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Combining Sessions

Merge under-booked sessions together to optimize attendance

Overview

The combine sessions feature allows you to merge two under-booked sessions with the same title into one session with better attendance. This is useful when:

  • You have multiple sessions with low attendance
  • You want to consolidate training for efficiency
  • You need to reduce costs by running fewer sessions
  • You want to ensure better group interaction with more attendees

Tip

Sessions must have the same title to be combined. Sessions in a series (recurring sessions) are automatically linked by title.

How It Works

Staying Session (Source)

The session you click Combine on. This session remains active and receives all attendees from the cancelled session.

Cancelled Session (Target)

The session you select to combine. This session is cancelled and all its attendees are moved to the staying session.

What happens automatically:

  • All attendees from the cancelled session are added to the staying session
  • Users already in both sessions are not duplicated
  • Cancellation emails are sent to attendees of the cancelled session
  • The cancellation email includes the new session details (date, time, location)
  • Users are automatically enrolled in the staying session
  • Welcome emails are sent for the new enrollment

Step-by-Step Guide

1

Find Sessions to Combine

Navigate to Admin → Calendar Management and find sessions with:

  • The same title
  • Status of "Scheduled"
  • Low attendance that could benefit from combining

Tip

Sessions are grouped by title in the calendar management view, making it easy to see all sessions with the same name.
2

Click Combine Button

On the session you want to keep (the staying session):

  1. Find the session card
  2. Click the Combine button
  3. The Combine Sessions modal will open

Tip

The Combine button only appears for scheduled sessions that have other scheduled sessions with the same title.
3

Review the Staying Session

The modal shows information about the staying session:

  • Session title and date/time
  • Location (shows "Online" for virtual sessions)
  • Current number of attendees
  • Maximum capacity
4

Select Session to Combine

In the modal, you'll see a list of other sessions with the same title. For each session, you'll see:

  • Date and time
  • Location
  • Number of attendees to be moved
  • Combined total attendees after combining

Click on the session you want to combine.

Warning

If combining would exceed the staying session's capacity, a warning will be shown and the session cannot be selected.
5

Confirm the Combination

After selecting a session, a confirmation modal appears showing:

  • Number of users that will be moved
  • That the selected session will be cancelled

Review the details and click Accept & Combine to proceed, or Go Back to change your selection.

6

Automatic Processing

Once confirmed, the system automatically:

  1. Adds all attendees from the cancelled session to the staying session
  2. Sends cancellation emails to attendees of the cancelled session
  3. Enrolls them in the staying session
  4. Sends welcome emails for the new enrollment
  5. Cancels the target session
  6. Updates the calendar view

Tip

The cancellation email explains that their session has been moved, provides the new date and time, and invites them to log in and book a different session if they cannot attend.

Important Considerations

Capacity Limits

  • You cannot combine sessions if the total attendees would exceed the staying session's maximum capacity
  • The system will prevent selection and show a warning if capacity would be exceeded
  • Consider increasing capacity on the staying session before combining if needed

Duplicate Attendees

  • If a user is already enrolled in both sessions, they are not duplicated
  • They remain enrolled in the staying session and do not receive duplicate emails

Cancellation Emails

  • All attendees of the cancelled session receive an email notification
  • The email includes the cancellation reason (automatically set to explain the rescheduling)
  • Users are informed they have been automatically enrolled in the new session
  • The email includes instructions to book a different session if they cannot attend

Session Requirements

  • Both sessions must have the same title
  • Both sessions must be in "Scheduled" status
  • Sessions must be part of the same series (same title) to appear as combinable options

Best Practices

Review Before Combining

  • Check attendee counts to ensure the combined session makes sense
  • Consider the date/time of the staying session - will it work for most attendees?
  • Review capacity to ensure there's room for all attendees

Timing

  • Combine sessions well in advance when possible
  • Give attendees time to adjust their schedules
  • Avoid combining sessions that are very close to their start date

Communication

  • The system automatically sends emails, but you may want to follow up
  • Monitor the staying session for any issues or questions
  • Be prepared to help users book alternative sessions if needed

Troubleshooting

Combine button not showing

  • Ensure the session is in "Scheduled" status
  • Check there are other scheduled sessions with the same title
  • Verify you're viewing sessions grouped by title

Cannot select a session to combine

  • Check if combining would exceed the staying session's capacity
  • Verify both sessions are scheduled and have the same title
  • Try refreshing the page if the modal seems stuck

Users not receiving emails

  • Check email notification settings in system configuration
  • Verify user email addresses are correct
  • Check spam/junk folders

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