Event Management Documentation

Installing & upgrading

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

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

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

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

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

Licensing

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

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.

Support

Class products

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.

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.

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.

Class sessions

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.

Sessions grid

Columns

The Sessions grid can be accessed from the main the extension’s menu and shows a list of all sessions across all products. Here you can search and sort them, see which ones are full, and even make changes to them directly from the grid.

• ID — A unique ID that can be used to reference the session
• SKU — The SKU of the class to which the session belongs (sessions do not have their own SKUs)
• Product Name — The name of the class to which the session belongs
• Status — The session status (Inactive, Active, Canceled Complete)
• Start Date — The date and time the session starts
• End Date — The date and time that the session ends (if the session has multiple dates, it will be the end time of the last date)
• Date(s) — All dates/times in the session
• Created At — The date and time when the session was created
• Instructor — The instructor of the session
• Location — The location at which the session will take place
• Seats — The total number of seats/spots in the session (capacity)
• Capacity — Shows the percentage of registrations vs. capacity
• Notes — Any session notes will show up in parentheses on the front end
• Sort Order — Sort order of sessions on front end (only applicable if "smart" sorting is disabled)
• Price Adjustment — Any adjustment to the base price for individual sessions
• Action — Pressing “Edit” will take you to the class page to edit the full session details
• Roster — Pressing “View” will take you to the roster for that session

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.

Customer registrations

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.

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.

Employee registrations

Wait list signups

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.

Rosters grid

The Rosters grid can be accessed from the main menu of the extension and, similar to the Sessions grid, shows a list of all sessions. You can find the roster you’re looking for by searching and sorting them, then press “View” (or just click in a row) to view individual rosters.

• ID — A unique ID that can be used to reference the roster
• Class Title — The name of the class
• SKU — The SKU for the class (product level)
• Start Date — The date and time the session starts
• End Date — The date and time that the session ends (if the session has multiple dates, it will be the end time of the last date)
• Date(s) — All dates/times in the session
• Instructor — The instructor of the session
• Location — The location at which the session will take place
• Available Qty — The total number of seats/spots in the session (capacity)
• Active Qty — The number of registrants who have enrolled in the session and paid for it
• Reserved Qty — The number of registrants who have enrolled in the session but whose payment is pending
• Wait List Qty — The number of customers on the wait list for the session
• Canceled Qty — The number of registrants whose registrations have been canceled (order refunded or status changed)
• Capacity — Shows the percentage of registrations vs. total capacity
• Special Event — Shows whether the session is designated as a Special Event (can be useful for finding rosters for special events)
• Action — Pressing “View” will take you to the roster for that session

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.

Registrations

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.

Wait lists

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.)

Locations

Location is the place where the event is going to take place. This is a mandatory field when creating a Session. This is why all the possible locations of the event should first be added to the location roster that can be found in the extension settings at Class Manager / Configuration / Locations.

The location grid allows you to filter locations by name, code, phone number, and email, and sort by any column in the grid. The records are paginated with the ability to specify the amount of records to be displayed per page. Bulk editing and deletion of records is available. In order to create a new location you should click the Add New Location button. In order to edit an existing location you need to select the Edit option of the Action column of the respective grid row.

The location page has the following data:

• Filterable — a Yes/No toggle. Adds or removes the location from the calendar filter.
• Location Name — the name of the location, for example Training Center Bronx.
• Filter Option Label — the name of the location that will be displayed in the calendar filter and in selection lists, for example Bronx.
• Code — the unique code of the location, for example bronx. Alphanumeric characters, hyphens and underscores are allowed. The code is used to form URLs of the calendar with the applied location filter.
• Address — the physical address of the location, for example 7680 Vermont Rd. Bronx, NY 10456.
• Phone — the phone of the location, for example +1 (123) 456-7890.
• Email — the email of the location, for example [email protected]

All available locations are listed in the filter of the calendar. The location specified when creating the Session is listed in the Session selection section on the event product page. The location is available on most admin UI elements related to sessions.

Instructors

Instructor is the person who runs the event being organized. This is a mandatory field when creating a Session, therefore, all Instructors must first be entered in the Instructors grid under Class Manager / Configuration / Instructors.

In the instructor grid, filters are available by name, email address and instructor code; you can sort by all columns of the grid. Records are displayed page by page with the ability to specify the number of records on each page. Bulk editing and bulk deletion of records is available. To create a new instructor, click the Add New Instructor button, to edit an existing one, click Edit in the Action column in the respective grid row.

The instructor’s detail page contains the following data:

• Instructor Name — the instructor’s name, e.g. John Doe. Required.
• Email — the instructor’s email address, e.g. [email protected] Required.
• URL Key — instructor code. Symbolic combination (only letters, numbers and signs -_ are allowed, eg john-doe), which will then be used to form a link to the instructor’s personal page. It is acceptable to leave blank - this means that there is no need to show a separate page for this instructor.
• Image — a photo of the instructor. If loaded, it is used on the instructor detail page and in the Instructors tab on the product page. No more than 2 MB, allowed extensions — jpg, png, gif.
• Instructor Bio — description for the instructor detail page and the Instructors tab on the product page. Displayed there if non-empty. Content with markup/html tags is allowed.

An instructor is selected for a session (event) when it is created.

On the product detail page, all instructors conducting sessions for this product are displayed in the Instructors tab (if the Class Product / Show Instructors Tab setting is enabled).

After registering for a class, the instructor conducting it is mentioned in the default newsletter templates. The Instructor property is available on almost all session-related UI elements of the admin panel.

Customer classes report

The customer classes report is available at Class Manager / Reports / Customer classes. The report is a structured selection of data on registrations by customers shown as a grid (the filters and sort buttons are available) that allows you to export the results in a .csv format or print it out. The important fields of the grid are: id and name of the customer, their email and phone number, the name of the event, its location and time, order creation data, order link, total amount, order status, and whether it was a direct order (created by the customer themselves), or a service order (created by a service customer).

Purchase location report

This report is available at Class Manager / Reports / Purchase location. This report is a structured selection of data on registrations by service registration accounts (customers, that belong to the service group, that can create registrations for other people), shown as a grid (with filters and sort buttons) with an ability to export the results in a .csv format and print it out. The important fields of the grid: name of the service account and Customer if it was a direct registration, the name of the event, its location and time, order link, order creation date, and total amount.

Stores → Configuration → Todd Lininger Design → Class Manager

Class Manager → Configuration → Settings

Sections are marked in grey.

Interrelated options are marked in a common color.

General

Version

The current version of the installed Class Manager module (the information read-only field).

License Key

The input field to enter a license key.

License Key Status

Status of the entered license key.

System

Email Sender Name

Sender’s name for email notifications of the module.

Email Sender Address

Sender’s email address for email notifications of the module.

Send Email Copies To

Sender’s email copies for email notifications of the module.

Class Product

Default Tax Class

Used to assign the tax class to the product of the Class Reservation type by default. Data Provider: ToddLininger\ClassManager\Ui\DataProvider\Product\Form\Modifier\TaxClass:41

Show Instructors tab

Enables/disables adding the “Instructors” tab to the Class reservation product type page. 

Hide Classes with No Active Sessions from Categories/Search (in progress)

If enabled, classes with no active sessions will be removed from search and hidden in product categories listings.

Class Policy for Emails (in progress)

If this configuration isn’t empty, all customer emails of the module, except for Survey-emails, will be complemented with the block with HTML from configurations.

Class Policy for Product Page Tab (in progress)

If this configuration isn’t empty, the pages of all classes will be complemented with the Class Policy tab with HTML from configurations.

Class Registrations & Wait Lists

Customer Groups Enabled for In-Store Registration

Business account groups that can make a registration for another person.

Send Registration Details to Registrant

Enables/disables sending emails with detailed information about registration to customers. Observer:

ToddLininger\ClassManager\Observers\Model\Registration\EmailNotification\Details

Email Template for Registration Details

Email template with detailed information about registration (available if the previous option is checked).

Notify Registrant about Canceled Session

Enables/disables email notification of customers about canceled sessions. Observer: ToddLininger\ClassManager\Observers\Model\Session\CanceledNotice

Email Template for Canceled Session

Email template notifying customers about canceled sessions (available if the previous option is checked).

Notify Registrant about Changed Session

Enables/disables email notification of customers about changes in the time/place of a session.

Email Template for Changed Session

Template of the email notifying customers about changes in the time/place of a session (available if the previous option is checked).

Wait Lists

Enables/disables the possibility to waitlist customers for the session at which there are no free seats.

Send Wait List Confirmation

Enables/disables email notification of customers about their successful addition to the wait list (available if the Wait Lists option is checked). Observer: ToddLininger\ClassManager\Observers\Model\Registration\EmailNotification\Details

Email Template for Wait List Confirmation

Email template notifying customers about adding them to the wait list (available if the previous option is checked).

Include Product Options in Wait List Form

Set up whether to include the selected class options in a wait list.

Class Reminders

Enable/disable email notification of customers about the upcoming event they are registered for. Observer: ToddLininger\ClassManager\Observers\Model\Registration\EmailNotification\Reminders

Email Template for Class Reminders

Template of the email reminding customers about upcoming events (available if the Class Reminders option is checked).

Days Before Session to Send Reminder

Set up the number of days before a session when to send an email reminder (available if the Class Reminders option is checked). In case if it’s necessary to send reminders several times, list all days before a session separated by commas.

Limit Reservation Time While Payment Is Pending

Set up the number of hours during which the reservation of seats without payment is available (after that time, the reservation will be canceled). If it’s set to 0, the reservation is limitless. Cron: ToddLininger\ClassManager\Cron\Registration\ReservationChecker

Auto-Open Registration Form

Enables/disables an automatic opening of the registration pop-up window, if this option is checked for a product.

Text for Supply List Items (Related Products)

Text added to the block of related products, if this function is supported.

Confirm Email

Enables/disables showing the email confirmation field in the registration form.

Sessions

Quantity at Which to Show Number of Seats Available

The number of available seats from which there appears a notification about few seats left on the product page.

Hours Before or After Session to Expire Registration

Time from which to close registration for an event.

Anchor Expiration Time to Beginning or End of Session

Close registration starting from the beginning or end of a session.

Number of Sessions to Highlight on Product Page

The number of sessions from which to wrap up the list of possible sessions to display on the product page.

Disallow Session Quantity Adjustments in Cart

Set up whether to block the ability to change the number of classes in a product cart.

Default Text for No Sessions

Default text on the product page displayed if there are no available sessions at the moment. Not by default, it can be created on the product edit page: Class Details → Text For No Sessions.

Notify Instructors About Changed and Canceled Sessions

Enables/disables email notification of instructors about changes in the time/place of a session or about canceled sessions.

Instructor Email Template for Changed Session

Template of the email notifying instructors about changes in the time/place of a session (available if the Notify Instructors About Changed and Canceled Sessions option is checked).

Instructor Email Template for Canceled Session

Template of the email notifying instructors about session cancellation (available if the Notify Instructors About Changed and Canceled Sessions option is checked).

Import Sessions

Default Status

Status to be used unless it’s specified for a session in the import file.

Default Location

Location to be used unless it’s specified for a session in the import file.

Default Instructor

Instructor to be used unless it’s specified for a session in the import file.

Default Qty

The number of seats for a class to be used unless it’s specified for a session in the import file.

Class Threshold

Minimum Enrollment Threshold

The number of registrations that will be considered the minimum threshold of registrations for an event. If it’s set to 0, there’ll be no monitoring and notification about threshold changes.

Statuses to Count Toward Threshold

Registrations in which statuses will be counted toward the threshold. 

Notify Instructor When Threshold Is Reached

Enables/disables email notification of instructors about reaching the minimum threshold of registrations for an event.

Email Template for Threshold Reached

Template of the email notifying instructors about reaching the minimum threshold of registrations for an event (available if the Notify Instructor When Threshold Is Reached option is checked).

Notify Instructor If Registration Drops Below Threshold

Enables/disables email notification of instructors about not reaching the threshold of registrations for an event.

Email Template for Registration Drop

Template of the email notifying instructors about not reaching the threshold of registrations for an event (available if the Notify Instructor If Registration Drops Below Threshold option is checked).

CC Threshold Emails To

Sender’s email copies for emails about reaching/reducing the threshold of registrations for an event.

Surveys

Enabled

Enables/disables the ability to conduct surveys after the event.

Default Survey

Set up which survey to use by default (available if the Enabled option is checked). To choose a different survey, go to the class edit page and find the session edit tab.

Class Survey Email Template

Set up which email template to use in order to invite customers to participate in a survey (available if the Enabled option is checked).

Delay to Send Survey After Completed Session

How many hours after the end of a session to send customers an email with the link to a survey (available if the Enabled option is checked). Observer: \ToddLininger\ClassManager\Observers\Model\Session\SurveyNotice

Default Rating Option Label

Text title by default in the survey section that allows a customer to rate the event (available if the Enabled option is checked). Not by default, it can be created on the survey edit page: SURVEY INFORMATION → Rating → Rating Option Label.

Capacity

Session Capacity Warning Threshold

A session capacity rate of what percent will be marked yellow on a session grid and in the roster.

Other

Include Instructors with No Sessions Available on Instructors Page

If enabled, all instructors will be listed on the Instructors page. If disabled, only instructors with currently available sessions will be listed.

Add to Calendar Links

If enabled, customer accounts and emails will contain links to the iCal file that allows customers to add an event to calendar on any device that supports iCal import.

Add Events Calendar to Top Menu

If enabled, top menu will contain a link to the event calendar.

1. Zoom Configuration Page

To configure Zoom integration with CM, go to Stores / Configuration / Todd Lininger Design / Class Manager / Online Sessions. Zoom integration is disabled by default. To enable it, choose the Enabled option. After this, you’ll be able to configure the following features:

• Enabled – configure whether Zoom integration is enabled or disabled. When disabled, all other configurations become hidden and the integration is stopped.
• Zoom Token – JSON Web Token (JWT) created in the last step. Copy it from https://marketplace.zoom.us/ and paste here. Click the Save Config button to see Zoom Status – it shows whether the connection is successfully established or not and, if yes, how many available host instructors have been found on a Master account. Available hosts are those located in the specified department and having the host account type higher than Basic.
• Zoom User Department - the name of the Zoom department where host instructors are located. Default value: Online Events.
• Send Customer Join Link - configure whether sending customers an email with a meeting join link is enabled or disabled. It’s enabled by default.
• Customer Email Template - the email template containing Zoom meeting join info to be sent to the customer before the meeting begins. Default value: the template TL Class Zoom Customer Join from the installed module. The field is visible only when Send Customer Join Link = Enable.
• How many minutes in advance of session should access details be given to customer? - configure how many minutes before the meeting begins the customer should receive access details and when the join link in the My Classes section becomes available in a customer account. Default value: 120.
• Send Instructor Start Link - configure whether sending emails to start meeting as the instructor is enabled or disabled. It’s enabled by default.
• Instructor Email Template - the email template containing Zoom meeting access details to be sent to the host instructor before the meeting begins. Default value: the template TL Class Zoom Instructor Start from the installed module. The field is visible when Send Instructor Start Link = Enable.
• How many minutes in advance of session should access details be given to instructor? - configure how many minutes before the meeting begins the instructor should receive access details. Default value: 1440. The field is visible only when Send Instructor Start Link = Enable.
• Require participants to have a Zoom account to attend - configure whether customers without a Zoom account can join the meetings or not. It’s enabled by default.

2. Zoom Online Location

The session is considered to be online in the subsequent interaction with Zoom in case it’s connected with an online location. After enabling the integration, you should create an online location in CM:

• The toggle field Use for online meetings was added to the location information. By default, the toggle value = No for all old and newly created locations.
• To create an online location, create a new location with the value Use for online meetings = Yes. The number of locations is unlimited (in most cases, one is enough). There are no code/name restrictions. The special restriction: no previously created sessions should exist for such locations. When saving the location, their existence will be checked to avoid transferring the old active location to an online location.

3. Zoom Host Instructor

For the successful integration, one should manually establish the connection between the Zoom host instructor and the instructor in CM. This is done through the field Zoom User ID on behalf of the CM instructor.

The following values are taken for the Zoom host instructor connected to a master account (the host instructor should be available in the integration workflow): 

• Code, e.g. E26XmhvE02IS18duJ86UTV. It’s taken from an address bar of a host page, learn in more detail in Initial Zoom Setup.

Copy the Zoom code into the field Zoom User ID and save:

How it influences the list of available instructors in a tab of creating a new online session:

• After clicking the Check host availability button, double-checking of the available value sets for the Meeting Host list box starts, and the hosts that are currently non-existent/unavailable cannot be selected from the list. If it’s possible to save the pre-selected host value, it’ll be saved.
• In the affiliated Instructor list box, those instructors who are associated with the currently available hosts will remain available for selection. If it’s possible to save the pre-selected instructor value, it’ll be saved.
• When saving the product, the system is double-checking if the selected host is available at this time, and if the host is non-existent/unavailable, the process interrupts.

4. Zoom Online Session

Create

To create an online session, go to the tab Class Sessions on a class product (product with the Class Reservation type), click the Add New Session button. The standard dialog box of a session appears. It looks as before if the offline location is autoselected:

If you select the online location, the following changes will take place:

• The field Instructor cannot be edited initially. The set of values available there is automatically changed when you’re changing values in the new field Meeting Host (instructors associated with the selected value in Meeting Host are available).
• The Meeting host list is filled in with the available hosts. If you check the available dates, some values in the list will become unavailable for selection. If you save the product without pre-check, the system will anyway double-check whether the selected host is available at this time, and if the host is non-existent/unavailable, the process interrupts.
• Changes in the block Dates and Times: Since API Zoom doesn’t provide for meeting creation based on the range of dates, the possibility to add a new date row is blocked to ensure the continuous integral: the Add New Row button is hidden, and on its place, you’ll find the Check host availability button that allows you to pre-check the available hosts for data entered (see the previous point).
• The new fields Meeting Join Link and Meeting Password become visible for the newly created session and read-only filled in after the successful saving of an online session or creation of a Zoom meeting. The first field is a general non-personified meeting join link, while the second one is an autocreated six-digit meeting password.

If the operation is successfully completed, an autocreated new meeting appears in the instructor’s Zoom account. If it’s a one-day session, the one-day meeting is created; if the continuous range of dates is specified, the recurring meeting with fixed dates is created. One can create a meeting for a CM session with any status since there is no flexible management of the meeting statuses on the side of Zoom.

If done incorrectly, saving the session interrupts. An information message and the logs containing technical details are displayed on a page, for example:

Zoom Meeting Setup

General configuration for all newly created meetings:

Update

• It’s impossible to transform an existing online session into an offline session since you won’t be able to reinstate it.
• (API restrictions) If the dates of a session change, the Zoom meeting will be updated. If the host instructor changes, the meeting will be deleted and a new one will be created based on the relevant data.
• If there are already session registrations, you won’t be able to change the host (based on the previous points).
• If a session is successfully updated, the Zoom meeting will be updated as well. If an error occurs in Zoom, the operation in CM will be interrupted and the changes for the meeting causing the error will be reversed.

Delete 

• If there are already session registrations, you won’t be able to delete a session.
• If a session is successfully deleted, the Zoom meeting will be deleted as well. If an error occurs in Zoom, the operation in CM will be interrupted and the changes for the meeting causing the error will be reversed.

Roster Changes

For an online session, new information strings are displayed in the roster:

• Zoom Host - a host’s email.
• Zoom Host Link - a link to start a meeting. It’s active for an authorized Zoom account.
• Zoom Attendee Link - a general non-personified link to join a meeting.
• Zoom Password - an authorized six-digit meeting password.

5. Zoom Online Registrant

If in the configurations you select the mode that disables joining a meeting without signing up for a Zoom account:

• During the CM Registration creation/transitioning to the status ‘Active’, the Zoom meeting Registrant will be created with the same email as the customer’s email. If it already exists, the existing one will be used. The created Registrant is automatically approved according to the general settings of created meetings.
• If the CM Registration is deleted/transitioned from ‘Active’ to any other status, the Zoom meeting Registrant will be deleted.
• For the Registration with a successfully created Zoom meeting Registrant, there will be a personal link to join the meeting, placed 1) in an email to the customer, 2) on the My Classes page in the customer’s account. The Join Class button is active XX before the Zoom meeting begins, where XX is the time from config.

If it’s allowed to join the meeting without creating a Zoom account, there will be no Registrant on the side of Zoom and access will be provided by a common link. The email and the join button will be the same as in the previous mode.

6. Zoom Email Notifications

Previous Notifications Changes

• In all existing email notifications, the session date format has been changed to the following: l, M. j, Y<br>g:i A - g:i A T

• In templates:
  • TL Class Registration Details;
  • TL Class Changed Session;
  • TL Class Reminder;
  • TL Class Wait List Notification.

In the following emails, when the registration for an online session occurs, the following text will be displayed instead of the location address (where XX is time from the config How many minutes in advance of session should access details be given to customer?): 

You will receive instructions to join the online session XX minutes before it begins. You can also join from your My Classes page on our website.

New Email Notification

TL Class Zoom Customer Join

The email will be sent to the customer XX time before the meeting begins, where XX is time from the config How many minutes in advance of session should access details be given to customer?. In the email, there are a Zoom account email from which the customer can join the meeting and a personal join link.

TL Class Zoom Instructor Start

The email will be sent to the instructor XX time before the meeting begins, where XX is time from the config How many minutes in advance of session should access details be given to instructor?. In the email, there are a Zoom host account email and a personal start link.

7. Restrictions

Online sessions cannot be created through imports but only manually (there’s no integration with Zoom in imports, and it’s questionable whether they should be migrated there).

Releases

1.2.3 (2021-06-15)

• Added support for multiple Surveys
• Renamed the Survey delay setting on the Config page, and its value is now in hours instead of days
• Minor UI changes to Surveys in the backend
• Fixed an error which occured after saving more than one option or option values
• Fixed visibility of comment under Rating Option Label field
• Fixed a bug where a non-required option was saved as required during first save
• Made the “Include online classes on all calendar views” setting location-specific
• Fixed send time for Reminder and Survey emails in queue
• Introduced changes to the licensing functionality

1.2.2 (2021-05-31)

• Added indication that session has been canceled on My Classes page
• Zoom Status setting should now have a default value
• Changed address wording for Zoom sessions in emails
• Made the Action column visible on Rosters grid
• Renamed the “Hours Reservation Time” setting
• Removed the “Add to Calendar” link on My Classes page when registration status is canceled
• Setting "Require participants to have a Zoom account to attend" should now be disabled by default
• Session status is now checked prior to sending survey emails
• Cancel and change emails are now not sent if the session is already complete
• Removed period after month from date/time in emails when month name only has 3 letters
• Cursor is now `pointer` instead of `default` when hovering over Rosters grid rows
• Calendar's refresh button is no longer cut off in Safari
• Now all Zoom config options are hidden when Zoom integration is disabled

1.2.1 (2021-04-29)

• Unit test updates
• Code review and refactoring
• Added the ability to change/cancel emails for Instructors
• Added email confirmation field to the registration form
• Added additional indication for online locations in the calendar and in the session tab in the store admin
• Added comment text under email BCC field
• Fixed a bug where the resolve option caused a UI issue in surveys

1.2.0 (2021-03-22)

• Zoom API integration to enable online learning
• Enabled BCC for all module`s service emails
• Changed text in all module`s default email templates (session dates format)
• Fixed timezone when sending emails in queues
• "Add New Session" button no longer fails to expand the new session panel with pagination
• Upcoming Classes on My Classes page are now not moved to Recent Classes until the session is complete.

1.1.9 (2021-02-09)

• Fixed special tax class assigned to products with any type

1.1.8 (2021-02-01)

• Fixed tax class assignment for product with Class Reservation type

1.1.7 (2020-12-31)

• Added compatibility with Magento 2.4
• Added “Email Templates” to module`s admin menu
• Fixed HTML content in Survey email template

1.1.6 (2020-11-17)

• Fix for My Classes page when instructor is deleted

1.1.5 (2020-10-26)

• Improvements to roster printing
• Fixed an issue where reminder emails were sent for canceled registrations
• Fixed issues related to instructor display on frontend
• Fixed issues with instructor URL key
• Fixed unable to sort sessions by product name
• Fixed comma use in custom option prices
• Fixed issue with calendar tooltips

1.1.4 (2020-09-14)

• Restored the missing Advanced Inventory link for non-class products
• Status of unpaid reservations now changes from “Reserved” to “Canceled” once registration for session has expired
• Added “Special Events” column to Products grid
• Improvements to how the Special Event attribute is saved
• Thought you were seeing ghosts after deleting sessions? We got out our Proton Packs and improved the way Instructor and Location attributes are updated.
• Changed frontend visibility of Instructor and Location attributes to avoid repetitive filters in Layered Navigation
• Refactored the way class tallies are calculated on the Instructors page
• Fixed an issue in Magento 2.3.4 where CSV export radio button was duplicated
• Fixed an issue where products could not be updated in bulk from the Products grid when filtered by Instructor
• Fixed an issue where class items couldn't be edited or deleted from mini-cart
• Fixed an issue where adjustment price was calculated incorrectly when visited from category page
• Fixed an issue where cart changes could not be saved when only classes were present
• Fixed an issue with hover details on calendars

1.1.3 (2020-07-22)

• Fixed an issue where reminder emails were sometimes sent after a session was canceled
• Fixed a roster export issue when PHP short tags are not allowed
• Added customer notes to Wait Listed Classes section on My Classes page
• Added default CSS for unavailable session labels
• Changed title of “Classes” link in account header menu to “My Classes”
• Added CSS to visually separate supply list items section from the rest of the registration form

1.1.2 (2020-07-15)

• Fixed an issue were survey emails were sometimes sent for inactive sessions
• Phone number field on the waitlist form is now hidden if one is already saved in the customer’s account (to prevent confusion for employee waitlist registrations)
• Additional class names action and primary added to Add to Calendar links, which will style them as buttons in the Luma theme (and other themes which support those class names)

1.1.1 (2020-07-13)

• Added a new “Customer Classes” grid showing class registrations by customer
• Changes and fixes to “Location Purchased" grid (now called “Purchase Location”)
• "Stores" menu group changed to “Reports” and now houses “Customer Classes” and “Purchase Location”
• Fixed issues related to Qty and Capacity filtering on Rosters grid
• Disabled editing of “Reserved Date” on rosters (changes were never saved anyway)
• Removed “#” column from Upcoming Classes and Wait Listed Classes tables on My Classes page

1.1.0 (2020-06-01)

• Added license key support
• Added “View Roster” links to orders in back end
• Changed label for config setting related to cart quantity adjustments

1.0.14 (2020-05-25)

• Improved support for calendar printing
• Added location name to meta title for filtered calendar pages
• Changed default text for empty sections on My Classes page
• Fixed issue setting Special Event attribute to “Yes” for new classes
• Fixed “Can’t check requested quantity for products without Source Items support” error

1.0.13 (2020-04-06)

• Added new email to notify customers of changes to a session’s date, time or location
• Improved compatibility with multi-store setups
• Added setting to control whether to add a link to the event calendar in the main menu

1.0.12 (2020-03-04)

• Fixed permissions issue when editing roster entries
• Added “add-to-calendar” CSS class name to iCal links in email templates
• Added the ability to customize supply list text
• Fixed “Select all” link for adding supply list items to cart
• Improvements to default configuration settings
• No customer groups selected by default for store accounts

1.0.11 (2020-01-29)

• Added configurable midpoint to “Capacity” column to turn bar yellow when over certain threshold
• Fixed media path error for instructor images

1.0.10 (2020-01-19)

• Fixed permissions issue when editing sessions from Sessions grid
• Removed Registration ID column from Survey Results grid to make survey submissions anonymous

1.0.9 (2020-01-07)

• Added “Add to Calendar” links (iCal format) to the My Classes page and registration & reminder emails so that customers can add classes to their calendar of choice (requires manual update of customized templates)
• Added “Capacity” column to Sessions and Rosters grids to visually indicate how full a class is
• Compatible with Magento 2.3.3
• Improved compatibility with older versions of the Porto theme
• Unit test updates

1.0.8 (2019-11-24)

• Registration status will now be active even if other items in order are pending shipping
• Added ability to export survey results to CSV (export can optionally be filtered)
• Canonical link meta tag added to Instructor pages
• Small improvements to admin menu and settings
• Unit test updates
• Additional unit tests added for new features

1.0.7 (2019-11-04)

• Fixed Instructor page router issue

1.0.6 (2019-10-23)

• Added Instructor pages
• Fixed an issue where deleted sessions would cause shopping cart errors
• Updated survey link hashing algorithm to be compatible with PHP Sodium (required by Magento 2.3.2)
• Added classes registered by stores/employees to customer’s Classes dropdown in header ribbon
• Fixed issues with the display of available sessions in IE
• Added extension version to CM settings

1.0.5 (2019-10-09)

• Added classes registered by stores/employees to customer’s My Classes page
• Added “Instructors” tab to class product pages
• Improved readability and usability of editable fields on Roster grid
• Added “Paid” column to Roster grid
• Fixed issues related to Class Location options in Layered Navigation
• Alphabetized list of instructors in back end
• Unit test updates

1.0.4 (2019-08-28)

• Added option to include custom options on wait list signup form
• Separated registered classes on My Classes page into “Upcoming Classes” and “Recent Classes”
• Modified CM email templates to improve responsiveness and readability (requires manual update of customized templates)
• Added column management to Survey Results grid
• Added links to open rosters from Sessions grid
• Removed auto-completion of registration form for store/employee accounts
• Fixed pagination bug on My Classes page
• Added optional “Email” field for Locations
• Added columns to Locations grid:
  • Address
  • Phone
  • Email
• Added “URL Key” column to Instructors grid
• Made Instructors and Locations grids filterable
• Order comment added when registration confirmation email is sent
• Made “Status” column editable on Sessions grid
• Made survey “Rating” label editable
• Time zone fix for “Date Created” column in Sessions grid
• Made columns editable on Sessions, Locations and Instructors grids
• Unit test updates

1.0.3 (2019-08-05)

• Added ability to select multiple statuses when filtering Roster grid
• Added filterable “Instructors” column to Products grid
• Auto-select session on class page when only one is available
• Order comment added when registration status is changed on the roster
• Changed appearance of classes with 0 quantity on My Classes page
• Hid classes with 0 quantity from Classes dropdown in header ribbon
• Added white background to calendar events
• “Seats Left” value on rosters updates dynamically with status or quantity changes
• Linked class title in CM emails to class page on website (requires manual update of customized templates)
• Fixed sorting issue on quantity columns in Registrations grid
• Changed “Get on the wait list” text to “Add me to the wait list”
• Request date added for wait list entries
• Moved customer wait list notes to “Customer Info” column on rosters
• Added columns to Sessions grid:
  • Date Created
  • Seats Available
  • Session Notes
  • Sort Order
  • Price Adjustment

1.0.2 (2019-06-21)

• Ensured compatibility with Magento 2.3.2
• Fixed an error that occurred in new installations when order invoice is saved, changing registration status

1.0.1 (2019-06-20)

• Added support for PHP 7.2

1.0.0 (2019-06-20)

• Initial Release