A Workshop is a session type that requires the attendee to register. Each Workshop has its own capacity and, optionally, a registration window, a cancellation deadline, and a restriction to selected groups. Registration takes place in the attendee app. This article describes the registration rules; bundling Workshops into packages (where the attendee picks 1 of 3) is covered in How registration blocks, stages, and tags work.
Decide whether attendees should register for individual Workshops separately, or pick one Workshop from a set (a registration block).
Plan capacities based on the room and the workshop content. The system tracks capacity automatically.
If you want to target communication at people registered for a Workshop, set up Assign to group after registration.
If registration for Workshops should open at a different time than registration for the event, set Registration time limits. You do not have to keep the session hidden and publish it on the opening day.
If you plan to restrict the Workshop to groups, decide visibility first and registration second.
Workshop registration rules are configured at two levels:
At the session-type level — defaults for all sessions of that type. Set once, and every Workshop of that type inherits them.
At the individual session level — an override of the default for one specific session.
Both levels expose the same set of registration fields.
Assign attendee to a group after registration. After a Workshop registration, the system automatically adds the attendee to a chosen group. The group must exist in advance under Contacts and groups. This also works when an organizer registers the attendee for the session manually — it behaves the same as a sign-up in the app.
The assignment is two-way and continuous. When the attendee leaves the session — they cancel their registration, or an organizer removes them — the group is removed from them again. When you turn group assignment on or off on the session or its type, the change also applies to attendees who are already registered: turning it on adds the group, turning it off removes it. At the type level, this applies to all sessions of that type at once.
Use case: targeting communication only at attendees of a specific Workshop (a personalized e-mail, a push notification, special content in the app visible only to that group).
Registration only for selected groups. Workshop registration is restricted to attendees in specified groups. Other attendees can see the Workshop (unless visibility is also restricted), but cannot sign up.
The groups you pick here are always a subset of who can see the Workshop. When visibility is set to Selected groups only, the registration picker offers only the groups the session is visible to — you cannot pick any other. That follows from how the feature works: a group that cannot see the Workshop in the Agenda would not be able to sign up for it anyway. With visibility set to Public, you pick from the full list of groups.
Use case: VIP Workshops for paying attendees, closed Workshops for a specific corporate team.
Limit number of registrations. The maximum number of attendees in the Workshop. Once full, the Workshop is marked Fully booked in the app and further registrations are blocked.
Show the number of available spots. If capacity is limited, you can show the remaining count to attendees in the app. Transparent for the attendee, but it can create pressure ("hurry, only a few spots left").
Registration time limits. Set when registration for the Workshop opens and closes. Once you turn the setting on, you pick one of two modes:
Relative to session start — both boundaries count backward from the start of the Workshop. You choose from a fixed list of offsets — 15 min, 30 min, 1 h, 3 h, 1 day, 2 days, 7 days — plus an Unlimited option.
Specific date — for each boundary you enter a date and a time, or turn the boundary off with the Unlimited switch.
Specific date covers the most common request: ticket sales run from June, and registration for Workshops should open on August 1. Set Registration available from to August 1 and a time, and leave the Unlimited switch on for Registration available until. The Workshop stays published the whole time and attendees see it in the Agenda; they just cannot sign up before August 1.
Times follow the event timezone. Both boundaries are inclusive — registration still goes through at the exact opening instant and at the exact closing instant.
Session cancellation. Set until when an attendee can cancel their own registration. The same two modes apply: Relative to session start with the same offsets (no Unlimited option here), or Specific date with a date and time. After the deadline the Cancel registration button disappears and the attendee has to contact you.
The setting adds a deadline; it does not remove the ability to cancel. With Session cancellation turned off, an attendee can cancel their registration at any time.
Use case: a Workshop with catering ordered or materials printed, where you need firm numbers two days ahead.
Notify the organizer when an attendee changes registration. An e-mail to the organizer on every registration or cancellation. Useful for Workshops with an assistant who plans capacity (catering, materials).
Notify the attendee when registration changes. An e-mail to the attendee on registration or cancellation. The standard confirmation.
Send ICS to attendee. After registration, the system e-mails the attendee an ICS file so they can add the session to their calendar.
The attendee opens the attendee app (mobile or web) and finds the session in the Agenda.
On the session detail they see the Register button (if it is not full and they meet the visibility conditions).
After tapping it, the system registers them automatically. If configured, they get a confirmation e-mail with the ICS.
The session shows up in My Agenda.
Outside the configured window, the Register button is not available. In its place the session detail shows Registration will open on with a date and time, or Registration closed on. For a session the attendee is registered for, Cancellation closed on appears once the cancellation deadline has passed. The attendee sees the reason and does not have to ask you.
Happenee does not currently support a waitlist. Once capacity is full, the Workshop is marked as full and further registrations are rejected. If someone cancels their registration, the spot opens up and another attendee can register (but not automatically from a waitlist — they have to actively click Register).
On the Visibility tab of the session panel:
Public — every attendee sees the Workshop.
Selected groups only — only attendees in the chosen groups see the Workshop. Everyone else does not see it in the Agenda at all.
The difference compared to Registration only for selected groups: a visibility restriction means the attendee does not see the Workshop at all; a registration restriction means they see it but cannot sign up.
You can combine both restrictions, but not freely — visibility takes precedence over registration. As soon as you restrict visibility to groups, the picker under Registration only for selected groups narrows to those same groups. So set visibility first and registration second; the other way around, the group you want to admit is missing from the picker.
Without a block: the attendee can register for any number of Workshops. Useful for optional Workshops or training programs with several parallel streams, where the attendee builds their own itinerary.
With a block: the attendee picks 1–N Workshops from a set. Useful for a format like "in the morning you pick one of three Workshops, in the afternoon another one of three". Detail in How registration blocks, stages, and tags work.
Always set the capacity — the system blocks registrations once the limit is reached. Without the setting, capacity is unlimited.
Workshop registration is only in the attendee app. On the microsite the attendee sees the Workshop, but for registration they have to go to the app.
Create the group first in Contacts and groups, then assign it to the Workshop.
Removing the group after registration is unconditional. When you remove an attendee from the session, or turn assignment off on it, the group is stripped from them even if they also hold it from another source — a registration link, a discount code, a ticket, another session, or a manual assignment. The system does not check whether some other reason still keeps the attendee in the group. So use a dedicated group for assignment after session registration. Do not share it with a permanent segment — for example a Partner XY group that a partner's bulk registration link assigns people to, and that your campaign targeting or content visibility depends on. If you then remove such a partner from the Workshop, they lose the group and your segmentation quietly breaks.
Capacity can be increased at any time. Lowering it below the current registration count is not allowed — the system blocks it. To lower the capacity, you first have to cancel attendees' registrations manually.
The picker is limited to the groups the session is visible to. If the group is not there, add it first on the Visibility tab under Selected groups only, or switch visibility to Public — then you pick from the full list of groups.
A time limit has to limit at least one side. If you do not want registration to close, leave Unlimited only on Registration available until; if you do not want to delay the opening, leave it only on Registration available from. The system rejects both at once.
The message reads Registration must open before it closes. In Specific date mode the mistake is obvious. In Relative to session start mode it is easy to get wrong, because both numbers are offsets before the Workshop starts — so the opening offset has to be larger than the closing one. "Open 7 days ahead, close 1 day ahead" is valid; "open 15 minutes ahead, close 1 day ahead" is not.
The usual workaround is to prepare the session hidden and publish it on the opening day. That is no longer necessary, and it has a downside — attendees do not see a hidden session in the Agenda at all, so they cannot plan ahead what to attend. Leave the session published and control the opening time with Registration time limits.
Check that the attendee has visibility of the Workshop (groups) and that the session status is Published. A third option: the attendee is not registered for the event (they have to be signed in to the app with the Attending status).
