Registering  a Patron  for  an  Activity

 

Sportsman users can register a patron for an activity and take their payment either in person or over the phone. The activity, program, league, class or timeslot must already be defined (set-up) in your activity hierarchy.   Patrons can also make their own registrations on your ActivityReg website (if activities are configured for online registration).  Using the Card on File feature with Sportsman will make it easier to help you patrons with their transactions.  This document will give you examples of screens from both the Sportsman Desktop application and Sportsman Web.

 

Prerequisites: Make sure you have the Sportsman user permissions to create reservations.

Other Resources:  Defining Activities – General ; Understanding Registration Methods; Credit Card on File Setup and Usage

 

This document cover:

ü Registering a Patron for an Activity

o  Option 1 Start by Selecting an Activity

o  Option 2 Start by Selecting a Patron Account

o  Common Steps to Complete Registration

 

There are two approaches to select both a patron and a program for registration.  Once either initial path is followed you will complete the registration details and then collect payment in the Sportsman Cash Register.    

1.    You can start by selecting the Activity to register for and then select the patron account.  

2.    Alternatively you can begin with the patron account and then select the activity to register for.  This is the same method you can use if you begin with an empty cash register and select an [Activity Registration] related button. 

 

Option 1 Start by Selecting an Activity

To begin, click on the [ActivityRegistration] button on the main screen of the Sportsman desktop application as shown below.  You can also choose Action>ActivityRegistration from the top menu bar of the Desktop application or Sportsman Web.

 

The ‘Choose Activity for Registration’ screen will appear. 

Next highlight the program or class the patron is interested in.  Note that you may have to expand the program listing to get to the specific class level using the [+] icon.   Then select the [Register] button.

 

From the ‘Find Individual’ screen look up the patron by name or other search field.  Next, highlight their name from the list that populates then select [OK].

 From here, continue to the Common Steps below.

 

Option 2: Start by Selecting a Patron Account

To begin, click on the [LookUp] button on the main screen of the Sportsman desktop application as shown below.  You can also choose Action>LookUp Individual/Family from the top menu bar of the Desktop application or Sportsman Web.

 

From the ‘Find Individual’  screen look up the patron by name or other search field, highlight their name from the list that populates then select [OK].

 

From the Profile Information page select the ‘Activity’ tab and then the [+Add] button if in Sportsman Web or the [Register for New] button if on the desktop application to add a new registration for this patron.

 

The ‘Choose Activity for Registration’ screen will appear.  Next highlight the program or class the patron is interested in.  Note that you may have to expand the program listing to get to the specific class level using the [+] icon.   Then select the [Register] button.

          From here, continue to the Common Steps below.

 

Common Steps to Complete Registration

The following steps are common to both Option 1 and Option 2.

Once you have both the Activity and the Patron for registration selected and click [OK] from the steps above, you will complete the process in the ‘Activity Registration’ screen and the Cash Register.   At first, you may see a Liability Waiver popup if your center is using annual waivers.  Complete this information and any associated forms as directed by your Sportsman supervisor.

 

Depending on the type of Registration Method that was used the ‘Activity Registration for…’ window may vary.  Across all registration types there may be registration options, required questions to complete, an opportunity to leave notes, and a common check-out process. The following example is based on the Program type Registration Method.

 

After completing the required and any optional fields click [OK] to bring up a ‘Sportsman Decision’ box asking whether you are ready to move the registration to the cash register. If you are choose [Yes],  if you want to add other registrations and return to the program hierarchy, choose [No].

 

When you eventually choose [Yes] the Sportsman Cash Register associated with your workstation/computer will open and show the registration, the participants name, the pricing and any discounts that are associated with the transaction.  From the Cash Register you can select [Edit] to change the price if allowed in your permissions,  select [Delete] to remove a highlighted registration line from the cash register,  select [Account] or [Lookup] to review the patrons account.  You can also select [Options] to see other information such as other transactions in the current Till,  open a dependent cash drawer or other features.    

 

Please note if you select [Exit], this will close the cash register, however the line items will remain until the next time you use the register.

When the transaction is ready to be completed with payment select the [Checkout] button.

 

From the payment screen select the type of payment, whether a receipt should be printed and click [OK] to complete the sale.

 

Depending upon your receipt printer settings, you may see an image of the receipt and can decide to print it, email it or not send it.

 

 

 

 

SM:DMA:B:MAR21