Managing Session Based Products – Regpack

Creating Offerings with Sessions in Regpack

Use this product type to set up single sessions, multiple sessions, or allow a choice of individual days within a range of dates. Additionally, select this product type if tracking attendance is required for your offerings. These products are ideal for camps, courses, retreats, or trips that are held across several days, weeks, or months where you'd like to provide flexibility of choice.

You can create a new "Offering with Sessions" product by navigating to Settings → Products → Create New Product and selecting "Offering with Sessions" as the product type.

Step 1: Initial Product Setup

On the first setup panel, the only required fields are:

Product Name
Overall Session Price

Other optional settings include:

Product Description
Visibility
Quotas

Default ON Settings:

Only one session can be selected: Users will be able to choose only one session (recommended if sessions overlap). This setting cannot be changed after orders have been placed.
Visible to Users: Enables users to view and select sessions and their sub-sessions.

Step 2: Session Creation

In the session creation panel, the required fields are:

Start Date
End Date
Duration (Single, Daily, Weekly, Bi-Weekly, Monthly)
Individual Session Price

Optional Setting:

Allow users to sign up for only part of the session

Default ON Setting:

Auto prorate on past dates: Automatically adjusts pricing based on the user’s join date (e.g., if a session is Monday–Friday and a user registers on Wednesday, they are only charged for Wednesday–Friday).

Click Create Session to finalize the session. The system will generate the sessions based on your inputs.

Session Management Tools

Copy Sessions in Bulk

From the main product page, open a session by clicking Edit Session.
Click Copy Session, enter the number of copies, and confirm.

Close a Session

Use the Availability/Expiration Date setting to hide a session after a specific date.
If you don’t allow partial selections, sessions will automatically close after the start date.
Alternatively, set a session to Admin Only to hide it from users.

Time Slot and Quota Management

To create time slots with quotas:

Create a separate session for each time slot.
Name each session appropriately.
Set the quota under the Options tab.
Enable Waitlist, if needed.
Use Copy Session to create additional slots and adjust times.

Prorating Settings

Auto Prorate: Enabled by default. Calculates a new price based on the date of registration.
Disable Prorating: Users will be charged the full session price regardless of when they register.

Surcharge Options (Optional)

Appear only when "Allow users to sign up for part of the session" is ON.
Add a surcharge as a dollar amount or percentage.
Set minimum/maximum days required to complete the order.

Retreat Function

Enable to format session selection like a booking system.
Edit daily prices individually or in bulk (e.g., higher weekend rates).
Users will see per-day pricing and an average price per day.
You must set the initial daily price when turning this ON.

Available Additional Settings

General Settings

Can Only Be Ordered Once: Limits to one per user.
Visible to Users: Turn OFF to restrict to admin-only access or trigger-based assignment.
Assign Admins / Instructors: Link products to specific team members for alerts and filtering.
Description: Add custom text, images, or videos via the source tab.
Filter and Reporting Options: Create filters for reporting and front-end display.
Internal ID: Used for reporting and data sorting.
Location: Add for user-facing filters.
Misc 1 & 2: Custom filters labeled in your product form widget.

Locking Options

Lock once any amount is allocated: Useful for partial payment or autobill plans.
Lock once fully paid: Prevent changes after complete payment.
Lock once added to cart: Prevent cart edits for required products (e.g., application fees).

Fund Allocation Settings

Choose whether this product should receive funds before others (not recommended for most setups).

Product Type Assignment

Define which users can order: Head-units, sub-units, or both.

Time Conflict & Purchase Protection

Time Conflict: Disabled by default.
Purchase Protection: Make opt-in (manual selection by user).
Overlapping Times: Allow or prevent users from choosing products with overlapping dates.

Availability & Expiration

Set visibility dates to automatically show/hide the product.
Pair with triggers to offer early bird discounts or late fees.

Quota & Waitlist Settings

Set a quota limit for product orders.
Use a cart timer to count only users with paid (or partially paid) orders.
Enable Waitlist to allow registration after the product sells out.

For further assistance, reach out to support@regpacks.com.