Create an Event Series

OfferingTree allows you to create an event series, which is used to set up courses with multiple class dates, workshops with multiple events or a multi-retreat series (e.g., for training programs). Clients register once and have access to a series of events that can be held on different days / times and at different locations or in different formats (e.g., in-person and then online)

Creating a New Series (with new or existing offerings)

Below is the process for creating a new event series from scratch or using an already existing offering card.

Step 1: To create a new event series, you'll need to go to the "event series" section of your admin page. Next, click on the "Create Event Series" button.

Step 2: This will bring up a drop-down menu where you can select "Add a new offering" to create a new offering, or you can choose an existing offering and create a series with it.

Step 3: A new "Create an Offering" window will open where you can select your offering category, name your offering, create an offering description, enter a price / donation amount and add a custom image. Click "Create" to proceed to scheduling your new offering as an event series.

You can also edit the existing offering's title and description and other details if wanting to use it for an event series.

Step 4: Now you're taken to the "Create Event Series" page where the title, price and description of your new event series is automatically populated from the information you entered in Step 3 above. 

Allow Registrations for Series to set up the necessary settings: 

• Maximum capacity for your series (if you have one)
• Enable Waitlist (capacity has to be limited for this option) and Cut-off time
• Limit Early Registration
• Limit Registration to a Segment
• Enable Single Event Signup - Read article on this feature

Step 5: Payment settings should be set for the full series. For drop in options within the series, read this article on how to set payment settings.

• Accept online payments
• Require payments to register
• Accept valid memberships and packages (Note: mark enough credits from a package or membership that would account for the number of events within the series)

Step 6: Cancellation Policy can be changed for this specific event series.

• Override refund and cut-off timeline
• Type of booking refunds
• Refund options to bank card or account credit and its expiration

Step 7: Now you're ready to add the specific class, workshop or retreat dates and times that are part of your series. You do this by clicking on the "Add Event" button that is now unlocked because you created your event series in previous steps above.

Step 8: A new "Schedule your [Event Series Title]" window will appear. This is where you fill in the dates and times for your events. 

Note: Make sure the start date and the end date are the same day. This would be changed only when hosting a multi-retreat series (e.g., a training program) where each session spans multiple days. Otherwise, double check that the start date and end date are the same (i.e., 1 hour session once a week for 4 weeks). For this, use the repeat feature to create the daily or weekly schedule of classes for the length of the course. To do this, click on "Repeat..." to schedule it for for the desired course length (e.g., four weeks, eight weeks, etc). Next, click "Create." 

Finally, you're redirected to the "Edit Event Series" page where you can use the "edit" or "delete" icons on the page to skip a week or change the details of any particular class / retreat session.

Congratulations!  Your event series is now live and people can begin to register for it on your OfferingTree website or via your main website if you've embedded OfferingTree into your site.

You can always edit your event series by visiting the "event series" section and then choosing the edit option. You can also quickly send a message or check the number of enrollments in your series from this page.

Control The Visibility of Your Event Series

Choose how your event series shows up on your public Schedule page. 

• display all the events from the series
• just the next one that is coming up, or 
• completely hide the events so it is a private event series

Repeating A Past Event Series

There are three tabs for Upcoming, Past, and All event series. If you want to repeat an event series that you've already taught once, the process is similar to creating a new event series.

Step 1: Go to the "Event Series" section of your admin page. Next, click on the "Create Event Series" button and then select the name of the prior event series (this could be also any other offering you already have) that you want to repeat from the drop-down menu.

Step 2: OfferingTree will then auto-populate the title, price and description using the same text you used from the last time you taught the event series, which you can also edit and change. 

Go through Steps 4, 5 and 6 from the article above to set up the max capacity for your series (if you have one) and make sure you enable the other settings that you want (e.g., requiring a waiver, setting up a price or a donation as part of registration, enabling single event drop-ins). 

Finally, click on "Create Event Series" and a little green pop-up will appear at the bottom that says "Event Series Created!" and you are able to add events to this event seris.

Note: If you simply add new event dates to a Past event series, the roster will stay the same and the event series will simply be extended. To create a new event series with a new roster option, make sure you Create Event Series instead of adding new events to a Past or Existing one.

We've put together a video on setting up an effective event series here: TIP: Setting Up an Event Series Clients will Love

P.S. Join our Facebook group and connect with other OfferingTree users to share questions, offer ideas and insights, and support each other towards a more thriving wellness business.

Register to our monthly Skill Sparks to stay ahead of the curve! This is where we dive into all the new features and updates like Event Series Drop-ins feature we just covered. It's the best way to ensure your wellness business is always taking full advantage of the latest tools.