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Need Advice on After-School Setup in EE

Posted: June 26, 2020 at 5:22 pm


Chintan55

June 26, 2020 at 5:22 pm

Business Context

    We run an after-school club in 10 different schools during the week.
    We run 4 different programs for different age groups.
    Each day, our club runs at multiple schools, eg. Monday we are at schools 1 and 2. Tuesdays at schools 3, 4, and 5 and so on.
    The program runs for 4 school terms during the year with 8 weeks in each school term.
    We prefer our parents to only register once a year with subsequent terms being a rolling registration as long as they pay the fees

Current EE Setup

    We have created 4 events – 1 for each program we offer.
    We have created Event Date-time and tickets for every school we offer this program at. The Start date of the event is the first day of term 1 and end date is last day of term 4 for each school – usually a day in Jan for the start and a day in Dec for the end.

Challenges

    Parents get confused about the dates as we are not able to capture individual event dates for each school term.
    Parents joining the program half-way during the year cannot see when the program starts.
    We want to offer discounted rates if they join mid-way…i.e. Only pay for the remaining weeks of the term.
    Main Issue -> We want to use the Mobile Apps to scan attendees each week to track their attendance. We were planning to actually get parents to produce the QR code at the time of collecting the children at the end of the workshops as we understand there is no way to use the QR code to check-in and check out but in our testing, we found that the QR code will only work once as there is only one date/time setup in the event for the year.

Options we have thought:

    Create events with the school and then have the Event Date/Time and tickets for each of the 4 programs we offer but it poses the same challenges. We have tried this in the past.
    Another option is to create one event for each school+program+term but that will mean creating and managing 10 (school) x 4 (programs) x 4 (terms) = 160 events. This is not practical and will confuse the hell out of our parents.

Can you please suggest a better way of managing this? I will send you the link to the live site if it helps.

Thanks.


Tony

  • Support Staff

June 29, 2020 at 3:31 pm

Hi there,

Can you post a link to the live site so I can view the set up please (note you can mark your thread private so only EE support can view the link preferred), if we need login details to view the event you can use this form:

https://eventespresso.com/send-login-details/

May I ask why you are only using a single datetime for the events? It sounds like you would be best with multiple datetimes and you’ll need those datetimes to ‘fix’ these issues:

Parents get confused about the dates as we are not able to capture individual event dates for each school term.
Parents joining the program half-way during the year cannot see when the program starts.

You’ll then need additional tickets to fix this:

We want to offer discounted rates if they join mid-way…i.e. Only pay for the remaining weeks of the term.

As you can have tickets expire and go on sale on a rolling week basis, then only show the ‘active’ ticket at any one time to prevent confusion on the front end. For example if you have an 8 week events you’d can have 8 tickets:

8 weeks – $100
7 weeks – $90
6 weeks – $80

and so on, but you only show the ‘current’ ticket.

I’m not 100% sure if that will work for your set up just yet but most of the issues you are mentioned seems to be from using a single datetime/ticket on the event rather than splitting them up.

Main Issue -> We want to use the Mobile Apps to scan attendees each week to track their attendance. We were planning to actually get parents to produce the QR code at the time of collecting the children at the end of the workshops as we understand there is no way to use the QR code to check-in and check out but in our testing, we found that the QR code will only work once as there is only one date/time setup in the event for the year.

Can you add some details on how you are testing this?


Chintan55

July 1, 2020 at 6:25 am

This reply has been marked as private.


Chintan55

July 1, 2020 at 6:27 am

This reply has been marked as private.


Lorenzo Orlando Caum

  • Support Staff

July 3, 2020 at 10:15 am

Hello, Tony asked me to take a look at your set up and share some feedback.

One suggestion that I have to make your current approach easier for parents is to adjust the order so it is easier to scan and add more details.

Here is an example of a format that could work:

Day of the week: School (Date range and hours)

https://share.getcloudapp.com/KouBn1o7

That extra detail may make it easier for a parent to jump to a day of the week and then choose the closest school. Plus they’ll know the dates upfront.

Then use that consistent formatting across the other events.

Hope that helps!


Lorenzo

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Updated by  Lorenzo Orlando Caum 6 days, 4 hours ago ago

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