3.0 Activities


CivicRec
®

Create and Manage Activities and Sessions

Instructions

 

Create an Activity

  1. Navigate to Activities > Activity List
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  2. Select the Create Activity button
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  3. Fill in fields
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    • Activity Name & Code (if desired): Title of activity and optional code
    • Activity Type, Category: Select Type of activity and Category of activity
      • Note: If a desired category is not among the options, select the plus sign beside the category drop-down list to you may quickly create a new category.
    • Image: Choose to attach an image
    • Max Registrations Per User: Only applies within the current program period
    • Default GL Code: GL Code chosen here will auto-populate a GL entry for new sessions; will not impact existing sessions with no GL code
    • Full Description: Information about Activity
    • Print Description: Optional print description field for printed/exported catalog.
  4. Select Save New Activity
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Note: Now, you must create at least one session for the new activity. Many activity settings configure under the session. 

 

Create a Session

  1. Select Create Session
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  2. Navigate through tabs
    • Basics
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      • Code/Name: Enter a session code and/or name
      • Activity: Select activity from drop-down
      • Program Period: To better organize Class Sessions, use the Registration Period drop down to create session periods
      • Session Fee: Base fee for the session, not including add-ons or discounts
      • Age Requirements: Minimum and maximum age is evaluated by the date of registration unless a control date (cutoff date) is specified
        • Note: If a cutoff date is specified, age restrictions are determined based on that day.
      • Gender: Specify if the session is only open to one sex
      • Min./Max. Grade: Open to students of a specific grade level, if desired 
      • Registration Dates: Dictates when registration becomes available and/or closes
        • Note: Blank dates here will not restrict the start and/or end time for registration.
        • Note: We do have the option to differentiate between resident and non-resident registration dates.
      • Non-Resident Registration: Dictates when registration becomes available for non-residents (if later than resident dates)
    • Advanced
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      • Program Status: Default is active
        • Note: If you wish to cancel an Active session select Cancelled.
      • Waiting List: Select to allow a wait list o enable once max participation is met
      • Allow Online Reg: Make an activity available online
      • Hide from Online Viewers:  Hide the session completely from online viewers
      • Participants: Indicate the min/max numbers allowed per session, if applicable
      • Extra Days Display: Allow "x" amount of days past registration for the session to still display with a note that reads "Registration Has Ended"
      • Allow Multiple Quantities: Allows someone to register for more than one of the same class in the same cart for the same person
      • Residency Restrictions: Select if the session is available to only residents, non-residents, or both
      • Prerequisite Activities: Require that participants have participated in or signed-up for other activities in the system; may be useful in forcing participants to pay an Annual Fee and/or Annual Insurance, or to force a participant to have completed a prior activity in a step-based activity progression
        • Note: The prerequisite activity must have already been created in CivicRec. 
      • Survey Template: Select a template for a possible survey
      • Survey Timing: Choose when the survey goes to the users
      • Defer Revenue: Apply to memberships longer than one month that are pre-paid; defers the revenue evenly across each month
        • Note: Deferred revenue code must be configured for this setting to take effect. A recurring fee must be $0.00 to enable this setting.
    • Pricing
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      • Session Fee: Base fee for the session, not including add-ons or discounts
      • Drop in Fee: Base fee for drop-ins.
      • Allow Pay Later: Allows customer's to pay the balance at a later time.
      • Taxes: Select tax rate from drop down to assign taxes to this session
        • Note: Check Price Includes Tax if you would like tax and session fee to be combined in public view.
      • GL Codes: Assign a GL Code to this session
      • Add-ons and Discounts: Apply either an addon and/or discount to the session
    • Prompts
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    • Description: Enter additional session-specific details
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    • Receipt: Enter notes to appear on receipt for this session
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    • Schedule
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      • Registration Dates: Dictates when registration becomes available and/or closes.
        • Note: Blank dates here will not restrict the start and/or end time for registration.
        • Note: We do have the option to differentiate between resident and non-resident registration dates.
      • Non-Resident Registration Dates: Dictates when registration becomes available for non-residents (if later than resident dates)
      • Member Reg Open: Enables early registration dates for members of specified packages
      • Facility Note: Enter any notes for the facility
      • Schedules: 
        • Facility: Select location
        • Start/End Dates and Times: Indicate when the session will begin/end
        • Repeat: Indicate the interval of time for which the session will repeat
        • Day Select: Select the day/s that the sesson will occur on.
        • Relative Date: Select this option to indicate that the session will be based on the week of the month, versus the day of the month
        • Reserve Facility: Click to reserve this facility
        • Conflict Override: Click to override scheduling conflicts
        • Add Schedule: Select if additional schedules are needed
      • Additional Dates: Select and enter Facility Location, Date and From/To times. 
      • Excluded Dates: Select date(s) to exclude from schedule
    • Access
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      • Admin and Instructor: Enter name and select whether they will be notified of any registration activity for the session
      • Required Flags: Select which flag (that has been previously configured) is required for either your participant/or family to have assigned
    • Links: Displays links to the catalog and a QR code, if available
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  3. Select Save New Session
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