Slots: workshops, rooms and extras

Create a workshop with limited places and check booking in the attendee area.

Before you start

You need event editing access. A slot is a bookable offering; this example uses a free workshop in a test event.

Create two workshop choices

1. Open Slots → Add and choose a selection from several options. Use the example name “Workshops”.
2. Allow participants to choose one workshop.
3. Choose a fixed time and enter the first workshop’s title, start, end and, for example, 20 places. Set its price to 0.
4. Use Add slot to add a second workshop as an alternative.
5. Open My participation and save the registration form. Then choose a workshop and check the booking.

Check your result

The free workshop is booked immediately and appears in the calendar at its scheduled time. Check occupancy on the slot page. For a paid slot, selecting it initially shows Not reserved yet; payment rules are explained below.

Groups

The slots of a choice live in a group. The group holds what applies to the whole list: its name, how many participants may pick, and what they see. Edit it from the group's ⋯ menu. A single offer is simply a group with one slot.

Under Advanced settings of a group:

• Allow walk-ins on free places (on by default) — guests with valid event admission can book and enter a free slot at its terminal. They must meet the slot's booking conditions, deadlines and selection limits. Paid slots do not accept walk-ins. The booking appears in the roster and is marked as a walk-in in the attendance history.
• Check-in — Check in once counts one check-in; Check-in and check-out records entries, exits and the time attended, with an optional minimum attendance in hours per slot (e.g. 1.5 for 90 minutes). Nobody who forgets to check out is lost: the exit is set automatically at the end of the slot and marked as such.

If you make the rule stricter later – for example from "several" to "one" – you get a warning with how many people already chose more. Their choice stays as it is; the new rule applies as soon as they change it.

Places, price, guests and conditions

• Places — when a slot is full it closes by itself. Leave the field empty for unlimited places.
• Price — charged on top of the event price. Use 0 for free slots; they still take a place.
• Open to slot guests — people can book this slot without registering for the whole event. Share it with Copy guest link in the slot's ⋯ menu: whoever signs in through that link books only this option, already chosen. Signed-in visitors also find Book only this option on the slot's info page (Open public info page in the ⋯ menu). Everybody else registers for the whole event. Slot guests appear as Slots only in your participant list. To move someone between the whole event and single options, change the Participation column there; the event price is added or removed and you see the new total.
• Booking conditions — only participants whose registration answers match can choose the slot.
• Hide a slot to keep its bookings but stop new ones. A slot or group that people already chose, booked or checked in to cannot be deleted; the delete dialog then offers Hide instead in one click.
• Duplicate and copy – in the ⋯ menu, Duplicate adds a copy next to the original (for a group, with all its slots). Copy to group… puts a slot into another group. Copies start without bookings.

How participants book

After participants save their registration form, they choose their slots on the same page. Each pick is saved right away, and the places update live. A free slot is booked at once; a paid slot shows Not reserved yet until it is paid, so nobody counts on a place they haven't paid for. Their slots also show on the participant page and, with a fixed time, in their calendar.

Running it

• On the Participants page every group has its own tab with all its slots and who is in them. Drag people into another slot, or right-click for Check in and Edit record. If the person still has a payment running, you are asked first: moving them cancels that payment (for everyone it covers) and they pay again.
• The participants table gets a column per group. The small icon next to a slot opens its roster.
• Every slot has its own terminal, which admits people who booked it (and walk-ins while places are free). Start it from the slot's ⋯ menu; the check-in overview shows its scans live.

The slot page

Clicking a slot opens its own page with these tabs:

• Overview – time, occupancy, price and guest access at a glance, plus shortcuts to the terminal, check-in overview, public info page and guest link. Edit changes the slot.
• Participants – everyone who chose or booked the slot, with their check-in status.
• Engagement – surveys, live polls and quizzes for this slot only.
• Drive – the slot's folder for material, slides and handouts.
• Chat – an optional chat with everyone who has a place in the slot. See Slot chats.

Slot managers

Speakers or workshop hosts don't need to join the event team. Under Responsible people on the slot page, give them access to exactly this slot: enter the email of an existing, verified account and click Give access. The person receives an email with the link to the slot and finds it under My slots after signing in.

Slot managers can:

• change the slot's title and description,
• see the participant list (names, booking and check-in status, without contact details),
• create, edit and run the slot's engagement activities,
• manage the slot's Drive folder and turn on and use the slot chat.

Times, places, price, conditions, other slots and event settings stay with the event team. Revoking access takes effect immediately. In archived events, slot managers no longer have access.