A session registration, sometimes called a session place, records one person’s place in one session. You can add, update, or remove session places from the session record or from the person’s event registration.
Prerequisites
- To add a place by hand, you need permission to manage session registrations for the event. To edit or remove an existing place, you only need access to the registration.
You cannot change a session’s ID after you create it. If you need a shorter or different ID, create a new session with the ID you want, then move each registrant by adding them to the new session and removing them from the old one.
Add a Registrant to a Session by Hand
Use this option when you need to give someone a place in a session directly, such as after a failed online order, a late change at the registration desk, or a guest who needs to be added manually.
- Open the person’s event registration, then go to the Sessions tab.
- Select Manually Add Session.
- Choose the Session, set the Status, and add any Notes.
- Save.
Result
The person is registered for the session immediately. The dialog reminds you that this method skips the normal order process, so Rhythm does not charge a fee.
Warning
This method does not check the session’s capacity, so you can add someone even when the session is already full. You can also choose sessions that are hidden from the Portal or closed to online registration, which means people cannot select them from the Portal registration form. In some cases, manually adding someone to a full session has also been observed to change every waitlisted contact for that session from Waiting to Eligible to Register and send them the time-limited registration email, even though the session is still at capacity. If you see this happen, change the affected waitlist entries to Missed Registration Window to stop those registrations from completing until you decide who should get the open seat.
Rhythm does not stop you from adding the same session twice for the same person in this dialog. Before you add a session, check the person’s existing sessions on the Sessions tab so you do not create duplicates.
Because this method skips the normal order process, Rhythm does not charge a fee or create an order for the session when you add it. If the session should be billable, staff can invoice the fee manually, or modify the registration through the normal registration and order process so the session fee is added and invoiced there instead. When you check whether a manually added session was billed, remember that the seat assignment and the order or invoice are separate records. A session and its fee can already be on the order even when the Sessions tab makes it look like nothing was charged, and the reverse can also happen, so check both places. The registrant’s audit history can help you tell a manually added session apart from a normally registered and paid session. Look for whether the expected session identifier appears through the normal registration flow or was added directly.
If a bulk session update through Update Records in Bulk fails for some registrants, add the session by hand on each affected person’s Registration 360 until the bulk update works again. Repeat this for one registration at a time for every affected person until you can return to updating them in bulk.
Tip
If your event should never allow someone to register without also holding a place in a required session, bundle the event registration with that session and charge the session’s own rate, rather than trying to force session selection as a separate step.
Change a Session Place's Status or Notes
- Find the place on the session’s Registrations or Cancellations tab, or on the registrant’s Sessions tab.
- Select the edit option on that row.
- Change the Status — Active, Attended, or Cancelled — or update the Notes.
- Save.
Result
The place’s status and notes are updated.
You can move a place between any of the three statuses. No rule limits which status can follow another.
Tip
If a session place and a related replacement order are out of sync, changing the place’s status back to Active may not fully fix the issue. Also check the replacement order in Order 360 and, if it should no longer stand, close it from Order Options › Close Order.
Mark a Registrant as Attended
Set a place’s status to Attended when the person actually attended the session. Attended places, like cancelled places, no longer count toward the session’s capacity, so marking someone attended frees their seat the same way cancelling would.
Cancel or Remove a Session Place
- Find the place on the session’s tabs, or on the registrant’s Sessions tab.
- To free the seat while keeping a record of the place, change the status to Cancelled. To remove it entirely, select the delete or remove option and confirm.
Result
A cancelled place frees its seat, and Rhythm generally recalculates the session’s sold-out status within a few seconds. A removed or deleted place is gone outright and does not trigger that same sold-out recalculation, so a sold-out session may continue to show as sold out for a little while after places are deleted instead of cancelled.
Tip
If you want a session’s sold-out status to update promptly after you free seats, cancel places instead of deleting them when you have the choice.
Changing an existing registration by deselecting a session does not necessarily remove that session place. If someone needs a session removed from their registration, use the delete or remove option on the session place itself, as described above, instead of expecting a registration edit alone to handle it.
If a cancelled session place needs to be replaced by a new registration for the same person and the same session, delete the cancelled entry from the person’s Sessions tab first. Leaving it in place can prevent the new session registration from being created.
Warning
A cancelled event registration can still leave active session selections behind. Those lingering selections can block the person from choosing sessions again in the Portal, even after their registration is cancelled. If that happens, delete the leftover session selections from the cancelled registration to restore their ability to choose sessions in the Portal.
Related Reading
To find a session and see everyone registered for it, or to understand what prevents a session from being deleted, see Find, Review, and Delete Sessions. To set a session’s capacity and offer a waitlist once it fills up, see Control a Session's Places and Portal Visibility. To update many registrants’ sessions at once instead of one at a time, see Update Records in Bulk, including adding session registrations to a group of existing registrations.
There is currently no way to mass transfer registrants from one session to another, or to mass register a group of attendees into a session. Adding or moving session places one registrant at a time, as described above, is the only supported way to do this.