Create an event and schedule sessions, staffing, and participants

Use Events to separate the event itself from its scheduled sessions, staffing, program, and student participation.

Available to

Internal users with school-wide scheduling access can use Events. Paid participation also requires a configured event service, billing choices, and billing permission.

Before you start

• Decide whether the event is Paid or Free before adding participants.
• For a paid event, create the event type and participation pricing first.
• Make sure the event location and room allow events and can hold the expected audience.

Steps

1. Select Calendar → Events, then select New event.
2. Under Event pricing, choose Paid — catalog event type & participation billing or Free — student roster only (no participation invoices).
3. For a paid event, choose Event Type. Enter Event title, Description, Status, Event location, Room or external Venue name and Venue address, and optional Notes. Select Create event.
4. Open the event and select Sessions. Under New session, enter Session name, choose Session length, select a date and start time, choose Primary teacher (optional), and add Session notes.
5. Under Recurrence, choose Repeat and Ends when the session should recur. Select Book session.
6. Open a booked session and use Session overview to review its exact date, time, and room.
7. Under Staffing, add Formal roles or calendar staff. Choose Role, Staff or Account manager, and optional contact details or notes, then save the assignment. Use event-wide Staffing for roles that apply across sessions.
8. Add students through the normal client enrollment flow and choose the event or session offering. Return to the session's Student roster or Student roster & billing to review participation.
9. For a paid event, select Create invoice for an unpaid participant when their enrollment is ready. Use Set up billing when no valid plan exists, and View invoice to inspect a created charge.
10. Use Program and the session workspace for time slots, songs, instructors, performers, and run-of-show details.

What happens next

Booked sessions appear on the schedule and under the event. Session-specific and event-wide staffing remain distinguishable. Enrolled students appear on the session roster, and paid participation can be followed through its invoice.

If you do not see this option

• Teachers and client-facing users do not see the school-wide Events workspace.
• Paid event creation requires an active event service.
• The chosen school location may have no room that allows events.
• A room, closed date, hold, or calendar blockout can make a time unavailable.
• Book session is disabled until the event has an eligible room.
• A participant may need a student record, event enrollment, price plan, or billing account before invoice actions appear.