Chapter 6: Booking System for Courses, Parent-Teacher Conferences, and Training

After this pinboard, you will know:

The booking system is useful when people need to register bindingly for appointments, courses, or offers.

Examples:

Advantage: The participant list is created automatically.

A booking in Edumaps is organized via a box.

The box contains:

Users see a booking button and can register if places are available.

First, create a map for the purpose of the booking.

Examples of map titles:

Tip: One map can contain several booking boxes.

Create a separate box for each offer.

The box should contain:

Example: Workshop: Edumaps for Beginners

Activate the booking function for the box. To do this, open the box settings, click on "Bookings and Calendar," and select "Booking System."

Then check:

Important: If possible, test the view once from the user perspective.

Enter the appointment so that users can clearly recognize when the event takes place.

Pay attention to:

Example:
Tuesday, June 23, 2026, 2:00–3:30 PM

For many offers, a limit is useful.

Examples:

When the maximum number of participants is reached, additional users can no longer register normally.

Not every booking needs a fixed limit.

Unlimited places are suitable for:

Note: Even with unlimited places, a participant list is created.

In Edumaps, start times can be set for courses, but there is no freely selectable booking deadline. The booking closes automatically 1 hour after the course begins. This allows latecomers to still register. A course that started more than one hour ago can no longer be booked.

If there are multiple appointments, create multiple boxes.

Example:

This keeps each participant list clear.

Participants see the information about the offer in the box and a booking button.

Depending on the settings, they see:

 

A booking is possible in two ways:

There they can see:

This is especially helpful when a person has booked multiple events.

The map owner (admin) can remove participants from a booking at any time.

This is necessary in cases of:

Note: Carefully document important changes for official training courses. Inform the person removed from the booking.

In the booking box, you can open the participant list. To do this, click on the counter.

The list helps with:

Practice: Print the list as an attendance sheet for in-person events or export it as CSV.

Participant data can be copied for organizational purposes.

Possible uses:

Data protection: Use the data only for the purpose of the event. Use the CSV export.

Tip: All participants from all boxes on the map can be exported at once. Click on "Export map" and select "Participants of all bookings (csv)."

CSV export is practical when the participant list is to be processed further.

Possible uses:

Tip: Export the final list shortly after the event starts.

Reminders help reduce no-shows.

Every registered participant receives a reminder email for the booked course 24 hours before the course starts.

Tip: The description text should also clearly state what participants need to bring or prepare.

Example:

Set the start time for each box.

Each box receives a participant limit of: 1 place.

Note: For many teachers, a clear folder or column structure may be necessary.

A training box should contain:

After the event, the participant list can be exported or used for certificates of participation.

For a project week, each project group can have its own booking box.

Content of the box:

This allows students to select projects directly.

☐ Map title is clear
☐ Each booking box has a clear title
☐ Date and time are correct
☐ Number of participants is correct
☐ Description is understandable
☐ Target group is named
☐ Location or online link is provided
☐ Test booking has been checked
☐ Participant list can be found

Avoid these mistakes:

If bookings are used for training courses, the next topic is especially important:

It explains how personalized certificates are created from booked events.