This document will provide step by step instructions on how to define and manage activities under the registration type “Programs”. In Sportsman, we refer to creating your activities available for registration as “Defining” them. It is very important that you understand the various Registration Methods before setting up any activities and are aware of the other registration types available. The Programs method is a great option for setting up classes or daily events such as fitness classes, after school events, art class, day camps, etc. Under Programs you have the option to limit the number of patrons per class and schedule out multiple days a week. You can create as many activities for registration and organize them in your hierarchy under categories and subcategories. You can also assign fees and discounts, decide whether to allow registrations through your ActivityReg patron registration website, establish required registration questions, and many more options.

Prerequisite: Setting up your Activity Tree Hierarchy; Defining Activities-General; Understanding Registration Types

This document will cover:

ü Creating a Program

§ Registration Tab

§ Default Fees Tab

§ Notes Tab

§ Internet Tab

§ Questions Tab

§ Discounts Tab

ü Creating Class Parameters

Creating a Program

Start by bringing up your Activities Hierarchy via Define>Activity. Then you will need to add the Main Category by clicking on the [Add Menu Category] button. Next put in the description and select the “Create as Main Category” then click [Ok].

Then, create a new Sub Category as shown below and click [ok].

Next, select the Sub Category that you just created. When it is highlighted click the [Add New Activity] button to the right.

The first screen to populate will be the ‘Activity Setup’ screen where you will add the Name of the activity and then select “Programs” for the Registration Method.

IMPORTANT: Once you select a Registration Method and establish your activities within it, you cannot change the Method later on, you will need to start over as each method has its unique set of settings and configurations.

Select [OK] to move to the next screen.

You will now see the “Add/Edit Program Definition” screen. This screen will allow you to customize everything you need for your new Program. At the top of the screen add the Start and End dates of the program then add the Category (this is a category for the type of program and is not associated with the hierarchy Menu Category). In our example, our program starts 09/01/2021 and ends 12/31/2021. The category is Fitness.

There are 6 tabs in the “Add/ Edit Program Definition” that you will need to fill out to create your program. Below are descriptions of the configuration and settings for each tab.

Registration Tab

There are two major sections 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.

· Determined by the class Settings- When this is checked, the program will follow the parameters you set in each class that is attached to the entire program. E.g., if you set the number of participants to be 15 it will be 15 per class vs. 15 for the whole program.

· Apply an Absolute Maximum- This will set the max for the program as a whole vs. the classes specific.

Restrict Registration

· Members Only - You can restrict registrations 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.

· Age At Least- This option will allow you to specify the participants 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 program start’s on 3/27/2020 and ends 6/17/2020 and this option is selected the patron would be able to register for the event until 6/16/2020.)

· Use Walkup Signup Dates- This feature will allow you to set the start and end times of registrations.

Default Fees Tab

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.

ü Single Fee

ü Member/Nonmember

ü Resident/Nonresident

ü Both Member & Resident Logic

Below is an explanation of each fee option and their functionality.

• Single Fee- This will allow you to charge a one-time fee to your patron.

• 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 & Taxable

• GL Account- This section allows you to set the GL account type for the activity. To see how to add a new GL account click [Here].

• 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.

Once you have filled out the settings for your Walkup Fees [click] on the Notes tab and continue to step 3.

Notes Tab
In this section you have three areas you can customize a message for - your Patrons, Internal Users and Instructors

ü Registration Notes- If you want to leave a message alerting to your staff this is where you will but that message.

ü 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.

ü 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 Class list and Coach Login.

Internet Tab
The internet tab will say (no) until you check the “Show on Internet, Allow Internet Registrations” boxes. Once this box is enabled the options below will be editable.

***Note*** Please note that if you want your patrons to sign up on-line, you must use this tab to allow them to see the activity and to allow them to register.

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 amount 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.

• Internet Cancellations- In this section you can allow customers to cancel their registration online and add a cancelation fee. You can also restrict a time frame that disallows a registration to be cancelled at the last minute. E.g you could have a 24-hour notice policy and if you put 24 in the box it will not allow someone to cancel the day before they are scheduled to come to the center.

Questions Tab
In this section you can add the registration questions you want your patrons to answer in order for them to register

***Note*** If you did not create your Questions in the table prior to creating your activity you can create them in the program itself but they will only be visible in that specific program. You can also click [Here] to see how to create your questions table.

To add predetermined questions to your registration, click on the [Questions] tab as shown below.

Click the [Add] button at the bottom of the screen, this will populate the Add/Edit Registration box.

Select the questions that are associated with the program then click the [OK] button and the question will populate as shown below.

***Note*** 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.

If you want to add a new question specific to the program and you don’t want it to show as an option for any other program you can follow the steps below.

Click the [Add] button at the bottom of the screen, this will populate the Add/Edit Registration box.

Click the Add New Button 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.

(See the screenshot below)

• 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. The five answer types are:

ü List of Choice

ü Number

ü Date

ü Free Form

ü Yes/No

Once you have determined the type of answer click the [ok] button as shown in the previous screenshot.

Discount Tab
In this section you can set up a specific discount for your sporting event. (E.g., Military, Employee) Follow the steps below.

Adding a discount- To add a discount click the [Add] button, located at the bottom left of the screen.

Click the down arrow to select the name of the Discount as shown below.

Select the type of discount either a fixed amount or Percentage. Then enter the amount or percentage in the specified box.

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.

Fill in the description name (E.g., Military) Add the abbreviation (E.g., MI)

Add the GL Account (E.g., Adjustment) Add the Discount type (E.g., Normal)

***Note***If you chose the multi-Purch discount you will need to skip past the next two steps to finish setting up your discount.

Add the “apply as” editable, percentage or amount (E.g., Percentage). Then fill in the amount/percentage then click [ok].

Discount type (Multi-Purch Discount)

Click on the 0.00 as shown below & enter in the percentage or amount off.

If you want to add more item #’s click on the [Add] button. (E.g., 3+)

Then you will want to put in the qualifications located on the right side of the pop-up box and click the [Ok] button when finished.

It will take you back to the Add/Edit Activity Discount screen and auto populate the discount name you created.

Creating Class Parameters

***Note*** All programs must have at least 1 class added to the program in order for patrons to register for the program.

To create a class, click on the [Add/Edit Classes] button.

Click the [Add] button to create a new class.

On this screen, you will choose the name of the class, and fill out the max class size and times of the class. You may also assign an instructor or coach for the class.

If you need to change any settings specifically for this class such as signup dates, age restrictions, fees etc.… click on the bubble for Class Specific Settings. These settings will only affect this specific class, you would use this feature to set a specific age range for example.

When you are finished click [OK], and enter in the rest of the classes that may be associated with the program you are creating. All of the classes that you create will appear on the main activities screen as shown below.

SM:DMA:B:April21