text field) This description is only shown when you view your meeting within your Zoom account and if Zoom sends users emails about the meetings. If you've disabled the native Zoom emails then it won't do much, but it's there if you need it.

Customizable options

You can add custom options to class registrations under the Customizable Options tab. Whatever options you enter here will show on the registration form. Some common options include:

• Checkbox indicating Class Policy agreement
• Text field indicating make and model of your equipment (sewing machine, camera, etc.)
• Text field for other comments or requests (seating preferences, accommodation requests, etc.)
• Drop-down selection of meal preferences
• Checkbox indicating the supply list was downloaded

Related products

The extension takes Magento’s Related Products feature and moves it to the registration form, displaying the selected products as Supply List Items. The customer can easily add those products to the cart with the same button click that registers them for the class!.

If you provide in-store pickup as a shipping option you can let the customers know their supply list items will be waiting for them when the class starts. Very handy! You can customize the text that is shown with the supply list items in the extension’s configuration.

Supply list downloads

Prerequisites

File Attachments and Product Downloads extension must be installed.

Using the File Attachments and Product Downloads extension you can assign files, such as PDF supply lists, to the product. The download links will show up in a tab on the product page and can also be attached to order emails. They are not included in the extension’s emails yet, but we have plans to add that.

Deleting a Class

You can delete class products in the same way that you would delete any product, but keep in mind the following:

• When you delete a class, all sessions and rosters associated with it will also be deleted. If necessary, be sure to save copies of rosters (either exported to CSV or printed) before deleting.
• Be careful that you aren't deleting classes that have active sessions — especially those that span multiple weeks or months.

Category Widgets

There are two widgets that can be added to the top of product category pages. To add these widgets, browse to the category to which you want to add them in the backend, expand the Class Manager tab, and toggle Show Info Block to Yes.

Here are examples of the widgets in the default Luma theme:

Links to class calendars

This displays links to all filtered class calendar views as well as an "All Locations" calendar view (not category specific).

List of upcoming classes and events

This lists the next few upcoming classes and events (not category specific).

Product grid filters

The extension adds two new columns to the Magento Products grid:

Instructors

You can filter class products by instructor by entering an instructor’s name (or part of it) into the "Instructors" filter field. You can also sort by instructor. This can help you find certain classes right from the Products grid.

Special Event

You can filter and sort your class products by whether they are marked as a special event or not.

Wish List Support

Because of the always changing nature of sessions, specific class sessions cannot be added to customer wish lists, however the class product itself can still be added. The customer can then click on the product from their wish list and choose from the current session offerings.

Adding & Editing Sessions

Sessions are at the heart of the extension. A session is a combination of a location, instructor and one or more times, creating a unique moment in time and space! Some classes only offer a single session; others may offer many session options in different locations and at different times. A single session can also consist of a single date and time, or span multiple dates and times.

Prerequisites

Locations must be added in advance.

Instructors must be added in advance.

New sessions are added under the “Class Sessions” tab on the product editing page (they can also be imported). Open the tab and press the Add New Session button to create a new session. Once you've created some sessions, you can grab the handle on the left and drag and drop to reorder them. You can also click the trash can icon on the right to delete them.

Under no circumstances should sessions be recycled. If a session date, time or location changes, that’s fine, but reusing one session for a completely different session will only cause headaches.

No changes will be saved until the product “Save” button is pressed.

When creating or editing a session, this is what an expanded session panel looks like:

Status

Session status can be one of four states:

• Active — session is enabled for registration or waitlisting (dependent upon capacity)
• Inactive — session is disabled for registration (will not be displayed to customers)
• Canceled — set session status to “Canceled” to close registration and notify registrants by email (see Cancelations for more details)
• Completed — session date/time has passed and session is considered complete (set automatically)

The default state is Active.

Location

A location for the session must be selected from the dropdown list. (The location must be added before it can be selected.) See Locations.

Instructor

An instructor for the session must be selected from the dropdown list. (The instructor must be added before it can be selected.) See Instructors.

Dates & times

You can associate as many date/time combinations as you want with each session. It is common for sessions to only have one date and time. Or you may have a session that spans several days, weeks or months. When the session spans more than one date, make sure to add a new row for each date. Unless you plan to keep partying through the night, then by all means, go for it!

Seats available

This is the number of spots that will be available for the session. Once this number is reached, registration will be closed, but customers will be able to add their names to a wait list (if enabled) in case any spots open up.

Price adjustment

The base price is set as the product price, but if one session will cost more (or less) than the rest, an adjustment can be entered here. This can be any positive or negative decimal-based integer.

Sort order

Manual sort order can be set here, but usually it’s a good idea to just let the extension’s smart auto-sorting do the heavy lifting.

Session notes

You can enter text that may be helpful to the customer and it will be diplayed in parentheses on the front end. For example, you may want to list the day(s) of the week that the class is on. Just don’t get too wordy, or it will clutter the registration options.

Survey

As of version 1.2.3, you have the option to choose which survey will be sent when the session is over. If no change is made, the default survey will be sent.

Deleting Sessions

When you delete a session, the associated roster is also deleted, so be careful. THERE IS NO UNDO! Export or print any rosters you would like to keep before deleting the sessions.

You can delete a session by clicking on the trash can icon in the header of the session panel.

Sessions will not be deleted until the product "Save" button is pressed.

Note that Zoom sessions that have one or more active registrations can only be deleted if the End Date has passed.

With the proper user permissions, you can also delete sessions in bulk by checking the checkboxes on the Sessions grid next to the sessions you want to delete and choosing Delete from the Actions dropdown menu.

Session changes

As of version 1.0.13, changes to a session’s location, date or time will trigger an automatic email sent to all current registrants notifying them of the change. If a customer has already added the session to their calendar using the “Add to Calendar” link, they will need to remove the old calendar entry and download and import the updated iCal file. A brief notice regarding this as well as a link to the updated iCal file will be included in the session change email.

Session cancelations

To cancel a class session, change the session’s Status to Canceled (see Editing Sessions). When a session is canceled, an email is sent to all current registrants notifying them of the cancelation.

The extension does not initiate refunds. Refunds, if applicable, will need to be manually processed.

Importing sessions

Prerequisites

Class Products must exist before importing.

Locations must exist before importing.

Instructors must exist before importing.

Because of the complexity of adding Zoom sessions, Zoom sessions cannot be imported. If any sessions in your CSV specify a Zoom-enabled location your import will fail.

Sessions can be imported via CSV file. The CSV file contains the following columns and looks something like this:

CM20-001

Active

The Colosseum

Horatio Albatross

1/16/2023

11 am

2:30 pm

100

Lunch will be provided

Download a Sample CSV

After you’ve prepared your CSV, navigate to Class Manager > Configuration > Import Sessions, select your file, and click the “Import” button to start the import process. If any errors occur, no sessions will be imported; you will be informed of what went wrong so you can fix it and try again.

CSV Notes

• Required fields: sku, status, location, instructor, start_date, start_time, end_time and qty.
• The end_date field is not required since it defaults to the same as start_date.
• Default values can be configured for status, location, instructor and qty in which case they can optionally be left blank.
• The price_adjustment, sort_order and notes fields are optional and will inherit the same defaults they would when adding/editing sessions manually.
• Sessions that span multiple, non-consecutive dates will consist of multiple rows in the spreadsheet. After adding a new row containing the first date of the session, enter the other dates and times on separate rows directly underneath that row (see sample CSV for examples). The sku column must be empty for these subsequent rows to be added to the session. If a SKU is provided the row will be treated as a separate session.
• All dates and times must be formatted the same way they are when you add/edit sessions manually.
• Survey selection is not available when importing: the default survey will be used for all imported sessions.

Configuration

1) Enable Zoom and enter your token

To use the Zoom integration you will first need to connect your Zoom account. Start by expanding the Zoom Sessions panel in the Event Management configuration and setting the Enabled option to Enable.

Then you'll need to get the Zoom Token from your Zoom account:

1. Sign into https://marketplace.zoom.us with the credentials of your main Zoom account.
2. Go to Develop → Build App in the top menu and create a new JWT app.
3. In the App Credentials panel of your new app, expand the View JWT Token tab, and select the Other option under Expiration Time. Enter 00:00 01/01/2070 (or some other date far in the future) into the text field, then copy the generated JWT Token.

After you've saved the token somewhere safe (like a password manager), go back to Magento and enter the token into the Zoom Token field. Once you've done this go ahead and save your configuration changes. This will allow us to see if the connection was successful. If it was, you'll see green checkmark and a status message similar to this in the Zoom Status field:

2) Select a department

Don't be worried if it says 0 host licenses available in the Zoom Status field. This is because we haven't matched the Zoom Users Department field to your users in Zoom. In order for Zoom user accounts to be available in Class Manager they must belong to the department entered in the Zoom Users Department field. The department title can be whatever you want (default is Online Events), but only users in your Zoom account who are assigned to that departement will be available in Magento.

You can manage your Zoom users here. To add or edit their department, just press the "Edit" button next to their account.

Once you've added users to the department specified in the Class Manager configuration, you can press the "Save" button again in Magento to check the updated number of available host licenses.

Keep in mind that the users in that department also have to have paid licenses. If any of them are on the "Basic" plan, they will not be available in Magento.

3) Assign Zoom host accounts to instructors

To complete the setup you need to assign Zoom hosts to instructors. To do this, go to Class Manager > Configuration > Instructors. Now open your Zoom users dashboard in a separate window so you can copy the IDs of the host users.

To get the user ID(s) from your Zoom account, click on the user's email address for which you want to get the ID. This will open the user's profile. From there, you can copy the user's ID from the URL in your browser's address bar, between user/ and /profile

Once you've copied that string (which sometimes contains hyphens), go back to Magento and paste it into the Zoom User ID field for each instructor whom you would like to assign to that host account. You can assign a single Zoom User ID to multiple instructors, but you cannot assign multiple Zoom User IDs to a single instructor.

4) Choose a location for your online sessions

The final step to enable Zoom session management in Class Manager is to create a unique location for them. When you create a new session, the location selection is what determines whether the session will be a regular session or a Zoom session.

To designate a location for Zoom sessions, either create a new location or choose an existing one that doesn't already have regular sessions assigned to it. (If you try to convert a location that already has non-Zoom sessions, you will get an error.) All you need to do is toggle Use for online meetings to Yes.

Though it may not be all that useful, it is possible to have multiple locations enabled for online meetings.

5) Set up your communication preferences

Class Manager provides various options for your Zoom session communication preferences. You can find these settings below the Zoom Status in the Zoom Sessions section of the Class Manager configuration options.

Send Customer Join Link

If enabled, an email will be sent to registrants of a Zoom session containing the information necessary for them to join the Zoom meeting. It is enabled by default.

Customer Email Template

This is the email template that will be used to send the information necessary for registrants to join the Zoom meeting. As with all Magento emails, you may select a customized version of the email template if you have created one.

How many minutes in advance of session should access details be given to customer?

This setting dictates (in minutes) how far in advance of your session start time you want to make the Zoom meeting access details available to your registrants. It dictates when the above email will be sent to the customer, but it also determines when the "Join Meeting" link will become available on the' My Classes page in customers' accounts. The link on the My Classes page will be available regardless of whether the emails are enabled or not. The default is 120 minutes (2 hours) before the session start time.

Send Instructor Start Link

If enabled, an email will be sent to the instructor of a Zoom session containing the information necessary for them to start the Zoom meeting. This is a different link from the join link and requires the instructor to be logged in to the host account before the link will work. It is enabled by default.

Instructor Email Template

This is the email template that will be used to send the information necessary for instructors to start the Zoom meeting. As with all Magento emails, you may select a customized version of the email template if you have created one.

How many minutes in advance of session should access details be given to instructor?

This setting dictates (in minutes) how far in advance of your session start time you want to make the Zoom meeting access details available to your instructor. The default is 1440 minutes (24 hours) before the session start time with the idea being that they will then have time to check their settings and prepare to host the meeting.

Other preferences and settings

Require participants to have a Zoom account to attend

As stated in the note below the setting, enabling this increases the security of your meetings by limiting attendance according to registrants' email addresses, but it places more burden on your attendees by requiring them to have a Zoom account that matches their registration email and be logged in to join the meeting. It is disabled by default.

Zoom Meeting Description

When editing a product, you can specify a value for the Zoom Meeting Description under the "Class Details" tab. This description is only shown when you view your meeting within your Zoom account and if Zoom sends users emails about the meetings. If you've disabled the native Zoom emails then it won't do much, but it's there if you need it

Zoom settings not available within Class Manager

All other Zoom-related options must be configured in your Zoom account. Here are a couple to note...

Zoom Waiting Room

The option to enable/disable a Waiting Room for your meetings is not available in Class Manager, but can be configured in your Zoom account. We recommend using this feature.

Recording Zoom Meetings

The option to automatically record your Zoom meetings is not available in Class Manager, but can be configured in your Zoom account. (Of course the host can always record meetings even if they're not set to be automatically recorded.)

In a future release, we plan on adding a followup email option that will send a link to the recording (if there is one and it's stored on the Zoom cloud) to all registered participants.

Creating Zoom Sessions

Once everything is all configured, you're ready to start creating your Zoom sessions! Overall, creating a Zoom session is very similar to creating a regular session, but there are some key differences. First of all, due to restrictions of the Zoom platform there are some limitations for Zoom sessions that don't apply to regular sessions:

Zoom sessions can only repeat on consecutive dates and at the same time on each date.

Zoom sessions are limited to 100 participants.

To create a new Zoom-enabled session, first select a Zoom-enabled location from the Location dropdown menu. (As of version 1.2.1, Zoom-enabled locations are highlighted with *ZOOM following the location name.) This will make some slight adjustments to the session creation panel as seen in this side-by-side comparison:

You'll notice that the Instructor field is now disabled; that's because instructors are connected to hosts (see configuration) so we need to choose a host first. In order to choose a host, however, you need to check their availability, so after you've selected the Location you'll jump down to the Dates and Times section.

Enter the date(s) and times of your session and then press the "Check Availability" button. (As noted above, non-consecutive dates are not supported.) The message "In Progress" will show while the check is performed and will change to "Complete" when the check is complete.

After the availability check has been performed you will then choose one of the available hosts. After that you can select an instructor based on the selected host. Please be sure to rerun the availability check every time you change the date(s) or time(s). If you don't, and there is a conflict, you will get an error and your session(s) will not be saved.

Once you've created your session(s), press the "Save" button at the top of the page to save your product changes. It is at this time that the Zoom meeting will be created and associated with the session. When you view the session creation panel again you'll see that the Zoom meeting link and password have been added, confirming that the meeting was created.

All other settings function the same as they do for regular sessions.

Note that changing a session's status to Canceled will not delete the associated Zoom meeting from your Zoom account. If you'd like to delete the meeting to free up the time for another session you will have to go to your Zoom account and delete it there.

Importing Zoom Sessions

Due to the complexity of creating a new Zoom session, importing Zoom sessions is not currently supported. You will encounter an error if any of the sessions in your CSV file are set to an "online" location.

Joining Zoom Sessions

Notifications

Not only are all the usual Event Management emails (registration and waitlist confirmations, reminders, changes, cancelations, and surveys) sent for Zoom sessions, but the Zoom integration adds two customizable emails for delivering the necessary Zoom meeting details to your customers and instructors at exactly the time you want them to arrive.

Tip: Since Event Management sends the emails necessary to join meetings (if enabled) you will likely want to disable Zoom's default meeting notifications so your customers don't receive multiple messages about the same session.

Join Link Email for Customers

This customizable email will contain the session title (with a link to the class page), date(s) and time(s), and the necessary link and password to join the Zoom meeting. Here is an example using the default template:

The timing of this email can be configured in the extension settings. The default is 120 minutes (2 hours) before the session start time. If someone registers after the configured send time, they will receive the email immediately upon registering.

As of version 1.2.1, a "Confirm email address" field can be added to the class registration form on the front end. This should reduce the number of mistyped email addresses.

Start Link Email for Instructors

Very similar to the "Join Link" email for customers, this email is sent to the instructor of the class informing them of which Zoom user account they will be using and providing them with a link to start the Zoom meeting. If they are already logged into that Zoom account all they will need to do is click on the "Start Zoom Meeting" button in the email. Here is an example using the default template:

The timing of this email can be configured in the extension settings. The default is 1440 minutes (24 hours) before the session start time to allow them plenty of time to check their settings and prepare to host the meeting.

IMPORTANT: This email will be sent to the instructor's email address, so make sure their email address is valid and up-to-date in their instructor record. Also note that the password for the Zoom host account is not included in this email; you will be responsible for securely sharing that with the instructor ahead of the scheduled session time.

Other ways to join Zoom sessions

Customers can find a link to join the Zoom meeting on the My Classes page in their account:

Instructors can find the link to start the Zoom meeting at the top of the session roster in the back end:

Columns

You can sort columns, drag-and-drop the column headers to reorganize columns, and you can show/hide the columns in the grid using the "Columns" manager.

Views

Once you have the columns the way you want them, you can save your column views using the “Views” menu so you can easily switch between views.

Filtering

You can filter the sessions by pressing the “Filters” button, filling in/selecting the filters you want, and pressing the “Apply Filters” button. Clear all filters by pressing the “Clear all” link.

Quick edits

The coolest part of the grid is being able to edit certain session details right from the grid (requires permission) without having to open the product for editing! When you click on a row, it’s selected and some of the fields become editable.

You can change the Status, number of Seats, Notes, Sort Order and Price Adjustment. This is especially handy when you have a class that has reached capacity and you want to add another seat or two to maximize your revenue. You can adjust the number of seats in a couple of seconds and the Capacity percentage updates accordingly.

Calendar View

Event Management uses native calendar functionality to display all of your sessions by date. You can choose month, week or day views on a navigable calendar. The calendar can also be filtered by location.

Events that are in the past, full or canceled will be displayed differently (grayed out) on the calendar to indicate that registration is not available for them. Today's date is highlighted as well.

When a customer hovers over an event, additional details like status, instructor and session series (session x of x) are shown:

When a customer clicks on an event on the calendar, it opens the product page for registration. If desired, you can set the registration form for the selected session to open automatically when the page loads. See configuration.

Special Events on the Calendar

Events marked as a "Special Event" on the backend will be highlighted on the calendar to separate them from normal classes and events. This, like all calendar styles, can be modified according to your theme.

Location Filter

By default, the calendar shows all locations, but you can add additional, location-specific calendars by setting Filterable to Yes when setting up your locations.

Each filterable location will also have its own unique URL based on the Code field in the location settings.

When viewing a location-specific calendar, the name of the filtered location is hidden for those sessions.

Calendar "Merging"

As of version 1.2.1, you have the option to show select locations on all calendars, regardless of the filter. This is useful if, for example, you want to show online events for all locations since they can be attended from anywhere. To show a location's sessions on all calendars, set the Show on all calendars setting to Yes for the chosen location.

When this option is enabled, the location will be noted for sessions at these locations when viewing other locations' calendars.

Custom Events

Because calendars can be useful for conveying all kinds of information, we've included the ability to add custom events to your calendars.

To view existing custom events and create new ones, access the Custom Events Grid by navigating to Class Manager > Calendars > Custom Events.

To create a custom calendar entry to be displayed on the calendar, press the "Add New Event" button at the top of the grid. You will be presented with the following options:

Active

Yes will display the event on the calendar; No will hide it.

URL

f a URL is supplied, the event will link to that page. If the field is blank, the event will not have a link.

Event Name

This text will show on the calendar in the space where the class or event title would be.

Location

Just like sessions, the custom event must be associated with a location. The location is used to determine on which calendars the event will be included and will also be displayed on the main "all locations" calendar underneath the Event Name.

Instructor

Just like sessions, the custom event must be associated with an instructor. If it is a general announcement, such as a store closure, you may want to assign it to a "Staff" (or similar) instructor. Instructor name is only shown when you hover over a calendar entry and is not visible by default.

Dates and Times

Just like sessions, date(s) and time(s) must be provided for the custom event in order to determine where to display it on the calendar. See Session Dates and Times.

Deleting Custom Entries

For database maintenance, it is recommended to occasionally clean out your old custom calendar entries. You can do that in bulk from the Custom Events grid by selecting all events to be deleted and then selecting "Delete" from the "Actions" dropdown menu.

Printing Calendars

The calendar view contains a specialized set of CSS that hides page elements to allow for easy printing of calendar events for in-store display or other uses. Just choose File > Print from your browser menu or press Ctrl + P on a PC or Command + P on a Mac to print the page.

Compatibility with your theme cannot be guaranteed. Additional CSS may be required.

Registering for a Session

The extension changes the product page in a way that the new Class Reservation product type now shows the list of associated Sessions and the Add me to cart button is replaced with the Register button. The list of sessions contains the location and time of the event, shows the status of the session and tells whether it is possible to register for it.

When the available session has been selected, clicking on the Register button show the pop-up window with input fields for the name of the buyer, their email and phone number. If the customer is a registered one and does not belong to the service group of customers, these fields are filled in automatically.

If there are Related Products specified for the product in question, the form will also contain a checkbox with the possibility to add a specified related product to the cart along with the registration for the event.

After the form was filled in and the Add To Cart button was clicked, the event product will be added to the cart. Then, a regular Magento checkout procedure is followed.

When the order is created, the registration with the Reserved status is created for this customer. When the order is paid for, the status of the registration is changed to Active.

If there are no available seats for the event, the product page will have an Add me to the wait list link, available only for registered users. After the form is filled and sent the user doesn’t have to proceed to checkout — the registration with the Wait List status has already been created for that user.

All registrations are listed in the Rosters section of the extension in the admin panel — Class Manager / Rosters.

When the session row is clicked, the admin is taken to the page with the grid of registrations for this session. The name of the event, its location, date and time, instructor, status (depending on occupancy — N seats left, 1 seat left, full, overbooked) are displayed on top of the grid.

The registration grid displays all registrations of customers for this event — statuses, number of booked seats, names and contacts of the buyers, comments from customers and administrator, reservation date, link to the order (if it exists), payment amount, link to the customer’s account. When clicking on the row of this grid, inline editing of the record becomes available: administrator can inter alia change the registration status — say, they can cancel the registration by specifying the Cancelled status. Export and Print buttons that allow admins to export registrations in .csv or print them out are available on top of the registration grid.

Besides, the registration status is used to send service emails (see next paragraph) and calculate event seats available for purchase.

Emails

The extension has the following automated emails:

• Registration details — an email confirming the registration and containing details of the upcoming event.
• Notification about Canceled Session — an email notifying about the cancellation of the Session. The email is sent when the Session’s status is changed to Cancelled.
• Notification about Changed Session — an email notifying about the changes in the Session. The email is sent when the Session’s location or time are changed.
• Wait List Notification — an email about a successful registration in the wait list for the Session that had no seats available. This email is available if the entire wait list feature is turned on.
• Class Reminders — emails with reminders about the upcoming session. They are sent prior to the start of the Session in times specified in the settings of the extension.
• Survey Email — an email with an invitation to take part in a survey after the completion of the session. It is available if the entire Survey feature is turned on.

All types of automated emails can be turned on or off. All types can have their own email template, including that created based on the default templates for each type that come pre-built with the extension. The emails of the last two types are sent through the email queue of the extension. Other emails are sent directly when the initiating event takes place.

My classes page

The account dashboard of the register user has the My Classes link, following which takes you to the page with customer’s registrations. The page is split into 3 sections: Upcoming Classes — confirmed customer registrations to events that have not yet passed; Wait Listed Classes — events that had not available seats whose wait list the customer was added to; Recent Classes — registrations to events that already passed. If the section does not have records — a respective notification is shown. If there are records, then the respective registration data is shown: name and link to the event product, location, data and time, instructor, number of booked seats, link to the order (if it exists), and registration status.

Classes Dropdown

Customers can also quickly view their next few upcoming classes in a handy dropdown menu in the header ribbon of every page, right next to their name. (Theme compatibility varies.)

Add to calendar button

If the settings of the extension under Stores / Settings / Configuration / Staylime / Class Manager / Other / Add to Calendar links have the Enable value, then the My Classes page in the Upcoming Events section the Add to Calendar button added to the registration row. Clicking on the button will download the .iCal file with data on the upcoming event that you can upload to any calendar app that supports this format. This button is also available in automated confirmation and reminder emails.

Registering a Customer for a Class

Employee registrations (often called “in-store registrations”) are a central feature to businesses that also operate retail locations. A customer may come into the store wanting to sign up and pay for a class at the same time — and in the same transaction — that they make a physical purchase, and this system allows store employees to do so on their behalf.

Prerequisites

In-Store Payment module must be installed and enabled.

Module for restricting payment methods by customer group must be installed.

One or more customer groups must be created to which all store accounts will be assigned.

Customer group must be selected for in-store registrations in config settings and also configured for access to the In-Store Payment method.

Customer accounts (either one per store, one per register, or one per employee) must be created for employees and assigned to the selected customer group(s).

How to register a customer for a class using your in-store account:

1. If you’re not already signed in, sign into your store account using the link in the header.
2. Browse or search to find the class the customer wants to register for.
3. On the product page, scroll down to find the available sessions.

4. Select the session the customer wants (if it’s available) and press the “Register” button. (When selected, the background color of the session will change to teal.)

5. A popup appears with the registration form.
6. Enter the customer’s contact details, being very careful to enter their correct email address, fill out the rest of the form, and press the “Add to Cart” button.

7. A confirmation appears when the registration has been added to the cart giving you the option to either view your cart or register another customer for the same session. If you’re ready to check out, either press the “View cart” button or close the overlay and go to checkout using the cart icon in the header.

8. Check out using the standard checkout process, choosing the “Payment Taken In-Store” payment option since you've already taken payment for the class using your store’s POS.

What happens after I register a customer?

Of course, the registration will be added to the class roster in Magento. In addition — if the customer’s email address was entered correctly — glorious, almost magical, things will happen!

• An email will be immediately sent to the customer’s email address confirming their enrollment. The email contains:
  • Registrant’s name and contact info
  • Name of class
  • Date and time of class
  • Location of class, including address and phone number
  • Instructor name
  • Link to add the event to their calendar (iCal)
• If the customer has an account on the site using the same email address (or even if they create a new one afterwards using that email address), the registration you just created will be visible on their My Classes page. Feel free to let them know this!
• The customer will receive all class-related emails (reminders, changes, cancelations, survey requests, etc.) just as though they had signed up themselves.

Customer signup

If a session has reached capacity, customers can be added to a wait list for the class so that they may be contacted once more spots open up. If a class session is full a link to get on the wait list will be shown for the session.

For a customer to add themselves, they simply press the “Get on the wait list” link. If they are not logged in, they will be asked to log in (or create an account if they don't have one). They will then be able to select the quantity of wait list spots as well as add any comments.

The customer’s wait list entries will show up on their My Classes page.

Customers can manage their wait list entries by clicking on the class name on the My Classes page (or otherwise navigating to the class page) and clicking the “Get on the wait list” link again. When the form appears they will be able to either update their wait list info (adjust quantity, add notes...) or they will also have the option to delete their wait list entry using the “Delete” button.

In-store (employee) signup

The process for an employee to add a customer to a wait list is almost identical. The difference is that you will enter the customer’s name and contact info into the Notes field.

To add more than one customer, adjust the quantity and add their name and contact info to the Notes field, while also retaining the info for existing customer(s), and press the “Update wait list spot” button.

Classes waitlisted using a store employee’s account will not show up on the customer’s My Classes page, however they will show up on the store’s My Classes page.

Note: we recognize that this is not an ideal method for in-store wait list signups and are working to implement a better system. Your feedback is welcome.

How to use wait list entries

See Managing wait lists

Columns

You can sort columns, drag-and-drop the column headers to reorganize columns, and you can show/hide the columns in the grid using the “Columns” manager.

Views

Once you have the columns the way you want them, you can save your column views using the “Views” menu so you can easily switch between views.

Filtering

You can filter the sessions by pressing the “Filters” button, filling in/selecting the filters you want, and pressing the “Apply Filters” button. Clear all filters by pressing the “Clear all” link.

Session rosters

A roster is a view of who is registered for a class session. Rosters can be accessed in the following ways:

1. from the Rosters Grid,
2. from the Sessions Grid, or
3. from the “View Roster” link on a customer’s order (see below)

When you view a roster, you'll see the Class name, location, date & time, instructor and number of seats at the top. There are also a couple of helpful buttons:

• Edit Session — This will take you to the product page so you can edit session details.
• View Registration Page — This will take you to the registration page on the front end, in case you want to register someone.

Registrations grid

Below the header is the Registrations grid which lists all participants for a session.

• ID — A unique ID that can be used to reference the registration
• Status — The registration status (Active, Reserved, Canceled, Wait List)
• Quantity — The quantity registered
• Name — Customer name
• E-mail — Customer e-mail address
• Phone — Customer phone number
• Customer Info — Customer comments (entered when registering)
• Internal Notes — Internal notes (entered on roster)
• Product Options — Custom options associated with the class
• Reserved Date — Date the order was placed
• Order — Order number containing the registration
• Paid — Paid amount
• Customer — Customer ID
• Store — Who purchased the class (customer or store)

Note: the “Actions” dropdown menu may be unavailable depending on your permissions.

Pagination

Please be aware that Magento 2 paginates grids, so some entries may be “hidden” on other pages.

In order to view all entries at once you can set the number per page to the maximum: 999. This usually “sticks” from roster to roster, but it doesn't hurt to check and make sure that you’re viewing all entries and not just the first 20 (which is the default).

Columns

You can sort columns, drag-and-drop the column headers to reorganize columns, and you can show/hide the columns in the grid using the “Columns” manager.

Views

Once you have the columns the way you want them, you can save your column views using the “Views” menu so you can easily switch between views. For example, it may be helpful to save a “Print” view for printing rosters.

Filtering

You can filter the grid by pressing the “Filters” button, filling in/selecting the filters you want, and pressing the “Apply Filters” button. Clear all filters by pressing the “Clear all” link.

The Status filter on this grid allows you to view multiple statuses at once. So if you want to show both Active and Wait List entries, you can do that!

Filters are only available for active columns. If a filter is missing, toggle the column visibility and try again.

Editing registrations

To edit a roster entry, click on a row and it will become editable. Make your changes and then press the “Save” button.

Editable fields

Restrictions

There are two levels of editing permissions: Limited and Full. Certain fields require Full permissions to edit. Permission level has been notated next to each field.

Status Full

The registration status can be updated. Possible options are:

• Active — The customer has registered for the class and plans to attend
• Reserved — The customer has reserved their spot, but has not yet paid for it
• Canceled — The customer will no longer be attending
• Wait List — Designates a wait list entry

Note: Registration Status cannot be changed from Wait List to Active unless there is an order associated with the entry.

Status changes are recorded as a comment on the associated order:

Quantity Limited|Full

The quantity of a registration can be changed as long as there are seats available in the class. If the class is full, unless you edit the session to increase the number of available seats (or cancel or reduce the quantity of another registration), you will only be able to adjust the quantity down.

Note: If the Quantity is changed to 0, the Status of the registration is also changed to Canceled, however changing the Quantity from 0 to 1 does not automatically return the registration status to Active. Status must be updated manually.

Status changes are recorded as a comment on the associated order:

Name Full

Customer name can be updated in case of typo.

E-mail Full

Customer email can be updated in case of typo.

Phone Full

Customer phone number can be updated in case of typo.

Customer info Full

Customer comments can be updated.

Internal notes Limited|Full

Internal notes can be added.

Reserved date Full

(Even though it looks like this can be changed, it cannot. We will be disabling editing of the date field in a future release.)

Printing registrations

The extension brings more flexibility to roster printing. Now you can filter and sort entries as well as hide columns you don't need.

Before printing, double-check your pagination to make sure all entries are visible. Only the visible entries will be printed.

This is where Views are really handy. You can save a “Print” view which just shows the columns you want on your printouts and then easily switch back and forth between a more detailed view and your slimmed-down “Print” view. Once you've created your “Print” view and have selected it using the Views menu, press the “Print” button. A popup window opens*, displaying only the roster isolated from other elements that shouldn't be printed. You can then press Ctrl + P on a PC or ⌘ + P on a Mac to print the window.

*If you don't see the window open, make sure your browser isn't blocking it.

Exporting registrations

Rosters can be exported to a CSV file. You can apply any filters you want to the registrations table and when you’re ready to export, press the “Export” menu button and then the “Export” button which appears in the dropdown.

You will then be prompted to save the file to your computer where you can open it in the application of your choice.

Note that column sorting and hiding does not apply to exports. All columns are exported whether they are visible or not.

Viewing wait list entries

You can see if anyone is wait listed for a session by looking in the “Wait List Qty” column on the Rosters grid. If you would like to view all classes that have a wait list you can filter the Rosters grid by sessions with a Wait List Qty of 1 to 999.

When viewing a roster, Wait List entries will be highlighted in pink and you'll usually find them towards the bottom. Although, depending on your sorting method, they may show up at the top or even in the middle of other roster entries.)

The wait list entries will show the customer’s contact information as well as how many spots they would like to register for, the date on which they made their request, and any comments they may have provided. (If the Include session options in wait list form setting is enabled, it will also show the answers they provided to the extra session questions.)

Managing wait list entries

Because every registration requires an order to be associated with it, wait list entries cannot be directly converted to registrations. You will need to contact the customer letting them know that one or more spots have become available and they can now register for the class through the website, or you can register them on their behalf using the employee registration method. Once they have registered for the class, either you or the customer will need to manually delete their wait list entry; it is not done automatically. On the back end, all of the same fields that can be edited for registrations can be edited for wait list entries. Please see the Editing Registrations documentation for instructions on editing wait list entries.

We are searching for better ways of handling this. Current ideas include an automated email which will notify wait listed customers when spots open up. Another idea we are considering is to utilize a backorder system where orders could still be placed even when there is no availability for a session and those orders would be assigned the “Wait List” status. You would then have to cancel and refund the order if they are unable to attend. Your feedback is welcome.

Customers can also manage their own wait list entries from the My Classes page in their account.