Registration Method: Swimming

This document will give you step-by-step instructions on how to define and organize your Swimming Programs within Sportsman. In Sportsman, we refer to this as “Defining” your activities. You can create an unlimited number of activities for registration, assign fees, decide whether to show and allow registrations on the internet, and many more options which we will cover. If at any time you find yourself in need of additional support, please contact our Technical Consultants at support@peakinfo.com or 801-572-3570 x2.

Prerequisite: Please read the following articles prior to creating your Programs.

Registration Method Types

Adding Classes and Swimming Levels

This document will go over:

ü Creating Swimming Classes/Levels

§ Registrations

§ Default Fees

§ Notes

§ Internet

§ Questions

§ Discounts

ü Creating Class Parameters

Creating Swimming Classes/Levels

Highlight a sub category in your Activity Tree and click [Add New Activity] button. Next you will need to name your Activity (E.g., We will create a Swimming program called “TadPoles”).

After you provide a name, you will need to assign a registration method from the drop-down menu. Select “Swimming” then click [OK].

You will now see the “Add/Edit Program Definition” screen. This screen will allow you to customize everything you need for your Swimming classes. Let’s look at this screen in detail.

Start with adding the start/end dates of the program then add the category. In our example below, our Swimming program starts 6/01/2021 and ends 8/31/2021. The category is Swimming. (See screen shot below)

There are 6 tabs in the “Add/ Edit Program Definition” that you will need to fill out to create your Swimming program.

Ø Registration

Ø Default fees

Ø Notes

Ø Internet

Ø Questions

Ø Discounts

1. Registration Tab - There are two major sections on this tab - 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 program. (E.g., if you set the number of participants to be 15 it will be 15 per specific class vs. 15 for the whole program.)

· Apply an Absolute Maximum - This will set the max for the program as a whole vs. each class specifically.

Restrict Registration

· Members Only - 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.

· 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 Swimming program start’s on 6/1/2021 and ends 8/31/2021 and this option is selected the patron would be able to register for the event until 8/31/2021.)

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

2. Default Fees- There are two major sections on this tab - Walkup Fee Strategy and 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.

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 for your staff, this is where you will put that message.

ü Receipt Notes - If you have special instructions 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 in Coach Login.

4. 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 four 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 registrations. You can also select the option to accept partial payments.

• Internet Description - In this section, you can create a customized description that will display to your patrons when they register online.

• Internet Cancellations- In this section, you can allow customers to cancel their registration online and add a cancellation 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 within 24 hours of when the program begins.

5. 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. Question Definition and Displayed to user.

• Question Definition- In this section you need to type your question in the description field (E.g., Will your child need swim goggles?). Then you will need to fill in the Report Header. This is what populates when you pull a report (E.g., Goggles). You can also determine if you want 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’ 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 how it will apply. 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 choose the multi-Purchase discount, you will need to skip past the next two steps to finish setting up your discount.

Add the “apply as” choice, 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.

***Note*** You will see that there is a tab for Payment Plan, however this section is only available to those that have purchased the payment plan module. If you are looking to see how to set it up, please see the payment plan documentation.

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 at the top right 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.… 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.

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

SM:DMA:B:May21