Configuring and Using Community Calendar on

ActivityReg® Websites

Community Calendar allows you to tell your patrons what’s going on at your sports center.  It can also serve as a great marketing and information tool.  It’s divided into 3 panels:

·         What’s going on today:  This section is designed for someone to see what patrons can come and do today at your center.  Items like open swim, aerobic classes, childcare hours are classic examples. It’s presented in a list view.

·         Upcoming Events:  This is a short list of upcoming events your patrons can plan ahead for such as  Spring Registration opening dates, 4^th of July Celebration, etc.  All these items can link to other pages and is presented in a list view.

·         Calendar: Provides a traditional calendar with events, activities and facility reservations to see a larger scope. Activities and facility reservations can be populated from the data already in your system.  Events are entered separately.  You include each of these calendar items separately so if you don’t use facility reservations, you simply uncheck the box in the calendar configuration.  The user can customer can choose to see an entire month, a week or just day.

You can enable each of the above panels separately so if you don’t have a physical recreation center for example, you might not need to use What’s going on today.

Roadmap

To add Community Calendar to your ActivityReg® website, do the following:

·         Enable Community Calendar In Website Configuration

·         Select the panels (sections) you want to use (What’s Going On Today, Upcoming Events, Calendar)

·         Add events to the specific panels

·         Send Website Changes To ActivityReg®

Rights needed: Users configuring this feature will need “Website Customization” enabled in security.

Enabling Community Calendar and Selecting Panels For Display

From the main SportsMan screen, select Define>Website, select the ActivityReg® website to be edited, click on [Edit Website] button then follow the steps below as they apply to your specific configuration needs.

1. Click on [Calendar tab] (shown below) - this screen shows which Calendar features are active. 
2. Then click on [Edit Community Calendar Settings] button.

4. You will be on the “Community Calendar Definition” screen. On the “Settings” tab (shown below) you have the option to show or not show all the Calendar sub-features or panels.  Enabling Community Calendar puts the calendar on your ActivityReg® (website) menu.

Adding Activities To The What’s Going On Today Panel

Click on the “Today” tab.  Defined activities that are occurring today do not automatically show up in this list, you must add them. You can Add, Edit or change the listing order of activities.

Description:  This is the short teaser line that will appear on the website.  It typically includes the time of the activity if applicable.  Example:  Open Swim 1pm - 8pm

Popup Notes:  Represent an expandable section for more additional information if the customer clicks on that item.   Example  “Children under 12 must have a parent or guardian present during open swim.”

Date Range:  Activities are always defined for a date range and the day of the week must be selected.  You can also specify exception dates not to show.  The goal here is to set up the list so that it automatically adjusts without having to continually edit the calendar.  If for example your open swim hours are different on Sat/Sun you would create two Open Swim definitions, one with Mon/Fri selected and the second with Sat/Sun selected. 

Adding Events To the Upcoming Events Panel

Select The “Upcoming Events” tab.  Defined activities that are coming up do not automatically show up in this area.  You must specifically add them.     You can Add, Edit or change the listing order of events.   Activities can be defined for calendar range.

Description:  This is the teaser text that will show on the website.

Date Range:  Specifies when to show the item.  The goal is to have content automatically removed once it’s no longer relevant without having to immediately edit this definition.

Popup Notes:  These are the expandable notes that contain more information about the event.

Link To:  Links can be added to direct Patrons to specific defined Activities or Facility reservations or to additional detail on the ActivityReg® Page or another website.  For example: Pavilion Reservations Open On April 1 could link directly to the facility reservation pavilion node.

Adding Calendar Events to the Upcoming Events Panel

Click on the “Calendar” tab.  The tab is a separate area for putting events not otherwise defined as activities or facilities that you may want to add to the calendar view.  Activities and Facility Reservations will show up if so enabled.  You can exclude specific Activities by checking the “Exclude From Community Calendar” checkbox on the Activity Definition screen / Internet tab or Facility Definition / Internet Tab.

Description:  This is the teaser line describing the event.  It is important to note that space is limited in a full calendar view so try to be brief and make sure the most import part is first.

Date Range:  Specifies when to show the item.  The goal is to have content automatically removed once it’s no longer relevant without having to immediately edit this definition.

Time of Day:  This is the start time of the event if necessary and orders the list show in any given cell in the calendar.

Color:  You can color code these event items to give them more flare.  If you are also populating the calendar from defined activities and facility reservations, those will be pink and blue respectively.

Popup Notes:  These are the expandable notes that contain more information about the event.

Link To:  Links can be added to direct Patrons to specific defined Activities or Facility reservations or to additional detail on the ActivityReg® Page or another website.  For example: Pavilion Reservations Open On April l 1 could link directly to the facility reservation pavilion node.

Sending Changes To ActivityReg®

As with all changes to ActivityReg® you must click on [Send Custom Pages to Website] on the “Website Configuration” screen to update your current ActivityReg® website for any setting and configurations you have changed.  This includes any calendar item changes.  If you are populating the calendar from defined Activities and Registrations, those will go automatically so you do not need to send new pages to the website in this way every time you add new activities or programs.

End of Document.