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: Before Defining a program, it is recommended that you be familiar with:

o Setting up your Activity Tree Hierarchy

o Defining Activities-General

o 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

To begin, navigate in Sportsman Web to Define > Activities For Registration. Then you will need to add the Main Category by clicking on the [+Add Menu Category] button. Next enter the description and select the Main Category from the Create As menu 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.

This selection will bring you to the Activity Setup screen where you will add the Activity Name and then select “Programs” from the Registration Method dropdown list.

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 Add/Edit Program Definition screen.

This screen will allow you to customize everything you need for your new Program. At the left of the screen you will enter 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 01/01/2022 and ends 03/31/2022. 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 Registration Restrictions.

Settings

· Wait List Available Option: In this section you will need to determine if you want a wait list available and if so, how many people you want to allow on the wait list.

· Determined by Class Settings: If this option is selected, the program will follow the parameters you set in each class attached to the program.

· Apply Absolute Max Regardless of Class Settings: If this option is selected you will set an absolute max for the activity as a whole regardless of class size.

· 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 the Sportsman Membership Module you can restrict registration to Members only, and can further restrict to only memberships with a specific Admittance Privilege.

· Residents Only: This feature will only allow patrons that are in the specified residential area to be allowed to sign up for this activity.

· Allow Multiple Registrations: Selecting this feature will allow a participant to register multiple times for the same activity or event. This can be useful when selling tickets to an event.

· Restrict By Age (As of Start Date): This option will allow you to specify an age range for participants who are allowed to register. You can restrict by birthday or just age.

· Use Walkup Signup Dates: If this option is not selected, the patron may register for the activity at any time before or during the activity. Selecting this option allows you to specify a date range for signup to be available.

· 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.

Walkup 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 select the GL account type for the activity from a drop-down list.

• Don’t Record Transactions: If this option is selected no financial transaction is required to complete registration for this activity. The patron may be registered, but no feel will be charged, and you will not be directed to the cash register to complete the registration process.

• Taxable: This section allows you to determine If the activity will be taxable or not, and to select a tax rate for the activity.

• Accept Partial Payments: This permits a partial payment to be accepted at registration with the balance added to the patron’s account for payment.

• Accept Courtesy Credit Payments: This permits the use of Courtesy Credits to pay for this activity. Courtesy Credits are credits on account that have not been paid for.

• Select Waiver: This allows you to configure a custom waiver for this activity

Notes Tab
In this section you have three areas for you to 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.

· Show on Internet: Determines whether this activity will show online

· Allow Internet Registration: Determines whether or not patrons can register for this activity online

· Allow Customers to Delete Registration: Determines whether or not patrons have the ability to cancel their registration for this activity or not.

o Delete Cutoff (Hours): Allows you to restrict cancellations within a determined time period of the activity beginning.

o Charge a Cancellation Fee: You may select a pre-set fee, or choose a cancellation fee amount to be charged to the patron upon cancellation.

· Limit Internet Registrations: Here you can limit the number of registrations allowed, or choose to not allow internet registrations until a specified date.

· Add Internet Convenience Fee: Here you will choose whether to, and how much to charge for an internet convenience fee.

· Internet Registration Opens: Choose between using the same dates as your in-house registrations, or choose a date range specific to online registrations.

· Internet Fee Strategy: Here you may choose to select a fee strategy that mirrors your fee for in-house registrations, or choose a different fee structure for online registrations.

· Accept Partial Payments: Choose whether or not to accept partial payments for online registrations, and set a minimum payment amount.

· Internet Description: In this section you can create a customized description that will display to your patrons when they go to register online.’

· News & Updates: This is a section for internal notes regarding the activity. This section will not show online for patrons to see.

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.

Select the questions that are associated with the activity 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.

***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 [+ Add] located at the bottom right of the Add Registration Questions box. This will populate the Add 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 is populated when you pull a report. (E.g. Shirt size). You can also determine whether to make the question to be required 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”

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

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

On the Add Activity Discount 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.

Fill in the description, abbreviation, GL Account, and select the Discount type.

Discount Type: Normal

Select Editable, Fixed Percentage, or Fixed Amount from the Apply As drop down, then fill in the amount/percentage then click [OK].

Discount Type: Multi-Purchase Discount

Select Fixed Percentage or Fixed Amount from the Apply As dropdown, then click [+Add] and enter in the percentage or amount off associated with the quantity of items.

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

Select any Qualifications you wish to apply to the discounts, and click the [OK] button when finished.

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

Creating Class Parameters

When you are done filling out the default information for the activity, you are ready to add the individual classes and times. Click the [Add/ Edit Classes] button located near the bottom left of the screen.

On the classes screen click the [Add] button.

On this screen you will choose the name of the class, the level associated with 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.… select the check box for Use 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.

Once you have finished adding all the classes, it will appear on the main activities screen like this.

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