Use a third-party service for event registrations

You can set specific dates or a weekly schedule for your event. Under Frequency, select  Specific Dates or Repeats Weekly On.

Commonly, we use specific dates to host private classes and events as they are usually held one-time. For example, a two-day in-person bootcamp that your organization is hosting or a 3-hour webinar you will hold on the first Saturday of next month.

However, you can always set up your events on a repeating weekly basis. This can be based on the event's objectives or the number of participants you have.

Specific dates

1. Under Frequency, select Specific Dates.
2. In the schedule box, set the date and time schedule of the class or event.
3. (Optional) To allow registrations for new students, select the Allow New Registrations checkbox.
4. To add or remove a date, select the plus ➕ or trash 🗑️ icon, respectively, next to the schedule box.

Repeats Weekly On

1. Under Frequency, select Repeats Weekly On.
2. Select the date when the weekly schedule will start. This also indicates which days of the week the class or event will recur.
3. Select how you plan to end the weekly class or event.
   • Valid for weeks: You can set how many weeks the class or event will recur.
   • Till date: Select this option to select a specific date to end the class or event.
   • Ongoing: Select this if you want the class or event to be available weekly with no specific end date.
4. Select the start and end time schedule of the weekly class or event.
5. (Optional) To allow registrations for new students, select the Allow New Registrations checkbox. 

You can host an online or in-person event based on your preference. If the meeting is mostly composed of discussions and presentations, some conduct online classes as there is usually no need for a meet up. For some, however, they conduct in-person classes to facilitate their lessons such as yoga activities, culinary lessons, swimming lessons, and so on.

Create online meeting

1. Under Location, select the Create Online Meeting checkbox.
2. Select how you want to add an online meeting.
   • Auto-generated: Select this to create a new meeting. Make sure that you have already integrated your Zoom account with Wajooba. Otherwise, this will be shown as greyed out.

     ⚠️ Note that the start and end time of your event is very important when you’re setting up a Zoom online meeting. The Zoom meeting exactly starts and terminates the meeting at the schedule you set.

   • Manual URL: Select this option if you haven’t integrated your Zoom account yet or you’re using other applications such as Google Meet, Microsoft Teams, and so on. Use this option as well if you’re creating an event organized and will be facilitated by a partner training brand since they’ll use their own meeting link most of the time.

Set in-person location

1. Under Location, select the Set in-person location checkbox.
2. Enter the room name and the address of the venue in the Room Name and Location fields.

Of course, an event won’t be complete without a speaker to facilitate it. You have two options when adding a host: teacher and organizer. 

Both of them will have the administrator permissions to facilitate the online meetings such as screen recording, screen sharing, sharing of files, and so on, unless they assign someone else to be the host.

Teacher

A teacher is someone who belongs to your organization. They facilitate one or more of your courses and its classes, events, and contents. They can have any roles in your account as long as they have the “teacher” permission enabled.

1. Under Host, select Teacher.
2. From the Teachers dropdown, select the name of the teacher who will facilitate the class or event.

   💡 If they are not in the list, make sure that they have the “teacher” permission enabled in your user account settings.

Organizer

Organizers, on the other hand, are individuals or organizations who partnered with you to conduct a class or event. For example, you can create and promote an event hosted by a partner organization to your students, especially if it is related to a topic you’re teaching. 

1. Under Host, select Organizer.
2. In the Host field, enter the name of the partner individual or organization facilitating the class or event.

You can set the number of maximum attendees who can attend your classes or events. 

This is important as some of the online meeting platforms have a maximum number of users it can accommodate in a single meeting, usually depending on the subscription you have with them. 

Similarly, when hosting online or in-person classes or events, you would want to consider the capacity of the venue. For example, if the auditorium you’ll use for your event can only cater to 100 participants, you would also want to accept registrations for 100 participants only.

Under Max Attendees, enter the maximum number of people who can attend your class or event in the  Max Attendees field.

Select  Next.

Since you've used a third-party service to handle your event registration and payments, you'll need to refer to them for a list of participants who registered for your event.

Since you've used a third-party service to handle your event registration and payments, you'll need to refer to them for a list of participants who registered for your event.

Don't worry! If you need it to reflect the same list of attendees on your Wajooba account, here's what you can do.

As soon as you get the list of attendees from your third-party payment service, follow these steps.

1. From your Wajooba account, go to Events and select your event.
2. Go to the Sign In And Register tab and select the correct schedule date under Event Dates.
3. Under Attendees, select Add Contact (➕👤).
4. Enter the attendee's details: first and last name, email address, and phone number.
5. Select Submit.

The attendee you just added should already show on the list of your event attendees and your Contacts menu.

Follow the same steps for the rest of attendees who registered through the third-party payment service.