Admin Guide: Creating & Managing Events

This guide walks you through creating and managing events and classes as an administrator.

Getting Started

Navigate to Admin > Series & Sessions to access the events management area. Here you can:

• View all existing events and classes
• Create new offerings
• Filter by date range, workspace, certification, type, or status
• Sort by name, type, workspace, or upcoming sessions

Finding a Series by Date

The list opens on Date: All dates — every series you have ever run, past and upcoming, with nothing hidden by date. Click it to narrow the list to a period:

• Pick a start day and an end day on the two-month calendar (in either order), or use a shortcut — This month, Last month, Last 7 days, Last 30 days, Last 90 days. The list updates as soon as the range is complete; there’s no Search step for the date.
• A series is shown when at least one of its sessions falls in the range, whatever that session’s status. A series with no sessions yet won’t appear while a range is set.
• Reset returns to All dates. Esc closes the calendar without changing anything.

A count above the table — 12 series — tells you how many matched. The calendar is keyboard-operable (arrow keys move by day or week, Page Up / Page Down by month, Enter picks).

The workspace, certification, type and status filters in the panel apply when you click Search. All of them, including the date range, are kept in the page address, so refreshing, sharing the link, or opening a series and pressing Back brings you back to the same filtered list.

If nothing matches you’ll see No series match your filters with a Clear Filters button, which clears the panel filters and the date range together.

Creating a Single-Session Event

Use this for one-time workshops or activities.

Step 1: Start a New Series

1. Click Create Series
2. Select Single Session as the format
3. Click Continue

Step 2: Fill in Event Details

Description Tab:

• Title - Name of your event (e.g., “Laser Cutter Safety Workshop”)
• Summary - Brief description shown in listings
• Description - Full details about what participants will learn/do
• Cover Image - Upload an image for the event listing
• Point of Contact - Who to reach out to with questions

Settings Tab:

• Event Type - Choose “Event” or “Class” (classes require an instructor)
• Default Duration - How long sessions typically last
• Primary Instructor - Required if type is “Class”
• Capacity - Maximum number of participants
• Member Price - Price for makerspace members
• Public Price - Price for non-members
• Guest Tickets - Allow members to bring guests
• Workspace - Where the event takes place
• Location - On-site or off-site with address

Step 3: Add Optional Settings

Compliance Tab:

• Add required certifications that participants must have
• Upload any required attachments or waivers

Notifications Tab:

• Configure automated emails/notifications (your makerspace’s defaults apply until you change them here):
  • On Registration - Sent when someone signs up
  • Before Event - Reminder before each session
  • After Event - Follow-up after each session

Step 4: Save and Add Sessions

1. Click Save to create the event
2. Go to the Sessions tab
3. Click Add Session
4. Pick the date, then the start and end times
5. Optionally assign a different instructor
6. Save the session

The Schedule card sets the date, start time and end time in one row. Pick a time from the list (15-minute steps, with the length of the session shown next to each end time), or type one: 9:45a, 945 and 21:45 all work. When you change the start time so it lands at or after the end time, the end time moves to one hour after the new start.

For a session that runs past midnight, click Ends on a different day in the card’s header. The row becomes Start date, Start time, End date and End time. Click Ends the same day to switch back.

Note

Start and end times are required. For a same-day session, the end time must be after the start time, or Save shows “End time must be after the start time.”

Step 5: Publish

Click Publish at the top of the page. It sets the status to Published and saves in one step. To keep working on a draft without publishing, click Save draft instead.

Your event is now visible to members!

Creating a Multi-Session Course

Use this for classes that meet multiple times, like a 4-week woodworking course.

Step 1: Start a New Series

1. Click Create Series
2. Select Multi-day Course as the format
3. Click Continue

Step 2: Fill in Course Details

Same as single-session events, but configure these as defaults that cohorts can inherit or override:

• Default Duration - Typical length of each session
• Primary Instructor - Default instructor for all cohorts
• Capacity - Default class size
• Pricing - Default member and public prices

Step 3: Create Cohorts

Each time you offer the course, create a cohort:

1. Go to the Cohorts tab
2. Click Add Cohort
3. Fill in cohort details:
   • Name - Identify this offering (e.g., “Spring 2024” or “Tuesday Evenings”)
   • Description - Any specific details for this cohort
   • Instructor - Override the default if different
   • Capacity - Override the default if different
   • Pricing - Override the default if different (in the Ticketing card)

Once saved, the cohort page’s header shows the cohort’s name with the number of sessions, the date span, the instructor and how many people are enrolled. Saving keeps you on the cohort page: a Cohort saved message appears and the page updates in place. (Creating a new cohort takes you back to the series’ Cohorts tab.)

The Cohort Page

The cohort page has the same two-column layout as the session page.

Column	Card	What it holds
Main	Sessions	Every session of the cohort, numbered by date, with Add session
Main	Attendance	Who attended which session, with a Checked in total per session
Side	Details	The cohort’s name and description
Side	Instructor	The cohort’s instructor and the Default instructor payout per session, with its payout badge
Side	Ticketing	Member price, public price, capacity and guest tickets

On a phone the side column moves below the main one.

Sessions. Each row is a link to the session and shows its number, date and time, its status (Draft, Scheduled, Completed or Cancelled), and how many people are confirmed for that session out of its capacity. A session taught by a substitute also shows that instructor’s name. A cohort with no sessions yet says No sessions scheduled yet.

Session numbers follow the calendar. “Session 1” is always the earliest session, whatever order the sessions were added in. Move a session to an earlier date, save, and it takes its new number here, on the session page (“Session 2 of 6”) and in the breadcrumb. Cancelled sessions keep their place in the count.

Attendance. Each column is a session, labelled S1, S2 and so on (the same numbers as the Sessions list) with its date. The next session on or after today is highlighted and marked Next. The Checked in row shows, for each session, how many people were marked present out of everyone registered for it. Staff who can open the cohort but may not see its roster see “Attendance isn’t available to you” in place of the grid.

While the page loads you see its layout straight away, with grey placeholders where the content will appear. If the page can’t load, you see “This cohort couldn’t load” with a Retry button. If you don’t have access to the cohort, the page says so.

Someone else saved the cohort

If another person saves the cohort while you have unsaved edits, your edits are kept and a banner says This cohort was changed elsewhere. Click Reload to see their version; reloading discards your edits.

Step 4: Add Sessions to Each Cohort

For each cohort, add the individual class meetings:

1. Open the cohort
2. Click Add session in the Sessions card
3. Pick the date, start time, and end time for that meeting (see Step 4 of a single-session event for how the time pickers work)
4. Adjust the instructor if a substitute is teaching this one. Leave it as is and the session keeps following the cohort’s instructor, even when you edit the session later from the Calendar
5. Save the session

Repeat for each meeting in the cohort. Sessions are added one at a time, so a course that meets weekly for six weeks is six saved sessions.

Tip

Add the sessions before you publish — a series needs at least one session before the Published status becomes available.

Step 5: Publish

1. Click Publish at the top of the series page
2. All cohorts with sessions become available for registration

Managing Pricing

Setting Default Prices

On the series Settings tab:

• Member Price - What members pay
• Public Price - What non-members pay

These become the default for all new cohorts.

Custom Cohort Pricing

The cohort page’s Ticketing card, in the side column, lists member price, public price, capacity and guest tickets. When all four match the series, the card says Inherited from the series, with a link to it. When any of them differs, it says Overriding series settings for this cohort, and each value that differs from the series gets a marker; hover it to see the series value.

To set different values for a specific cohort:

1. Open the cohort
2. Click Override on the Ticketing card
3. Enter custom capacity and prices right in the card
4. Save

To go back to the series values, click Reset to series and save. Reset also brings the cohort’s payout back to the series’ instructor payout rate.

Staff who can’t edit events, and anyone viewing a completed or cancelled cohort, see the values and whether they are inherited or overridden, but no Override or Reset to series button.

Use cases:

• Early-bird pricing for the first cohort
• Premium pricing for weekend sessions
• Discounted pricing for repeat offerings

Ticketing on the Session Page

Every session page has a Ticketing card in its side column, listing member price, public price, capacity and guest tickets.

• Single-session event: the card says Inherited from the series. Click Override to edit the values right in the card; any value that differs from the series gets a marker, and hovering it shows the series value. Click Reset to series to bring the series values back; they are written when you save.
• Multi-session course: sessions share their cohort’s ticketing, so the card is read-only and links to the cohort. Change prices or capacity on the cohort page.

Price changes apply to future checkouts once you save. Nobody already registered is charged or refunded.

Instructor Payouts

MakerVera can keep a record of what each instructor is owed and whether it has been paid. Setting the amounts happens here on the event forms; reconciling, settling, and waiving happen in the Instructor Payouts report. No money moves — this is bookkeeping only.

The session is the unit of payment. A six-week course owes six separate amounts, each one settled on its own, so a substitute’s week and a partially paid course both come out right. The series rate and the class amount are defaults that new sessions copy.

How the Amount Reaches a Session

Each step copies the one above it at the moment something is created:

Where	Field	What it does
Series Settings tab	Instructor payout rate	Copied into every new class created under the series
Class form	Default instructor payout per session	Copied onto every new session of that class
Session form	Instructor payout	What this one session actually pays — the number the report adds up

Because each step is a copy, changing a rate or a default never rewrites sessions that already exist. See Applying an Amount to Open Sessions.

Setting a Series Rate

On the series Settings tab, next to the prices:

1. Enter the Instructor payout rate — what the instructor is paid for one session of this series
2. Save

Leaving the rate at $0.00 is fine for volunteer-taught series. A zero amount is treated as a real amount, not as “not set” — the only difference is that the report flags it as No rate set so you can double-check.

Setting a Class Default

Each class copies the series rate when it’s created. To change what the sessions of one class pay:

1. Open the class
2. In the Instructor card, enter the Default instructor payout per session
3. Save

This is a per-session default, not a class total: a six-week class with a $50.00 default owes $300.00 across its sessions.

Next to the amount, a payout badge reads Unpaid, Partially paid, or Paid, worked out from the class’s sessions. Staff who can’t edit events don’t see the payout field or its badge. Reset to series on the Ticketing card brings the amount back to the series rate.

Setting One Session’s Amount

Open the session and use the Instructor payout field. A hint underneath tells you whether the session still matches the class default (Class default: $50.00) or has been changed away from it (Overrides the class default of $50.00).

Use cases:

• A substitute instructor with a different rate for one week
• A longer or double-length session
• A volunteer covering one session of a normally paid class ($0.00)

The session form shows an Unpaid, Paid, or Waived badge. Once the session is marked Paid, the amount field is disabled with a “Paid payouts cannot be edited. Unmark it as paid first.” note — unmark it in the report, edit, then mark it paid again. A Waived session’s amount stays editable.

Applying an Amount to Open Sessions

When you change a series rate or a class default on something that already has sessions, MakerVera asks whether to push the new amount down:

Apply to open sessions? Apply $45.00 to 3 open sessions? Completed, cancelled, and already-paid sessions keep their current amount.

• Apply to sessions — every open session gets the new amount. Completed, cancelled, and already-paid sessions are never touched.
• Cancel — the amount is saved for future sessions only; existing sessions keep theirs.

The dialog only appears when there is at least one session it would change. A confirmation tells you how many sessions were updated — this can be fewer than the dialog said if a session completed or was marked paid in the meantime.

Applying a series rate also updates the eligible classes’ defaults, so a session created later under one of those classes inherits the rate you applied.

When a Session Is Cancelled

Cancelling a session used to leave its payout owed forever. Now the payout state is set at the moment of cancellation from a per-makerspace policy:

• Unpaid — review it (the default): the payout stays owed until someone decides.
• Waived — don’t pay: the payout is settled at zero and stops counting as outstanding.

The same policy applies to every open session cancelled along with its cohort, and the cohort cancel confirmation names the outcome.

Set it under Admin → Events & Classes → Payout settings. It applies only at the moment of cancellation — existing sessions are never changed — and a session already marked Paid is never downgraded. Configuring it requires Manage Instructor Payouts.

Permissions and Privacy

• Setting the series rate, the class default, and a session’s amount requires Edit Events — the same permission as the rest of the form.
• Marking a payout paid or unpaid, waiving it, and setting the cancellation default require Manage Instructor Payouts, a separate permission granted to Admins and the Accountant designation by default. It does not allow editing amounts.
• Payout amounts are only visible to staff who hold one of those permissions. They never appear to members, instructors viewing their own classes, or on any public event page.

Every rate change, class default change, session amount change, bulk apply, paid / unpaid mark, waive, and cancellation-default change is recorded in the audit log.

Configuring Capacity

Setting Capacity

Capacity limits how many people can register:

• Set at the series level as a default
• Override at the cohort level for specific offerings

Guest Tickets

Allow members to register guests:

1. Enable Guest Tickets in settings
2. Set any guest limits
3. Guests pay the public price

Adding Prerequisites

Require participants to have specific certifications:

1. Go to the Compliance tab
2. Click Add Certification Requirement
3. Select the required certification(s)
4. Save

Members without the required certifications will see a message and cannot register until they complete the prerequisite.

Setting Up Notifications

Automate communication with participants. Every class starts with your makerspace’s default class emails switched on: a registration confirmation, an alert to the instructor, a reminder 24 hours before each session and a follow-up 2 hours after each session ends, plus emails when a member cancels or you cancel a session, and a roster and an attendance reminder for the instructor. They send for free, comp and paid signups, for a single session or a full class. A few more are off until you switch them on: alerts for makerspace admins about new registrations and cancellations, and an “attendance recorded” email for members. Manage the makerspace-wide rules under Admin → Events & Classes → Communications; see Admin Configuration Guide.

Notification Triggers

Trigger	When It Sends
On Registration	Immediately when someone registers
Before Event	X hours before each session starts
After Event	X hours after each session ends
Member Cancels	Immediately when a member cancels their registration
Admin Cancels Event	Immediately when you cancel a session or the whole class
Attendance Marked	When a member’s attendance is marked

A reminder follows its session: it moves when the session is rescheduled, and isn’t sent if the session is cancelled or the member no longer attends.

Notification Channels

• Email - Sent to the participant’s email, in their language

Class notifications are email only for now. SMS, push and webhook channels aren’t available for class notifications yet.

Recipients

• Registrants - People signed up for the class (every trigger)
• Instructors - On registration, cancellation, before-event and after-event rules, and when you cancel: the session’s instructor (the substitute, if set) for a single session, or the class instructor for a full class
• Makerspace Admins - On registration and cancellation rules only: everyone in your makerspace who can edit events

Use one rule per recipient, each with the template written for them: a rule sends the same email to everyone it lists.

Changing Notifications for One Class

The class’s Notifications tab shows the makerspace rules it inherits. Changes you make there apply to this class only:

• Customize for this series - change an inherited rule’s timing, recipients or template for this class
• Don’t send for this series - switch an inherited rule off for this class
• Revert to makerspace default - drop the class’s version and use the makerspace rule again

Each change affects only the rule you changed; the class’s other notifications keep sending.

Creating a Notification

1. Go to the Notifications tab
2. Click + Add Notification
3. Choose the trigger (registration, before, after)
4. Select recipients (the editor offers only the ones the trigger supports)
5. Configure timing (required for before/after triggers)
6. Save

If the rule can’t be saved, the editor stays open and says which field to change.

Publishing and Status Management

Where Status Lives

Status is at the top of every series, cohort, and session page, next to the main button: Status: ● Draft ▾. Click it to see the statuses you can move to, each with a one-line note on what it does.

Choosing a status doesn’t save it yet. The button shows unsaved next to the new status until you click Save, so you can change your mind. While a page is a draft, it shows Publish as the main button and Save draft beside it, plus a banner reminding you that members can’t see it yet.

Status Options

Status	Visibility	Registration
Draft	Hidden	Not available
Published	Visible	Open
Archived	Hidden	Closed

Required Fields Before Publishing

The Published option in the status menu will be greyed out until the following fields are filled in:

Field	Required for
Title	All events and classes
Point of Contact	All events and classes
Primary Instructor	Classes only (not required for Events)

You can always save as Draft even if these fields are empty — your work is never lost. Once you fill in the required fields, the Published option becomes available automatically.

The Publish button is disabled until then too. Open the status menu and the greyed-out Published option lists exactly which fields still need to be completed.

Publishing an Event

1. Fill in all required fields (title, point of contact, and instructor for classes)
2. Add at least one session
3. Click Publish at the top of the page. It’s enabled once the required fields are complete.

Archiving an Event

To hide a past or cancelled event:

1. Open the status menu at the top of the page and choose Archive…
2. Click Save
3. Read the confirmation and click Archive class, or Keep it to leave it as is

Archiving hides the class from members and removes any door access granted through it. Archived events remain in your admin records.

Managing Sessions

Session Status

Each session has its own status:

Status	Meaning
Draft	Not yet confirmed
Scheduled	Confirmed and visible
Cancelled	Session won’t happen
Completed	Session has occurred

Cohorts use the same statuses.

Cancelling a Session or Cohort

1. Open the session or cohort
2. Open the status menu at the top of the page and choose Cancel session… (or Cancel cohort…)
3. Click Save
4. Read the confirmation and click Cancel session (or Cancel cohort), or Keep it to back out

The confirmation says exactly what happens:

• Session: it comes off the calendar. Its confirmed registrants get a cancellation email, and so does its instructor (the substitute, if one is set). Registrants are not refunded automatically: the email tells each one what happens to their payment. Their reminders for that session are not sent. The confirmation also says what happens to the instructor payout (it stays unpaid or is waived, following your cancellation setting).
• Cohort: its open sessions (Draft or Scheduled) are cancelled too, and every confirmed registrant gets one cancellation email for the cohort, not one per session. The class instructor, and any substitute of a cancelled session, is emailed too. The confirmation tells you how many sessions will be cancelled and what happens to their instructor payouts, following your cancellation setting. Completed sessions keep their status and their payouts. Registrants are not refunded automatically.

Cancelling can’t be undone.

What the cohort confirmation checks

Before you can confirm, MakerVera checks which sessions the cancel will affect. The Cancel cohort button stays disabled while it checks (“Checking which sessions will be cancelled…”).

• If the check fails, nothing is cancelled. Click Try again.
• If the cohort changed after you opened the confirmation (someone added, completed or cancelled a session, or your payout setting changed), nothing is cancelled. The confirmation shows the new details and asks you to confirm again.
• If the cohort has no open sessions left, the confirmation says so and leaves out the payout line.
• If you can’t see payout settings, the confirmation says the payout follows your makerspace’s setting instead of naming it.

The cancelled sessions show as Cancelled in the sessions list, come off the instructor’s calendar, and their door access is removed the same way it is when you cancel a single session.

Tip

Cohorts cancelled before this change keep their sessions’ statuses as they were. Their session pages are still read-only (see below).

Completed and Cancelled Classes Are Read-Only

Once a session or cohort is saved as Completed or Cancelled, its page locks: every setting is disabled, the Save, Delete, Upload and Add attendee buttons are hidden, and a banner explains why. Attendance is locked too.

• Completed classes can be reopened. Choose Reopen as Scheduled from the status menu, or click Reopen Session (Reopen cohort) in the banner, then confirm. The page becomes editable again. Staff with the Edit Events permission can reopen sessions and cohorts; a session’s instructor can also reopen their own session.
• Cancelled classes are final and can’t be reopened.
• New sessions of a completed cohort can’t be added. If you open the new-session form for a completed cohort (for example in a tab left open while someone completed it), the form is read-only and a Cohort completed banner tells you to reopen the cohort first. The header shows no status, since the session doesn’t exist yet. If you can edit the cohort, the banner has a Go to cohort button.
• Sessions of a cancelled cohort are read-only too, even a session that was completed before the cohort was cancelled. A Cohort cancelled banner explains why, and the session can’t be reopened.

If you can’t reopen a class, its status shows as a locked badge instead of a menu.

The lock is enforced by MakerVera itself, not just the page. If someone completes or cancels a class while you have it open (in another tab, or on another device), your next save, check-in or attendance change is not applied. You see a message that says why, and the page switches to read-only. Reopen a completed class first if you still need to change it.

Two things still work on a finished class: managing the instructor payout (for example, marking it paid), and members cancelling their own registration, with the refund your cancellation policy allows.

Comps follow the lock: you can’t comp anyone into a completed or cancelled session, or into any session of a cancelled cohort (see Comp Registrations).

The Session Page

A session page puts the Schedule and the Roster in its main column and the session’s settings in a side column: Instructor (with the payout amount and its Unpaid, Paid or Waived status), Attachments, Ticketing and Access control. Delete is at the bottom of the side column. On a narrow screen the side column moves below the main one.

The header shows the session’s date and time as its title. For a course with several sessions, a line above it says which one it is (for example “Session 3 of 6 · Spring 2027”), and a line below it shows the location, the instructor and how many people are registered.

Viewing the Roster

The Roster card on the session page lists everyone registered. Each row shows the person’s name and email, a Member badge for members, the Check in and No show buttons, and a ⋯ menu with more actions.

The card’s header shows registrations against capacity (for example “6 / 10”), a capacity bar, and how many people are checked in. Once more than 8 people are registered, a search box above the list finds people by name or email.

To mark attendance, click Check in or No show on the person’s row. Clicking a marked button again undoes it after you confirm.

Rosters and attendance hold names, emails, notes and what each person paid, so only two groups can open them: staff with the Edit Events permission, and the class’s instructor (the session’s own instructor if it has one, otherwise the cohort’s, otherwise the class’s main instructor). Other instructors and members can’t. Members still see how many spots are left and their own registrations.

Comp Registrations

A comp registration is a class registration issued by staff on behalf of another user without payment. Comps are useful for makers, instructors, or guests who should be in the room without going through checkout.

Permission

Issuing comps requires the Comp Class Registrations permission (comp_registrations). Assign it to a role or designation under Admin → Roles & Designations. Without this permission, the Comp controls in the UI are hidden — you don’t get a disabled button, you don’t see the option at all.

Comping a Single Session

1. Open the session’s Roster
2. Click Add attendee (shown on scheduled sessions, also when nobody is registered yet)
3. Search for and select the target user
4. Optionally, add a reason (255 character limit). The reason is stored on the registration and shows up in the Class Registrations report so future admins can see why the comp was issued.
5. Click Comp

The dialog reminds you that nothing is charged. The user is registered as if they had paid; capacity rules, duplicate-registration checks, and the standard registration confirmation email all still apply. The session must be Scheduled, and its cohort must not be cancelled.

Who’s grayed out in search

Two kinds of users appear in the search results but are greyed-out and non-selectable:

• The instructor assigned to this class — instructors cannot be enrolled as students in the class they teach.
• Anyone already registered for this session — the system will not let you double-book a seat.

Hovering each grey row shows the reason. If you need to enrol someone who’s listed as the instructor, change the instructor assignment first.

Comping a Cohort

For multi-session classes, you can comp a user into every session in a cohort in one action:

1. Open the cohort’s edit page
2. Click Register for cohort in the page header, next to the status control
3. Choose the target user and optional reason
4. Click Comp

The dialog reminds you that nothing is charged: the person is registered for every scheduled session in the cohort for free.

The cohort must be in Scheduled status. If any session in the cohort would fail (the user is already registered for it, or it’s at capacity), the comp is rejected for the whole cohort — nothing is partially applied. The UI shows which sessions conflicted so you can resolve them first.

Audit Trail

Every comp records:

• Who issued the comp (the actor)
• Why (the reason, if provided)
• When (timestamp)

The Class Registrations report includes these fields, and an event_registration.comped audit entry is written for every comp. Comps are permanent — you cancel them via the standard registration cancellation flow, which writes its own audit entry.

Removing a Registration from the Roster

Staff with the Comp Class Registrations permission can also remove a user from a session’s roster — useful when someone signs up by mistake, asks to be taken off after the cancellation window, or needs to be moved to a different cohort.

1. Open the session’s Roster
2. Find the registrant’s row, open its ⋯ menu and choose Remove registration
3. Confirm in the dialog that appears. It reminds you that the person is not refunded automatically.

The registration is marked as cancelled, the seat is freed up for the next member to register, and any zone or equipment access tied to the registration is revoked. The action is recorded in the audit log against your user, so future admins can see who issued the removal.

Removal works on both paid and comped registrations. It does not refund paid registrations — issue refunds separately through the standard refund flow if needed.

Remove registration is hidden — not greyed-out — for staff who don’t hold the Comp Class Registrations permission, and for sessions that have been locked (checked in / completed).

Comp vs Free Class

Comps and free classes are different concepts:

• A free class is priced at $0 for everyone and registration is self-service.
• A comp is an admin-issued registration that bypasses payment regardless of the class price. It is always staff-initiated.

Tips and Best Practices

Naming Conventions

• Events: Use action words (“Learn to Weld”, “CNC Workshop”)
• Courses: Use course-style names (“Intro to Woodworking”, “Advanced Metalworking”)
• Cohorts: Use clear identifiers (“Spring 2024”, “Saturday Mornings”, “Evening Section”)

Pricing Strategy

• Set member prices lower to encourage membership
• Consider early-bird pricing for first cohorts
• Use consistent pricing for similar offerings

Capacity Planning

• Start with smaller capacities and increase based on demand
• Add another cohort when a popular offering fills up
• Track enrollment patterns to predict future demand

Communication

• Set up “before event” reminders 24-48 hours ahead
• Send “after event” follow-ups for feedback
• Include location and parking details in registration confirmations

Prerequisites

• Only require certifications that are truly necessary
• List prerequisites clearly in the event description
• Consider offering the prerequisite course alongside the main course

Instructor Payouts

• Set the series rate before creating cohorts, and the class default before adding sessions — each new step copies the one above it, so you won’t have to apply anything afterwards.
• Reconcile monthly: open the Instructor Payouts report with the default filters (this month, Completed, Unpaid), pay your instructors, mark each class paid. Expand a class only when a week needs settling on its own.
• Only change a session’s amount when that session really is different — a substitute, a double-length week, a volunteer covering one night. Everything else belongs on the class default.
• Decide your cancellation policy once under Payout settings rather than waiving cancelled sessions one by one.
• If a class shows No instructor or No rate set in the report, fix it on the class or session form before paying — both are flags, not errors.