Junior/Summer Program Registration Training Guide

In this guide, you will learn the following:

  1. How to Edit Existing Programs/Sessions
  2. How to Add New Programs/Sessions
  3. How Members Make Reservations
  4. How Admins Make Reservations
  5. How Admins Modify Reservations
  6. How to Export Registrations
  7. How to Email Registrants

How to Edit Existing Programs/Sessions

You may need to edit the Program Name or Program Description.

To do so, follow these steps:

  1. Go to the Admin Home page, and click on Programs in the Applications box, then click on Programs Maintenance.
  2. Click Show All and click on the Program you need to edit.
  3. Under the General Tab, you can change the Program Name and the Program Description.
  4. Click Save at the top of the page to save your changes.

You may need to edit the Session Details (Session Description, Period [Session Start Date and Session End Date], Meeting Description, and Member Cost)

To do so, follow these steps:

  1. Go to the Admin Home page, and click on Programs in the Applications box, then click on Programs Maintenance.
  2. Click Show All to View all Programs; then click on the Sessions link to the Program’s sessions that you need to edit.
  3. Click on each session and update the Session Details as needed.
  4. Click Save at the top of the page to save your changes.

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How to Add New Programs/Sessions

You may need to add a new session to an existing program.

To do so, follow these steps:

  1. Go to Programs Maintenance. Next to the program you need to add a session, click on the Sessions link to the far right.
  2. Click New at the top of the page.
  3. Fill out these fields:
    1. Session Desc: Week # (or other name according to your schema)
    2. Session Period Type: Fixed Period
    3. Session Start Date:
    4. Session End Date:
    5. Session Meeting Recurrence Type: Custom
    6. Session Access Type: Private Only
    7. Session Billing Type: Charge to Account
  4. Click Create Now.
  5. Under the General Tab, fill out these additional fields:
    1. Meeting Description: Days of week and times (i.e. MW 2:00 - 4:00 PM)
    2. Session Start/End Times:
    3. Member Cost:
  6. Under the Registration Tab, fill out these fields:
    1. Check off Registration Required
    2. Registration Period End Date/Time: (optional) Date and Time you want registrations to close
    3. Check off Register Related Members
    4. Under Register Related Members choose the Field Template: Summer Registration Participant Form
  7. Click Save at the top of the page.

You may need to add an entirely new program.

To do so, follow these steps:

  1. On the Admin Home page, go to Programs> Programs Maintenance
  2. Click the New icon at the top of the page.
  3. Fill out these fields:
    1. Program Name:
    2. Check off Program Active
    3. Program Group:
    4. Program Type:
    5. Access Type: Private Only
  4. Click Create Now.
  5. Under the General Tab, enter the Program Short Description. This is the description that will appear on the first page of the registration process.
  6. Under the Registration Tab, fill out these fields:
    1. Check off Registrations
    2. Registration Group: Summer Program Registration
    3. Registration Template: Summer Registration Information
    4. Disclaimer: Summer Program Guidelines
    5. Click Save icon at the top of the page.
  7. Back in Programs Maintenance, next to the program you just created, click on the Sessions link to the far right.
  8. Click New at the top of the page.
  9. Fill out these fields:
    1. Session Desc: Week 1
    2. Session Period Type: Fixed Period
    3. Session Start Date:
    4. Session End Date:
    5. Session Meeting Recurrence Type: Custom
    6. Session Access Type: Private Only
    7. Session Billing Type: Charge to Account
  10. Click Create Now.
  11. Under the General Tab, fill out these additional fields:
    1. Meeting Description: Days of week and times (i.e. MW 2:00 - 4:00 PM)
    2. Session Start/End Times:
    3. Member Cost:
  12. Under the Registration Tab, fill out these fields:
    1. Check off Registration Required
    2. Registration Period End Date/ Time: (optional) Date and Time you want registrations to close
    3. Check off Register Related Members
    4. Under Register Related Members choose the Field Template: Summer Registration Participant Form
  13. Click Save icon at the top of the page.
  14. Repeat steps 7-13 until you have created all sessions for the program.

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How Members Make Reservations

  • In Step 1, members check off all the sessions that they want to register any of their children for. They will then click Next Step at the bottom of the page.
  • In Step 2, the members checks off which child is associated with which session(s). They will then click Next Step at the bottom of the page.
  • In Step 3, the member will complete the General Information Form as well as the Child-Specific Questions. They will then click Next Step at the bottom of the page.
  • In Step 4, the member will initial to indicate their agreement with the club’s policies. They will then click Next Step at the bottom of the page.
  • In Step 5, the member reviews their registration and clicks Complete Registration.
  • In Step 6, the member will see that their registration is submitted. They can click on My Registrations to view this registration as well as any past registrations.

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How Admins Make Reservations

  1. On the Admin Home page, go to Programs>Programs Registration.
  2. Click on the New icon at the top of the page.
  3. Fill out the fields:
    1. Program Registration Group: choose this year’s group
    2. Booking Member
    3. Participant: the name of one of the children to register
    4. Program: one of the programs that child is registering for
    5. Session: check off the sessions for that child
  4. Click Create Now.
  5. If the member needs to sign up an additional child, click Add Session.
  6. Then choose the additional child’s name, the program and the sessions; and click Add Sessions.
  7. Repeat for any additional children.
  8. To add the child-specific information, click on Edit beneath the child’s name, fill out the fields., and click Save.
  9. To add General Information, click Edit next to the form, fill out the fields, and click Save.
  10. Click Send Registration Email link at the top of the page to send the member a confirmation email.

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How Admins Modify Reservations

Members only have the ability to make new reservations. Any changes or cancellations to existing reservations need to be made by the club.

Cancelling a Registration

If a member needs to cancel a registration, but you want to keep track of the cancellation (possibly to pull a report to charge cancellation fees, follow these steps:

  1. Go to Programs Registration
  2. Under Registration Group, choose this year’s Registration Group.
  3. Under Participant Member, choose the name of the participant that needs to have a registration modified.
  4. Click Search.
  5. Click on the Booking Member’s name to edit the registration.
  6. To cancel a session, click on the cancel link next to the session.
  7. Click on the Add Note Field. Type in a note that includes the Participant Name, the Program Name, and the Session Number. Click Add Note button. For example:
  8. Click Send Registration Email to send booking member an email of their updated registered programs.

Deleting a Registration

If a member or an administrator created a reservation in error, and you want the registration to be treated as if it never existed, you should follow these steps to delete the registration.

  1. Go to Programs Registration.
  2. Under Registration Group, choose this year’s Registration Group.
  3. Under Participant Member, choose the name of the participant that needs to have a registration modified.
  4. Click Search.
  5. Click on the Booking Member’s name to edit the registration.
  6. To cancel a session, click on the cancel link next to the session.
  7. After cancelling the session, a link to delete the session will appear. Click the delete link.
  8. Click Send Registration Email to send booking member an email of their updated registered programs.

Moving a Child to a New Program/Session

To modify a member’s registration, follow these steps:

  1. Go to Programs Registration.
  2. Under Registration Group, choose 2015 Junior Summer Program Registration.
  3. Under Participant Member, choose the name of the participant that needs to have a registration modified.
  4. Click Search.
  5. Click on the Booking Member’s name to edit the registration.
  6. First, you must cancel the session that you want to move the child out of. To cancel a session, click on the cancel link next to the session.
  7. After cancelling the session, a link to delete the session will appear. Click the delete link.
  8. Then you need to add the new program/session that you want to move the child into. Click Add Session link near the top of the page, and then follow the prompts to choose the child/program/session. Click Add Session(s) Button.
  9. Click Send Registration Email to send booking member an email of their updated registered programs.

Notes

If you will be exporting registrations for billing purposes keep these notes in mind:

  • If a member needs to move a child from one program to another, cancel and delete the session, and add a new session to the existing registration. That way when you pull the report based on the Registration Date Created, the new session will be associated with the date the original registration was made and you can bill the member based on that date.
  • If a member needs to ADD a new session or program, create a new registration rather than adding a new session to an existing registration. That way when you pull the report, you can bill the member for the additional session they signed the child up for. (For example, say a member first registered their child in March. At the end of March, the club will run a report to bill all the members who signed up a child during March. Time goes by, and in April, the member calls the club and wants to sign her child up for an additional session. If you added this session to their existing registration, when you pull the billing report at the end of April, this session will not be included. But if you create a new registration, the registration date associated will be in April, and it will be included in the report.)

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How to Export Registrations

There are many reports you can pull via the Programs Registrations Export. You can choose to filter the export by program, session, date registration created, session status, and more. You also are able to choose from four export formats:

  • Standard - this is the most complete report and includes all fields relating to the registration
  • Booking Summary - quick report that summarizes the registrations that have been made; can be used for billing purposes
  • Booking Detail - similar to Booking Summary but provides more details about the sessions registered
  • Roster - quick report that shows you who is coming when

Below are instructions on how to export commonly used reports. These can be modified to fit the club’s needs.

Monthly Report

This is an example of a report that you can pull to export all of the registrations created in one month. This can be used as a report for billing purposes. To pull the monthly report, follow these steps.

  1. Go to Programs Registrations Export
  2. Under Search Filters, make the following selections:
    1. Program: All Programs
    2. Program Sessions: All Sessions
    3. Session Start Dates: All Start Dates
    4. Booking Member: All Members
    5. Participant Member: All Members
    6. Registration Status: All Statuses
    7. Session Status: All Statues
    8. Date Type: Registration Date Created
    9. Date Range: Enter first and last date of month
  3. Click Select Registrations
  4. Under Export Format, choose Booking Summary
  5. Click Export Registrations

Registrations by Session Report

This is an example of a report you may want to pull to view the registrations for each week/session of the summer program. This can be used as an attendance sheet for each week of the program.

  1. Go to Programs Registrations Export
  2. Under Search Filters, make the following selections:
    1. Program: All Programs
    2. Program Sessions: All Sessions
    3. Session Start Dates: Choose week’s start date
    4. Booking Member: All Members
    5. Participant Member: All Members
    6. Registration Status: Active
    7. Session Status: Active
    8. Date Type: Leave Blank
    9. Date Range: Leave Blank
  3. Click Select Registrations
  4. Under Export Format, choose Booking Detail
  5. Click Export Registrations

Cancellation Report

To pull a report of all members who have cancelled a reservation, follow these steps.

  1. Go to Programs Registrations Export
  2. Under Search Filters, make the following selections:
    1. Program: All Programs
    2. Program Sessions: All Sessions
    3. Session Start Dates: All Session Start Dates
    4. Booking Member: All Members
    5. Participant Member: All Members
    6. Registration Status: All Statuses
    7. Session Status: Cancelled
    8. Date Type: Leave Blank
    9. Date Range: Leave Blank
  3. Click Select Registrations
  4. Under Export Format, choose Standard:
    1. Include Notes: Yes
    2. Include Contact Info: No
    3. Sort Order: Booking Member
  5. Click Export Registrations

Custom Fields Report

To export a report that includes custom fields such as Shirt Size and Allergies for children attending the program, follow these steps:

  1. Go to Programs Registrations Export
  2. Under Search Filters, make the following selections:
    1. Program: Choose one program
    2. Program Sessions: All Sessions
    3. Session Start Dates: All Session Start Dates
    4. Booking Member: All Members
    5. Participant Member: All Members
    6. Registration Status: Active
    7. Session Status: Active
    8. Date Type: Leave Blank
    9. Date Range: Leave Blank
  3. Click Select Registrations
  4. Under Export Format, choose Standard
    1. Include Notes: Yes
    2. Include Contact Info: Yes
    3. Sort Order: Booking Member
  5. Click Export Registrations

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How to Email Registrants

When a member makes a registration, he/she automatically receives a confirmation email at the time of booking. Leading up to the summer program, many clubs like to email all those who have registered as a reminder and to include any notes. You may create a custom email using the Mail Admin tool that is used to send out emails via the website. In order to send the email to summer program registrants, follow these steps:

  1. Create an email as you normally would.
  2. Under the Recipients tab, click on Select next to Program Registrations. Program Registration Criteria will then appear on the right hand side.
  3. If you want to send the email to ALL registrants, choose this year’s registration group for the Program Registration Group drop-down, and click Next.
  4. If you want to send the email to only members of a particular program, select the program from the Program drop-down, choose this year’s registration group for the Program Registration Group drop-down, and click Next.
  5. If you want to send the email to only members of a particular program for a particular sessions, select the program from the Program drop-down, choose this year’s registration group for the Program Registration Group drop-down, select the first date of the session from the Select Session Start Date drop-down and click Next.
  6. Continue to create your email as usual.

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Creating Disclaimers

  1. From the Admin Home Page, click on Programs>Programs Maintenance.
  2. Click the Related icon at the top of the page, and click on Disclaimer Maintenance.
  3. Click on the New Icon at the top of the page.
  4. In the Disclaimer Title field, enter the name, e.g. Summer Program Guidelines. Click Create Now.
  5. Under the General tab, check off Active.
  6. Under the Full Page Text tab, enter the text (accepts HTML) that the club specified in the content collection sheet.
  7. Click Save to save Disclaimer.

Create Custom Forms

You will need to create two custom forms: one for Child-Specific Questions and one for General Questions. The questions you ask will be determined by the content collection sheet.

Child-Specific Form

  1. From the Admin Home Page, click on Club Activity > Custom Forms Admin.
  2. Click on the Related icon at the top of the screen, and click on Custom Forms.
  3. Click on the Related icon at the top of the screen, and click on Form Group under Codes.
  4. Enter a new code (e.g. SUMREG) and a new desc (e.g. Summer Registration Templates), and click Add Code.
  5. Click on Custom Forms link to return to Custom Forms.
  6. Click on the New icon at the top of the page.
  7. Fill out the fields:
    1. Form Name: Summer Registration Participant Form
    2. Form Type: Template (future)
    3. Form Group: Summer Registration Templates (group you just created)
  8. Click Create Now.
  9. Under the General tab, check off Active, and click Save.
  10. Click on Fields.
  11. Click on New icon at the top of the page to create a new field. (Note: this is very similar to creating new fields on marketing request forms.)
  12. Fill out the fields, for example:
    1. Field Name: ALLERGIES
    2. Field Heading: Allergies
    3. Field Type: Text Area
  13. Click Create Now.
  14. Click Save icon at the top of the page.
  15. Repeat for all fields needed according to the content collection sheet.

General Form

  • Follow the same steps as the Child-Specific Form, but use the Form Name: Summer Registration Information.
  • Create the fields according to the content collection sheet.