High Holiday System

Setup Locations

Set up your seat locations by clicking on "Locations" on the left side:

Enter in a name for the location, and then select a type:

• Open Seating - no assigned seats
• Seats - assigned seats (see next section)
• Tables - allows for the creation of tables and to assign people to seats at a specific table
• Seats (no defined numbers) - allows for set up seat numbers for map purposes, but the seats are not assigned

 

• Get Map from Another Location: Create a visual seating map, or upload a .jpg or .png to load the seats on.
• Visual Map Aspect Ratio: Enter in the ratio to use for your map (100x85 would be longer than wider by 15%, for example).
• Number of Seats available: This will calculate automatically based on the seats entered below.
• Requests available on Public Form: Would add a field in the High Holiday Seating Request Block to allow people to enter in some seat numbers as requests.

When entering the actual seat information, choose a few options to start:

• 0-Padding: If on, will add a zero (0) to the start of each single digit.
• Display Seat 1: On maps, will start seat 1 on the left side of the row or the right.
• All numbers: New option to have each row show all numbers, odds only or evens only.

Using Subsections will allow the ability to divide up the room into different sections of seats, each with its own seating options.

Setup Events 

Once locations are set up, the next step is creating the event:

• High Holiday: Since High Holiday and Event Seating have been merged, determine if the event is a High Holiday event or not.
• Primary: Makes this the default event in forms.
• Locations: Select the locations previously set up to be used in this event.
• Past Year: Specify which of the other High Holiday events is to be set as "Last Year." This information will show on the page when assigning seats.
• Special Form Mode: The default of none allows the widget in the form to operate as normal. However, there are two options - people on account and permanent seats - that will automatically load either everyone on the account, or anyone on the account with a permanent seat.
  PLEASE NOTE: If using EITHER of these special modes, it will load for anyone that is logged in to the site, and admins will NOT be able to charge for anyone that loads automatically. If everyone is being charged for a seat, DO NOT use one of these special modes.
• Require Person Name on Form: Will force people to enter a name in the name field in the widget.

These last two options must be set BEFORE High Holiday form reservations can be accepted, or before seats are assigned. DO NOT change these options once form submissions have been accepted!

• Sessions: This will be a drop down menu of possible sessions people can choose. The default is Rosh Hashanah and Yom Kippur, but there is the ability to add or remove sessions before the form is set up. A minimum of one session is required, and any session that is displayed would appear as a choice on the form.
• Custom Fields: Add additional fields to the seating block widget on the form, and make them required or not.

Once the new event is created, view it by navigating to Seating > Event Seating:

Assign Seats

To assign seats, click on "view" next to the event the seats should be assigned for. There will be a summary of seating assignments, with filters to look for specific accounts:

• Seats: Will show the number of seats that have been assigned, the percentage that has been assigned, and the number of pending requests to assign for that session.
• Account Types: Show only accounts of a specific account type.
• Status: By default, will show every seat request status. To see ONLY people who are pending, select that drop down and then "Awaiting Assignment."

Once the account to seat has been selected the information submitted on the form will be visible. If a form is not being used, and admins are doing all of the requesting and assigning, select "Add Seat" to start assigning:

• Person: Name of the person to be seated.
• Location: Name of the location to assign to.
• When: If they are coming for Rosh Hashanah, Yom Kippur, or both.
• Assignments: Enter in the seat number in the fields below, or select the magnifying glass to see a grid with rows and seats. Select a seat and assign this person to that seat.
• More: Any other questions included in the custom fields will be added here.

As seats are assigned, the status will change automatically from assigning to fully assigned. However,  the status can be changed manually to one of the following:

• Move to Declined Seats: Will change their status to declined and remove any submission or requests they've made.
• Empty Everything: Change their status to empty and remove any submission or requests.
• Put Seats on Hold: A new status that will hold someone's seats and not allow them to be assigned to anyone else.
• Put into Review Mode: Stops the assigning process until an admin has reviewed the request and changes it back to assigning.

Once seats have been assigned, export seat assignments to generate seat lists or seat labels. We also have a print function, that will allow the generation of lists that can be post in a synagogue or be given to Gabbai:

• Which session: Print a list for either Rosh Hashanah or Yom Kippur (or the appropriately named sessions).
• Which status: Print accounts that are fully assigned seats, or select any other combination of statuses.
• Which locations: Select any one or combination of seat locations to print.
• Grouping: Choose to print the list grouped by account (alphabetical order by account) or grouped by seat (alphabetical order by seat number).
• Field Template: Set the format of the names on the print list.
• Section Header: Add a header to the start of each seating row/last name.

Setup Form

Once locations and events have been created, the next step is to build a form. To read more about creating the form itself, please view these two help documents here and here.

For the High Holiday form, there are three fields that need to be used in order for the form to work correctly. 

• Choose Number of Seats - Allows the user to select a number of free seats. This can be restricted to only be visible to people who are logged in, admins only, or people with specific account types or tags, and can be further restricted allow people to select only specific locations.
• Choose Number of Seats with Payment - Allows people to select a number of seats at $X per seat. Use multiple fields to have different people pay different prices, or have different locations cost different amounts. This field can be restricted to only be visible to people who are logged in, admins only, or people with specific account types or tags, and can be further restricted to allow people to select only specific locations.
  
• Seating Request Block - The field is required for the High Holiday form. This field automatically populates based on the number of seats requested in the Choose Number of Seats fields, with fields for the name, location being requests, sessions being requested (all High Holidays, Rosh Hashana only or Yom Kippur only), and a spot for note. Anything filled into this field will be added to the High Holiday seating module automatically linked to the user's account.