Swimming Registration Method on Web
This document will give you
step-by-step instructions on how to define and organize your Swimming Programs
within Sportsman Web. 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: Before defining your swimming
activity, it is important to be familiar with:
o Activity
Tree Organization
o Registration
Method Types
o 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
To begin, navigate to Define > Activities For Registration. Either create a new sub-category by
selecting the [+Add Menu Category] button, or highlight am existing sub-category
in your Activity Tree and click [+ Add New Activity]. Next you will
need to name your Activity (E.g., We will create a Swimming program called “Tadpoles”).
Enter an Activity Nam, then you will need to select a
registration method from the drop-down menu.
Select “Swimming” then click [OK].
You will now see the Add/Edit
Swim 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 1/01/2022 and
ends 3/31/2022. The category is Swimming.
There are 7 tabs in the “Add/ Edit Swim Program
Definition” that you will need to fill out to create your Swimming program.
Ø
Registration
Ø
Walkup
Fees
Ø
Notes
Ø
Internet
Ø
Questions
Ø
Discounts
Ø
Payment
Plan
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 - 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.
· 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.
Walkup 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 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 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.
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.
Click the
[Add] button at the bottom of the screen to add questions to this
registration. This will populate the Add Registration Questions box.
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.
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 [+ 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,40.00
you can click the [+] button next to the down arrow to add a new
Discount.
Payment Plan
If
you utilize the Sportsman Payment Plan Module, you can use this tab to define
an optional payment plan for your activity.
•
Schedule: Select from a list of pre-configured payment
plans you have created, or use the [+] button to create a new payment
plan specific to your activity.
•
Method:
Select whether to require equal payments, or to set a specific Initial
Payment Amount with equal subsequent payments.
Once you have completed all configurations of
your Activity, select [OK] to save and return to the Define
Activities screen and your activity hierarchy.
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.
SM:DMA:B:Dec21
