Scheduled agenda items are things that happen at a set time, like a class, meal, tour or breakout. This article explains every field on a Scheduled item.

Where to find it

Go to Plan > Event Setup > Agenda > Scheduled. Click Add New to create an item, or click the edit icon next to an item in the Item List or on the Calendar grid.

Details

• Name (required): Must be unique in the event. It shows on confirmations, reports and Certain Mobile.
• Type (required): Activity, Class, Meal, Session Breakout, Tour, or a custom type your account added.
• Unique Code (required): A code for the item that no other agenda item in the event uses.
• Sort Order: Controls the order items appear in.
• CEU: Continuing education credits for the item. They show on reports. Credits on a report are the number of reservations times the CEU value, so set Maximum Order to 1 if only one person on an order should earn the credit.
• Points: Used with Tags for the Interest Metrics Report and the connector. See Tags below.
• Capacity: The most seats available, for a class or a dinner, for example. Enter 0 for unlimited. See "Capacity and unfinished registrations" below.
• Maximum Order: The most of this item one order can add. An order is the primary registrant plus any additional registrations they add.
• Start Date & Time and End Date & Time: Times are Pacific Time. The end must be after the start.

Capacity and unfinished registrations

While someone is registering, the items they pick hold a spot for a set number of minutes after their last change. You set the number under Plan > Event Configuration > Options, in Incomplete registrations count against Capacity/Inventory for __ minutes after their last modification.

If a registrant comes back to an unfinished registration after that time, Certain checks the item again on the Agenda, Verify and Payment pages and removes it if it's full. An item can still become overbooked when an admin adds it to an unfinished registration from the admin side. Before you do that, check that the item still has room. See Limit how many people can sign up for an agenda item

Schedule Management

• Tags: Account tags, set up by an Administrator under Setup > Administration > Tags. You can pick more than one.
• Location, Track and Group: Pick from the lists set up under Agenda > Scheduled.

Tags and Points work together for reporting and integrations. For example, items A, B and C all have the tag "Mobile". A has 5 Points, and B and C have 10 each. A registrant who attends A and B gets an interest score of 15 for Mobile (5 + 10). If they also attend C, it's 25.

Label & Description

• Registration Form Label: What registrants see on the form. Up to 1000 characters. If you leave it blank, the Name is used.
• Description: Up to 8000 characters. It also shows on Certain Mobile. HTML counts toward the limit.

Choose how the description shows on the form: Do not show online, Link to new window, Display above Label or Display below Label.

Fee Structure

• Fee Type: None if the item is free, or Fixed Fee/Discount to charge for it (or give a discount).
• Tax Rules: Non Taxable, or Charge Exclusive Tax, which adds tax using your event's tax fee. If your event has tax codes (set up under Plan > Event Setup > Financials, in Tax Code Settings), each tax code also shows in this list. Pick one when that tax is already included in the item's price.
• Discount Rules: Apply % Discount lets percentage discounts reduce this item. Exclude From % Discounts keeps it at full price.

Each fee schedule row has:

• Expiration Date and Time (PST): When this price ends.
• Fee Code (Unique): A code no other fee in the event uses.
• Label for Reg Form: The price label registrants see. HTML is allowed.
• Amount: The price.

Click Add another Fee Schedule to add a later price, up to five in all. When one row expires, the next one takes over on its own, so you can set early bird and regular pricing ahead of time.

To charge a fee when someone cancels the item, click Create a Cancellation Fee for this item. You can add up to five, each by date. Enter amounts as positive numbers.

Planner Notes

Notes for your team. Registrants never see them. Up to 2000 characters.

Save

Click Save to stay on the item, Save & New to start another one, or Save & Close to go back to the list.

Next step: To cap the item and stop guests going over, see Limit how many people can sign up for an agenda item.