Sessions
The Sessions section is where administrators create and manage scheduled events (classes, bootcamps, workshops, and events) and track student registrations. It is organized into two sub-tabs.
Permission required: admin_sessions
Events
Section titled “Events”The Events tab is where you create, schedule, and manage sessions that students can register for. Events consume FYBIT credits when a student registers.
Overview Statistics
Section titled “Overview Statistics”Three KPI cards at the top of the Events tab:
| Card | What It Shows |
|---|---|
| Upcoming Events | Count of events with “scheduled” status |
| Active Registrations | Count of registrations with “registered” status |
| Total Capacity | Sum of capacity across all scheduled events |
Search, Filter & View Toggle
Section titled “Search, Filter & View Toggle”| Control | What It Does |
|---|---|
| Search box | Filter events by name. Results update as you type. |
| Type dropdown | Filter by session type — All Types, Classes, Bootcamps, Workshops, or Events. |
| Grid icon (left toggle) | Switch to Card View — events shown as cards in a grid. This is the default. |
| Calendar icon (right toggle) | Switch to Calendar View — events shown on a monthly calendar grid. |
| + New Event | Opens the event creation form. |
Session Types
Section titled “Session Types”Every event has a type that determines its category:
CLASS — A recurring or scheduled class session.
BOOTCAMP — An intensive, multi-session bootcamp.
WORKSHOP — A one-off or short-format workshop.
EVENT — A general event or special activity.
Event Statuses
Section titled “Event Statuses”SCHEDULED — The event is upcoming and open for registration.
IN PROGRESS — The event is currently happening.
COMPLETED — The event has ended. Attendance has been recorded.
CANCELLED — The event was cancelled. Active registrations are automatically refunded.
Event Cards (Grid View)
Section titled “Event Cards (Grid View)”Events are displayed in a responsive grid (up to 3 columns on desktop).
Each card shows:
| Detail | What It Shows |
|---|---|
| Name | The event name |
| Description | Optional description (up to 2 lines) |
| Type badge | Color-coded session type |
| Status badge | Color-coded event status |
| Date & time | Start and end times with clock icon |
| Location | Where the event takes place (if set) with map pin icon |
| Capacity | Registered count vs. max capacity (e.g., “8/20”) with users icon |
| Credit cost | FYBIT credits required to register (orange) with coins icon |
| Instructor | Instructor name (if set) |
| Duplicate | Copy icon — creates a new event pre-filled with this event’s data |
| Edit | Pencil icon — opens the edit form |
| Delete | Trash icon — deletes the event |
Calendar View
Section titled “Calendar View”Click the calendar icon in the view toggle to switch to Calendar View. This shows a monthly grid with events displayed on their scheduled dates.
Each day cell shows event indicators color-coded by type:
- Sky blue — Class
- Purple — Bootcamp
- Amber — Workshop
- Emerald — Event
Up to 3 events are shown per day, with a “+X more” indicator for additional events. Use the left and right arrows to navigate between months, and the Today button to jump to the current date. A legend at the bottom shows the type color key.
Creating & Editing an Event
Section titled “Creating & Editing an Event”Click + New Event to create, or click the pencil icon on an event card to edit. Both open the same form modal.
Form Fields
Section titled “Form Fields”| Field | Required | Details |
|---|---|---|
| Event Name | Yes | The display name for the event |
| Description | No | A longer description of the event content |
| Session Type | Yes | Class, Bootcamp, Workshop, or Event |
| Capacity | Yes | Maximum number of registrations (1–500) |
| Start Time | Yes | When the event begins (date and time picker) |
| End Time | Yes | When the event ends (date and time picker) |
| Credit Cost | Yes | Number of FYBIT credits deducted from the user’s wallet upon registration (0–100) |
| Location | No | Where the event takes place (max 200 characters) |
| Instructor Name | No | Who is leading the event (max 100 characters) |
| Requires Membership | No | When enabled, only users with an active membership can register. Enabled by default. |
Click Save to create or update the event. Click Cancel to discard.
Duplicating an Event
Section titled “Duplicating an Event”Click the copy icon on any event card to duplicate it. The form opens pre-filled with the source event’s data and “(copy)” appended to the name. Adjust the date, time, and any other details, then save as a new event.
Deleting an Event
Section titled “Deleting an Event”Click the trash icon on an event card to delete it.
- All active registrations are automatically refunded (credits returned to users’ wallets)
- Deletion is permanent
Registrations
Section titled “Registrations”The Registrations tab shows every student registration across all events. From here you can track attendance, mark no-shows, and cancel registrations.
Search
Section titled “Search”The search filters registrations by event name, user name, username, or user ID.
Registrations Table
Section titled “Registrations Table”| Column | What It Shows |
|---|---|
| Event | The event name the student registered for |
| User | Student’s name and @username |
| Status | REGISTERED , ATTENDED , NO SHOW , or CANCELLED |
| Credits | Credits charged at registration. If a penalty was applied, it shows separately in red (e.g., “+1 penalty”) |
| Date | When the registration was created |
| Actions | Action buttons (only shown for “registered” status) |
Registration Statuses
Section titled “Registration Statuses”REGISTERED — The student is registered and the event hasn’t occurred yet.
ATTENDED — The student attended the event. Marked by an admin.
NO SHOW — The student did not attend. A credit penalty is applied from their wallet.
CANCELLED — The registration was cancelled (by the student or an admin). Credits may have been refunded.
Registration Actions
Section titled “Registration Actions”Actions are only available when a registration has “registered” status. Once marked as attended, no-show, or cancelled, no further actions are available.
| Button | Icon Color | What It Does |
|---|---|---|
| Mark Attended | Green (user-check) | Records the student as attended. Sets the attendedAt timestamp. No credit changes. |
| Mark No-Show | Red (user-x) | Records the student as a no-show. Applies a credit penalty from their wallet (configurable, default 1 credit). |
| Cancel Registration | Gray (x-circle) | Cancels the registration. Credits are refunded, minus a late cancellation penalty if within the reschedule deadline. |
Credit Penalties & Refunds
Section titled “Credit Penalties & Refunds”| Scenario | What Happens |
|---|---|
| No-show | A penalty is deducted from the student’s FYBIT wallet. The penalty amount is configured in system preferences (noShowPenaltyCredits, default: 1 credit). |
| Cancellation before deadline | Full refund of all credits charged at registration. |
| Late cancellation | Partial refund — full credits minus the no-show penalty amount. The penalty is capped at the credits charged. |
| Admin cancellation | Credits are refunded. The cancel reason is recorded as “Admin cancelled”. |
| Event deleted | All active registrations are automatically refunded in full. |
Next Steps
Section titled “Next Steps”- Learn about FYBIT Credits and how credits are charged
- See how sessions appear in the User Portal
- Review the Storefront POS for managing credit balances