3.0 Activities


CivicRec
®

Creating and Managing Activities and Sessions

Navigate to Activities > Activity List

Creating an Activity

 Select 

 And the 'Create Activity' pop-up window will open:

  • Enter Activity Name
  • Enter Code (if desired)
  • Select Activity Type and Category from the drop down lists.
    Note: If a desired category is not among the options, you may quickly create a new category by selecting the plus sign beside the category drop down list.

If you would like to attach an image to an activity, select  to upload your image

Enter an activity description, if desired, and select  to Continue

Note: Now you need to create at least one session for the newly created activity. Many activity settings are configured under the session. 

Creating a Session

Select 

 

Basics

Specify all session details including:

  • Code/Name: Enter a session code and/or name. Session codes/names can be helpful in later identifying a specific session among several listed under one activity.
  • Activity: Select activity name (see Creating an Activity above) from drop down
  • Program Period: To better organize Class Sessions, use the Registration Period drop down to create session periods such as Summer 2012. 
  • Session Fee: The base fee for the session, not including add-ons or discounts.
  • Age Requirements: The minimum and maximum age are evaluated by the date of registration, unless a control date (cutoff date) is specified. If a cutoff date is specified, age restrictions are determined based on that day.
  • Gender: specify if session is only open to one sex. (Default is set to 'All.')
  • Min./Max. Grade: Similar to age requirement a class can be open to students of a specifc grade level, if desired. 
  • Registration Dates: Dictates when registration becomes available and/or closes. 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

  • Program Status: Default is active. If you wish to cancel an Active session select Cancelled.
  • Waiting List: If you wish to allow for a wait list to be enabled once max participation is met, select box.
  • Online Registration: To make an activity available online, check the “Allow Online Reg” box. Otherwise, it is just displayed online but not available for registration. If you wish to hide the session completely from online viewers, use the “Hide from Online Viewers” check box.
  • Partcipants: Indicates the min/max numbers allowed per session, if applicable
  • Extra Days Display: If this is 0, the program falls off of the registration period as soon as registration ends. If this value is greater than 0, then it will show for that many days after registration ends with a note that "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
  • Prerequisite Activities: 
    Prerequisites require that participants have participated in or signed-up for other activities in the system. This may be useful in forcing participants to pay an Annual Fee, pay for Annual Insurance, or to force a participant to have completed a prior activity in a step-based activity progression.
    • To force a participant to have registered for a prerequisite activity, the following steps must be taken:
      • The prerequisite activity must have already been created in CivicRec. If you have not already done so, please ensure that a Group and a Session exist for the prerequisite activity.
      • Once your prerequisite activity exists, you will need to edit the activity on which you wish to apply the prerequisite requirement. Activities > Activity List > Edit Session > Advanced Tab. Drill down on the name of the session or season.
      • Click [Add] next to Prerequisite Activity
      • Search for the activity and session created in Step 1.
      • Click the Select icon next to one or more Sessions that will be required.
      • Click the Save Session [green button] to commit the prerequisite change to your activity.
    • As long as the person has signed-up for the prerequisite activity in the past (or currently have it in their cart), he/she will be allowed to proceed to checkout.
  • Extra Settings
    • Any Account Member: The registrant meets the prerequisite if ANYONE on their account is registered for the prerequisite activity.
    • Block From Registration: Makes it so they can't register if they aren't signed up for the prerequisite activity, as opposed to the prerequisite activity going into the cart automatically.

 

Pricing

  • Session Fee: The base fee for the session, not including add-ons or discounts.
  • Drop in Fee: The base fee for drops-ins.
  • Allow Pay Later: Checking box allows customer's to pay balance at a later time.
  • Taxes: Select tax rate from drop down to assign taxes to this session. check 'Price Includes Tax' if you would like tax and session fee to be combined in public view.
  • GL Codes: Select  button and choose the code to assign to this session. 
  • Addons and Discounts: Select the  button to apply either an addon and/or discount to the session. Select type from dropdown, enter rate (identifying rate type by selecting either $ or %) and select applicable GL code for addon or discount.
  • Advanced Pricing for Child Care activities
 

Configuration

  1. On a class or camp/childcare session, go to the Pricing tab, and check the "enable weekly pricing" box. Note: Weekly pricing won't show up until the class is initially saved.
  2. Enter 1 through 5-day weekly rates and possible restrictions. Note: The class schedule determines which days are available overall.
  3. You can also restrict the 3 and 5-day rates to certain days, ie. 3 days MUST be ​Mon/Wed/Fri

 

 

Sign-Up

  1. On the catalog, sessions with "Weekly pricing" enabled will show a "Select Dates" button. First select all account members being enrolled, and click "Select Dates."
  2. On the date selection interface, select one or more participants at a time from the left, and click or click and drag across multiple dates on the calendar.
  3. When you're finished just click "Add To Cart" on the bottom right.
    • Cart/Receipt: The cart & receipt will show one line item per child per week, priced at the corresponding weekly rate.

 

 

Prompts

Select from the drop downs to apply to session.

 

Description

Enter any additional session specific details in description text box.

 

Receipt

Enter notes to appear on receipt for this session in note text box. 

 

Schedule

  • Registration Dates: Dictates when registration becomes available and/or closes. 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). 
  • Schedule : 
    • Facility: Select the location from the drop down where the session will occur. 
    • 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: Selecting this option indicates that the session will be based on the week of the month, versus the day of the month. In other words, the 3rd thursday of every month, as opposed to the 20th of every month
    • Reserve Facility and/or Conflict override can also be selected, if desired.
    • If additional schedules are needing for any one activity, select 'Add schedule and enter applicable information.
  • Additional Dates: Select  and enter Facility location, date and From/To times. 
  • Excluded Dates: Select  and select date to exclude from schedule. If there are multiple dates to exclude select 'Add Excluded Date' button for each date to add.

Access

 

Admin

Select   to assign an Administrator to the session.

Enter the administrator name and select whether they will be notified of any registration activity for the session. 

 

Instructor

Select   to assign an instructor to the session.

Enter the instructor name and select whether they will be notified of any registration activity for the session.

Required Flags

Select   to assign a required flag to the session.

Select which flag (that has been previously configured) is required for either your participant/or family to have assigned. 

 

Once you have saved your session, you can then obtain a link to share with your customers.

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