Defining Activities – General
This document will show you some of
the basic features and options that you will select when you set up any of your
activities for registration. Depending
on the Registration Method you use (Youth Sports, Programs, Team/Adult Sports,
Swimming, or Time Slots), there will be additional options and features to
define. Those method-specific options
are covered in documentation on each of those registration methods. Before following this document
you should be familiar with the Activity Hierarchy, the different Registration
Methods and information that is stored in Sportsman Tables such as Activity
Categories, Registration Questions and Discounts. It is important to understand that you may set
up an Activity as a Program or Swim Lesson and once that is defined you will
need to setup specific classes that may be held under that program
heading. You may set up an Adult or
Youth Sports Activity registration type activity but then will need to work
with Teams and assignments.
Prerequisites: Make sure you
have the Sportsman User rights to Define Activities before you start.
Other
Resources: We recommend you be familiar with the following before
setting up activities: Setting Up and Editing your Activity Tree Hierarchy; Understanding Registration Methods ; Table: Activity Categories; Table: Registration Questions
This Document will cover:
Adding and Configuring an Activity
ü Understanding
the Cascade Feature
ü Adding
a New Activity
ü Registration
ü Walkup
Fees
ü Notes
ü Internet
ü Questions
ü Discounts
ü Saving
and Editing Your Activity
ü Adding
Specific Classes, Lessons, or Time Slots
Understanding The Cascade Feature
Cascading is generally a feature you
set up later in the processes of defining an activity (if it is desired) but it
is helpful to understand the basics before adding a new activity. Most of the
settings you establish at the Activity level will cascade down to ‘child’
classes that are established under the activity ‘parent’ program settings by
default. This can save you a lot of time
and ensure your classes have consistent settings. However there are times you may want some
unique settings established for your classes that run under the same program. You can
choose instead to have only specific settings cascaded down and then choose
Class Specific Settings at the class level. We will use the example of a Senior Yoga program
(using the Program type Registration Method) for the Winter session where you
expect to add 3 different classes that will take separate registration under
this program. (For example M/W class, a T/TH class and a Saturday class)
When you set up your Senior Yoga Program
all the settings you select at this program level will cascade by default. These
settings will include whether the activity is active, the start and end dates,
registration dates, restrictions, notes, questions, financial settings, Internet
settings and the same GL account.
If you only want to choose SOME
settings to cascade down you can customize that by using choosing only what you
want to cascade from the Cascade Settings feature. You will then need to set specific and unique
Class level Settings that you did not choose to Cascade in order to complete
the definitions for each class.
Clicking on the [Cascade] button at the bottom of the
tabbed screens (which you will be viewing further down in this document) brings
up the ‘Cascade Program Settings to Classes’ window.
Note that this window may have different titles depending on the type of
registration method you are using. From
this box, you can control which features DO cascade.
Once you have finished defining your
Program and you start to add classes you will have the option to choose whether
to use the Program Settings or establish Class Specific Settings. If you choose Class Specific Settings, the
Program settings that you chose to cascade down will be there and you only have
to configure the rest of your settings for each class.
Adding A New Activity
Adding a new activity involves setting up the
activity including its name, dates for registration, fees, questions, and
discounts. A new Activity may be set up
a Program where you will need to add your individual Classes
Start at Define>Activity in the upper menu and select
or create your top level menu category and any sub-menu categories. Once that is done you can highlight the appropriate
category and then select the [Add New
Activity] button to the right.
In the ‘Activity Setup’ box, give your activity a descriptive
name and select one of the 5 Registration Methods.
Once you click [OK] as shown above a
new box will open. The name of the
screen shown on the top blue bar will differ depending on the Registration
Method you selected.
The description and method entered
above will auto populate in the top section of this window as shown below. You
will only need to add the Start
and End dates along with the Category before continuing the set up.
In the next steps you will move and select
options from tab to tab starting with the ‘Registration’
tab. It is important not to save your activity
by clicking [OK] until you have configured
at least basic settings. If needed you
can return by editing the activity to refine and complete optional settings.
Registration
Tab – General View
There are two major section on this
tab the Settings
and Restrict Registration.
Settings
·
Waitlist Option:
In this section you will need to determine if you want a waitlist available and
if so, how many people you want to allow on the waitlist.
·
Max Allowed/Allow
Registrations Directly to a Team/Max # Teams:
Depending on your Registration Method there will be settings related to the
maximum number of registrations allowed, the number of teams or similar
settings.
Restrict Registration
·
Members Only: If
you have Sportsman Membership you can restrict registration to Members only and
even add in specific membership packages by clicking the [
]
off to the right. This will allow you to select which members will be allowed
to register for the activity. For
Example: If you have memberships called, VIP Member, Unlimited Member and
Weekly Member but for this activity only VIP Members can sign up for the
activity then you will select VIP Member in this section. Click [Here] to see how to set up your
memberships.
·
Residents Only: This
feature will only allow patrons that are in the specified residential area to
be allowed to sign up for this activity. Click [here] to see how to set up your residential patron’s
memberships.
·
Age At Least:
This option will allow you to specify the participant’s by age. You can
restrict by birthday or just age.
·
Don’t Use Signup Dates:
This option will allow patrons to register at any time before or during the
activity. (E.g. If the dates of the
activity start’s on 3/27/2020 and ends 6/12/2020 and this option is selected
the patron would be able to register for the event until 6/11/2020.)
·
Use Walkup Signup Dates:
This feature will allow you to set the start and end times of registrations.
·
Exclude from Current Activities
Check-In Screen: If you have Sportsman Membership this
may be an option. The Current Activities Check-In feature is a mechanism to
check in Patrons coming into the facility for a Class, a Time Slot Activity, a
League Scheduled Game or a Facility Reservation.
Click on the next tab to the right.
Walkup Fees/Default Fees
Tab - General
There are two major sections on this tab Walkup Fee Strategy, GL Account/Taxes.
Walkup Fees Strategy
This feature allows you to pick from a list of
different fee options and is similar for all Registration Methods.
•
Single Fee: This would be a one-time fee to your
patron. This option is mostly used if you allow patrons to create teams and you
want to do a one-time fee for the creation of that team.
•
Member/ Nonmember: This option will let you set the
specific price points by using Members vs Nonmembers.
•
Resident/ Nonresident: This option will let you set the
specific price points by using Resident vs. Nonresident patrons.
•
Both Member & Resident Logic:
This option will
let you use both the member and resident option combined to specify your price
point.
GL Account/Taxes
The lower section will always have a
GL Account and Tax settings, but may also have additional settings specific to
your Registration Method.
GL Account: This section
allows you to set the GL account type for the activity.
A GL account is ALWAYS REQUIRED before you can save a new
activity.
•
Taxable:
This section allows you to determine If the activity will be taxable or not.
You can also check that you will accept Partial Payments or not.
•
Custom Waiver:
This allows you to configure a custom waiver for this activity
•
Accept Partial Payments: This
permits only a partial payment to be accepted at registration with the balance
to follow in a second payment.
•
Accept Courtesy Payments: This
permits the use of Courtesy Credits to be used to pay for this activity. Courtesy Credits are credits on account that
have not been paid for.
Notes Tab - General
On this tab you have three areas you can
customize a message for your Patrons, Internal Users and Coaches.
•
Registration Notes: If you want to leave a message
alerting to your staff this is where you will but that message.
•
Receipt Notes: If you have special instruction for
your patrons regarding the activity you can write them in this field and it
will print on their receipt.
• Coaches List Notes: If you have any special notes to give
to your coaches you can write them in this section and it will print on the
coach’s roster.
Internet Tab - General
The Internet tab will have a “(no)” on it
until you at least check the Show on Internet
box. Once this box is enabled the options below will be editable.
There are three major sections on this tab.
·
Internet Registration Opens: Here you can choose when you want the
registration to be open on the internet. You can keep it the same as your
walkup dates or you can choose to customize the dates. In this section you can
limit the about of Internet registrations and add a convenience fee.
·
Internet Fee Strategy: In this section you can make the fee
online match what your patrons pay in house or you can customize the price for
online registration. You can also select the option to except partial payments.
·
Internet Description: In this section you can create a customized
description that will display to your patrons when they go to register online.
Questions Tab - General
On this tab you can add the registration
questions you want your patrons to answer in order for them to register.
Questions are optional for any activity, but can be very helpful in collecting
information such as jersey size, favorite number. Questions can also be associated with fees
such as equipment or supplies needed.
Important:
If you did not create your Questions in
the table prior to creating your activity you can create them in the activity
itself but they will only be visible in that specific activity.
Click the [Add]
button at the bottom of the screen to add questions to this registration. This
will populate the Add/Edit Registration
box.
Select
the questions that are associated with the sporting event from the list of
existing questions (which are pulled from the Questions Table) then click the [OK] button and the question will populate
as shown below.
Important:
Each question can only be added one by one you cannot select multiple questions
at a time to add. If you cannot find a specific question you can add a new
question by following the steps outlined below, however those questions will
only be available for that activity.
If
you want to add a new question specific to the sporting event and you don’t
want it to show as an option for any other activity you can follow the steps
below.
Click
the [Add New] located at the
bottom left of the add/edit registration questions box. This will populate
the ‘Add/Edit Question’ box. There
are two major areas that will need to be filled out in order to add the
question. Questions
Definition and Displayed to user.
•
Question Definition: In this
section you need to type your question in the description field. (E.g. What
size Jersey do you need?) Then you will need to fill in the Report Header, this
is what populated when you pull a report. (E.g. Shirt size). You can also
determine if you want to make the question to be required or not by checking
the box at the bottom of this section.
•
Displayed to user: In this section the question to ask will auto
populate with the description question you added in the question definition
section. You can add an explanation of the question if needed.
Type of Answer:
This is the list of answer types available for the question. Once you have determined the type of
answer click the [OK] button to
save your new question. The five answer types are:
ü List of Choice – you can create a
custom list from which patrons can select one answer.
ü Number – patrons can answer with a
number
ü Date – patrons can answer with a date
ü Free Form – patrons can respond with
free form text
ü Yes/No – patrons can only respond
“yes” or “no”
Discounts Tab - General
On
this tab you can set up a specific discount for your sporting event (e.g.
Military, Employee). Discounts are
optional. Follow the steps below to add them
if you wish. To add a discount click the [Add]
button, located at the bottom left of the panel.
Note: You can create
multi-purchase discounts in Sportsman such as a multi-child registration
discount when defining your activity discounts. You can also configure Discount
Groups. These can be complex and we recommend
you call our Technical Consulting team for guidance on setting up complex
discount strategies.
On
the next screen select the Discount you want to apply from the drop down
list. This will show all discounts that exist
in your Discounts Table.
Select
the type of discount either a fixed amount or Percentage. Then enter the amount
or percentage in the specified box. You may also select the discount group and
whom it will apply too - either a qualifying individual or by purchase date.
If
you do not see the correct Discount in the list you can click the [+] button next to the down arrow to add a
new Discount. See the Tables: Discounts documentation link above
for more information.
Saving and Editing Your
Activity
Now that you have moved from tab to tab and
configured all the settings you would like for the Program or whatever registration
type you are using you can go back and decide what, if any, settings you do not
want to cascade down when you set up the individual classes, lessons or
timeslots. (see the beginning of this document
to understand the basics of cascading).
Once all setting are complete it is time to
save your new activity by clicking the [OK]
button at the bottom of the screen. This
will save your new Activity in your hierarchy tree.
Adding Specific Classes,
Lessons, or Time Slots
You can return to the hierarchy via the Define>Activities
path and select the program and then [Edit] it to start setting up your classes,
lessons, or timeslots. From this point you
will want to follow the Sportsman documentation specific to the type of
registration method you are using.
SM:DMA:B:JAN21
