Setting Up and Editing Your Activity Tree Hierarchy

 

This is an introductory level document to help you understand how your programs, activities and classes are arranged in an “Activity Tree” hierarchical structure.  It will only cover setting up and editing Menu Categories and Menu Sub Categories.  For information on how to set up specific activities and classes you will need to be familiar with Activity Categories, Registration Methods, and Registration Questions.     

Carefully planning your hierarchy set up from the start is important as the structure you choose can determine how quickly and efficiently your staff and patrons can identify the activities they want to sign up for.  Your hierarchy also determines the resulting reporting that you will access in Sportsman. 

First you will create main menu categories and then you may create sub menu categories followed by the specific activities.  For example, a popular option for activities would be to set a top level as a season like Spring, Summer, Fall, Winter including the calendar year.  Then under each season header you may have different programs such as Youth Sports, Swimming Programs, Fitness Classes.   You can create additional sub-levels such as Soccer, Baseball, Swim Lessons, Senior Fitness.

Below is a very simple view of an Activity Hierarchy.  It shows 2 Main Level Menu Categories:  2021 Winter and 2020 Fall.   It has several Sub Menu categories:  Adult Fitness, Youth Indoor Sports and Zoom Classes.   Programs are shown in blue font under the Sub Menu Categories.

 

Prerequisites:  You must have permissions to define activities offered by a Sportsman System Administrator to set up your hierarchy and programs.

This Document will cover:

ü Adding Menu Categories and Sub Categories in Your Tree

ü Editing and Moving Categories and Sub Categories

ü Moving Items and Expanding Your Tree

ü Using the Activity Filter and Find

 

Adding Menu Categories and Sub Categories in Your Tree

To begin go to Define > Activities for Registration

For our example below we will be adding additional Main Category of  “2021 Winter” “Adult Fitness” as a  Sub Category.   

Notice the Legend of colors on the lower right.  These indicate definitions at each level of the hierarchy below the primary levels.

 

To create a new Menu Category, click [Add Menu Category] button in the top right.  Notice you have an option to create either Main Category or Sub Category.   We will create the example of a Main Category “2021 Winter” .  Main menu categories appear on the hierarchy in dark red font.

 

To create a Sub Category, you must select the Main Category on the hierarchy before clicking [Add Menu Category] button so that it falls in the correct location of the tree.  In the following example we create a Sub Category called “Adult Fitness”.

NOTE – Although there are many registration methods we will use examples from the “Program” registration method below. Different registration types have different screens and options.

 Click the [OK] button to save your work.

Click the [OK] button to save your work.

 

Editing and Moving a Category or Sub Category

From your Hierarchy you can move Categories and Sub Categories.  In the example below we will first edit the “Youth Indoor Sports” Sub Category and change the name.    Notice the [Edit], [Move Item] and [Delete] buttons to the right side of the hierarchy panel.  These buttons can help you manage your Main and Sub Categories. 

NOTE:  You cannot copy a Main or Sub Category, you can only copy Activities.  You will receive a warning pop-up box if you try to delete a Main or Sub Category that has Activities in it.

Start by clicking on “Youth Indoor Sports”  Sub Category to highlight it and then click [Edit]

 

You will then bring up the Add/Edit Categories screen so you can edit the name of this Sub Category. 

Notice other options on this screen where you can make a  Category Inactive (as long as all Activities under it are also Inactive) and create a Custom Instruction Panel information that is shown online (see the ActivityReg Guide for more information).   

Once you make your edits, click [OK] to exit the screen and return to the hierarchy.

 

Moving Items and Expanding Your Tree

You can Move Categories in two ways.   If you have categories under a Main that you just want to reorder you can highlight the one you want to move and use the [Move Up] and [Move Down] buttons at the bottom to reorder them.  

 

The second way to move categories and Sub Categories and even programs is to use the [Move] button on the right panel.  Let’s say I created a Senior Fitness Subcategory but it was put in the hierarchy under the Main category of 2021 Winter,  Instead I want to make a Sub Category under Adult Fitness.    I can just highlight “Senior Fitness” and click [Move].  You can have multiple Main Categories with several Sub Categories, and even layers of Sub Categories under each Main.

 

This will show the ‘Move Item’  screen of the hierarchy and you can select where you want your category. Click [OK] to save your work.

 

Now our sample hierarchy looks like this.  Senior Fitness is now a Sub Category if the Sub Category of Adult Fitness under the 2021 Winter Main Category.   

 

Another way to reorder your Hierarchy is to alphabetize its order [A-Z] button at the bottom of the screen.  This will only alphabetize Main Menu items.

 

If you have long hierarchies you can expand each Main and Sub Category if needed.   You can click on the line and then expand using the [+] button in front of that item.  You can expand or collapse the entire hierarchy using [Expand All] or [Collapse All]

 

Using the Activity Filter and Find

To change what you are seeing on your Activity Tree you can use Activity Filter in the lower right side of the Define Activities for Registration panel.  The Default is “All Active”. The Activity Filter comes with several options for showing all or a portion of your full Tree.  For example, Specific Date Range Filter shows only those tree items that are active during a certain period. 

 

You can also search your tree using the Find utility.  Entering a search word or phrase will highlight that Category or Activity in your tree.

Note:  The Find utility will search on the existing hierarchy tree that is shown which may be a portion of all programs if you have and Activity Filter selected.

 

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