Organiser Guide › Running an event › Building the workshop schedule

Organiser

Building the workshop schedule

This is where you add every session in your event and arrange it on a calendar. Think of it as your festival's timetable — the list of who is teaching what, in which room, and at what time.

Getting to the schedule

When you set up an edition, the setup wizard has a Workshops step (called Events in some setups). The schedule lives right inside that step — there's no separate screen to open — so you build the whole timetable without leaving the wizard.

A banner across the top shows your festival window — the range of dates and the daily hours for the event — and next to it a count of what's scheduled so far (for example "206 workshops · 1 placeholder"). This is also where you set those dates: use Set dates (or Edit dates) to choose the start and end days, then Save dates. The calendar can't lay itself out until the dates are set, so this is usually your first move. To add a session, use the + Add workshop button in the top-right corner.

The top of the Workshops screen

Workshops + Add workshop

Two ways to view your sessions

A little List / Calendar toggle lets you switch between two ways of looking at the same sessions. Pick whichever feels easier — nothing changes about your event, only how it's shown.

List view

Your sessions are grouped by day, with an extra "Unscheduled" group for anything that doesn't have a time yet. Each row shows the title, the teacher, the room or area, the time, and the capacity — written as "Cap N", where N is how many people can join. Click any row to open it and make changes.

Calendar view

Here the columns are your rooms and areas, and the rows going down are the time of day — a bit like a weekly planner. To add a session in a particular room, press the "+" at the top of that column.

If your festival runs over several days, a row of day buttons (Fri, Sat, Sun…) sits above the calendar — tap one to switch days. The calendar opens on the first day that actually has sessions, so you're never staring at an empty grid. When two sessions overlap in the same room, they sit side by side so you can see both at once.

The nice part: you can drag a session block to move it to a new time. It gently snaps to 15-minute steps as you drag, and it always stays inside your festival hours, so you can't accidentally park a workshop at 3 in the morning. If you drop a session on top of another one, the two simply swap places — you'll see a small "⇄ Swap" hint before you let go.

A workshop, or a placeholder?

When you add something, Yuimaru first asks which of two things you're adding:

• Workshop — "A full session — teacher, category, level and capacity."
• Placeholder — "Reserve the slot now, fill in the details later."

A placeholder is simply an empty slot you're saving to fill in later — handy when you know a session belongs at a certain time but haven't confirmed the teacher yet. It shows up as a dashed box on the calendar so you can spot it at a glance.

The workshop form

Whether you're adding a new session or editing an existing one, you'll see the same simple editor. It has these fields:

• Title — the name of the session.
• Teachers — who is leading it. A session can be co-taught, so this is a list: type a name and press Add for each. You can also type an email address to invite a teacher who'll then manage their own workshop and profile — they show with a small "invite" tag until they sign in.
• Description — an optional paragraph about the session, shown on its detail page.
• Detail image — an optional picture for the session.
• Room / area — where it takes place.
• Day and Start — when it begins.
• Duration — 1 hour, 1.5 hours, or 2 hours.
• Category — the kind of session it is. Pick one, or use ＋ Add a category… to create a new one on the spot.
• Level — All levels, Beginner, Intermediate, or Advanced (you can add your own level here too).
• Capacity — how many people can join.
• Registration required — only shown when this edition takes per-workshop registration; tick it to make attendees register for this particular session.

At the bottom are the buttons Delete, Cancel, and — depending on whether it's new — Add workshop or Save changes.

Adding a workshop, step by step

1. Click + Add workshop

   It's in the top-right of the Workshops screen. On the calendar, you can also press the "+" at the top of a room's column to start in that room.

2. Choose "Workshop"

   Pick Workshop — "A full session — teacher, category, level and capacity." (Choose Placeholder instead if you only want to hold the slot for now.)

3. Fill in the details

   Give it a Title, add one or more Teachers, and set the Room / area, Day and Start time. Then pick the Duration, Category and Level, and set the Capacity — how many people can join.

   A couple of the form fields

   Title

   Standing acro — the basics

   Capacity

   20
4. Click Add workshop

   Your session appears in the list and on the calendar right away. You can reopen it any time to change anything, or drag it to a new time.

   Saving the new session Add workshop

Changing several at once

When you've got a lot of sessions, editing them one by one is slow. Click Select to switch on selection mode, tick the sessions you want, and a small bar appears showing "N selected". From there you can set the Category, add a Tag, assign a Teacher, or Delete them — all in one go. It's the quick way to, say, tag a dozen sessions as "Beginner-friendly" without opening each one.

Common questions