Create a Series

Overview

A Series is an Event that spans multiple days. A Customer signs up for every session at once and pays for the whole Series upfront, which is what separates a Series from a copied Event. Copies are independent of each other; the sessions in a Series stay linked.

Use a Series for Leagues, multi-session Clinics, or any programming where you want Customers committed to the full run.

Create a Series

1. In the Dashboard, highlight the time slot and court for the first session.
2. Create an Event and select the Event type.
3. Click Create a Series at the top right of the side panel.
4. Fill in the Event details (name, picture, description, pricing).
5. Click Book as Draft or Book & Publish.
6. In the new side panel that appears, click + Sessions.
7. Add the remaining sessions to the Series.
8. Click Save.

The Series icon (triple square) appears on the Dashboard Overview once the Series is saved.

Build the full Series before you publish it. Adding sessions after Customers have signed up can cause unexpected errors.

Edit a Series

Click into any session in the Series to open the Series editor. The following fields are editable:

• Name, picture, and description
• Capacity (Total Teams)
• Courts and tables
• Members-only toggle
• Member and Non-member pricing
• Prorated pricing and the late-join cutoff
• Scheduling and visibility settings

A Series has its own invitation link, so there is no need to share a link for an individual session.

Editing a published Series that already has signups can disrupt it. If Customers report confirmations that do not appear on the Dashboard after an edit, tell your PodPlay CSM.

What lives at the Series level

Most attributes belong to the Series and apply to every session in it: name, picture, description, advanced features, Settle Now (Court+), publishing status, Admin notes, capacity, pricing, and the invitation link. Signups are also handled at the Series level.

Coaches are the exception. A Coach is assigned per Event, not per Series.

Team signup for a Series

A team Series lets Customers sign up as a team (doubles or a squad) instead of individually. It works the same way as team signup on a single Event, with one difference: a teammate who joins is added to the team for every session in the Series at once.

Set up a team Series

1. Create the first Event in the Series.
2. Open the Capacity and Admission section.
3. Set the Team Size (players per team, for example 2 for doubles).
4. Set Total Teams to the number of teams that can join.
5. Save the Series.

How team capacity behaves

• Capacity counts teams, not players. A Total Teams of 8 with a Team Size of 2 means 8 teams, or 16 players.
• Team Size and Total Teams are set at the Series level. Both fields are read-only when you edit a single session, so change them through the Series.
• The team leader signs up and pays for the team's spots upfront, then invites teammates. One invitation covers the whole Series.
• Split payment, where enabled for your Club, lets each teammate pay their own share at the Series rate. The team leader is refunded that share when the teammate accepts.
• If a teammate declines or cancels, the spot is removed from every session and freed for the team.

Team signup for a Series must be enabled on your account. Contact your PodPlay CSM if Team Size does not appear on a Series.

Schedule a Series to publish to Members before Non-members

The process matches auto-publishing a single Event.

1. Create the first Event in the Series.
2. Click Create a Series at the top right of the side panel.
3. Fill in the Event details.
4. Open the Visibility options drawer.
5. Select Scheduled.
6. Set the number of days in advance for Members and for Non-members separately.
7. Review the publish date shown below each value and confirm it is what you want.
8. Click Publish at the bottom left of the side panel.
9. Click Book and Publish at the bottom right of the side panel.
10. Add the remaining sessions to the Series.

Series pricing

Series price

The Series price is the total for all sessions combined. To charge $10 per session across a three-session Series, set the Series price to $30. The per-session pricing adjusts automatically, and you do not need to price any other session in the Series.

Unit pricing

The unit price is the price of one session in the Series. Set the unit price higher than the Series price divided by the number of sessions, so that Customers have a reason to sign up for the full Series on time.

For example, a four-session Series is priced at $40, or $10 per session. Set the unit price to $12. A Customer who joins after the first session has passed pays $12 for each of the three remaining sessions, or $36 in total.

Prorated pricing

Prorated pricing lets a Customer join a Series after it has started at a rate other than the full Series price. Set the prorated per-session rate during the booking flow, before anyone signs up.

For example, a three-session Series is priced at $30 for Members with a prorated rate of $12 per session. A Member who joins after the first session pays $24 for the last two sessions. The same Series priced at $60 for Non-members with a prorated rate of $24 per session costs a Non-member $48 for those two sessions.

You can also set the last day a Customer can sign up. After that date, no new signups are accepted.

Add a Customer to one session of a Series

Adding a Customer to a Series normally enrolls them in every session. Non-participants are the exception. Adding a Customer as a Non-participant to a single session adds them to that session only.

This is also how to charge a Customer separately for one session.

1. Open the specific session.
2. Click Add in the Attendees section.
3. Select Non-participant.
4. Find and select the Customer.
5. Click Add.

The Customer's name then appears in the Purchases tab of that session, where you can charge them individually.

FAQs

Can I add a session to a Series after Customers have signed up?

Avoid it where possible. Adding sessions after a Series is published can cause unforeseen errors. Build the full Series before publishing, and let Customers sign up from the App or Web App.

Can an Admin add a Customer to a Series manually?

Yes. First confirm there is space left in the Series. Then add the Customer as a Regular participant from the Dashboard. Front-end signup through the App or Web App is still the preferred path.

Why isn't a manually added Customer showing in every session right away?

Propagation is a background job. Each time you add or remove an invite on a Series, the system runs that job across every session. It takes a few seconds to finish, and the Customer's name appears once it completes.

A Customer has a confirmation but isn't showing on the Dashboard. What happened?

This is likely a bug, so report it to the Customer Success team. An edit made to a Series after Customers signed up can also disrupt it. Tell your PodPlay CSM if that is what happened.