Class Registration

dbye

I have been tasked to create a class registration system in Smartsheet. I need a dashboard, a registration form and a sheet to track the students who have signed up.

We offer 2 free online classes a week at two different times - one class on Monday at 5:30 pm and Tuesday at 10 am and the other on Wednesday at 5:30 pm and Thursday at 10 am. We have a total of 12 classes that cycle every six weeks.

We would like to have a confirmation sent to the student after registration that includes the Teams link for the class as well as a participant guide as an attachment from our sharepoint.

First, is all of this possible? Second, can someone help me with this? I trying using the Event Registration Template, but this isn't one event and we don't have costs involved. We don't need to plan anything, just let people register and then automatically send the link and guide.

I appreciate any help I can get!!!

kowal

hi @dbye,

Everything is possible in Smartsheet and your request seems like a pretty straight forward solution.

If you are new to smartsheet I would start from the scratch as you will learn faster how to use it if you go with templates and you do not have any experience with smartsheet it will be tougher.

dbye

@kowal Ok… so then let me dive a bit deeper. I can make a sheet and form no problem. My question is do I need a separate form for each class that will populate on one sheet, or one form for all classes? If I do one form for all, how do I specify different dates/times for each class. Originally, I had wanted to have a drop down of classes and somehow give them the two date/times available for each class. But not sure if that is possible. I think that having a form for each class with just a drop down for the two dates would work, but how do I get them to populate on the same sheet? And then how do I change the dates/times every six weeks? That is really where I am stuck. The rest seems pretty straight forward.

kowal

@dbye

I would go with one sheet. I would hide some of the columns from sheet like type of class and create different forms that are prefilled with class type. You can also use logic in forms to show times pending on which class is chosen. Once you will have all the data from all classes registrations you can start thinking about replicating those to different sheets by moving rows etc. and you can use formulas to have date plus six weeks etc.

dbye

@kowal Thank you! Another question: Once someone fills out the form and registers for the class, is there a way to send them a confirmation email with a link to the class from outlook and a link to a workbook from sharepoint or an attachment (PDF)?

kowal

hi @dbye ,

sure it is. once they register they probably need to provide their email right? so someone from your company would need to generate such link to the class and provide it to the sheet also attach a pdf and when this data is in smartsheet you just trigger a workflow to send those cells to the registrant.