Create a New Session

  • Published on Aug 4, 2025
  • 6 minute(s) read
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This article will show you how to create a new Session. This article will provide information on all tabs within the Create Session process, but the only two required fields are Activity and Session Name.

Instructions

  1. Navigate to the Activities  tab and select Activity List Rec Activity Tab Activity List.png

  2. Create an Activity or navigate to the existing Activity where you want to create the Session

  3. Select Create Session create session

    Note:

    Alternatively, click the Add Session button on an existing activity. create session under activity

  4. Fill out the information on each tab

    • Basics basics tab

      • Code, Name: Enter a session code and/or name

      • Activity (required): Select the activity from the drop-down

      • Program Period: To better organize sessions, use the drop-down list to assign program periods

      • Session Fee: Base fee for the session, not including add-ons or discounts

      • Min Age, Max Age: Select minimum and maximum ages for the session

        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 gender

        Note:

        If you have enabled the Inclusive Gender Options setting, Non-Binary will show as an option here.

      • Min/Max Grade: Make the session available only to students of a specific grade level, if desired

      • Registration Dates: Dictates when registration becomes available and/or closes

        Notes:

        • Blank dates here will not restrict the start and/or end time for registration.

        • 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 Rec Sessions Advanced Tab.png Rec Activities Session Advanced Tab Membership Settings.png

      • Program Status: Default is Active

        Note:

        If you wish to cancel an Active session, select Cancelled.

      • Waiting List (Not available for the Drop-In or Ticket activity types): Select to allow a waitlist to enable once max participation is met

      • Allow Online Reg: Make an activity available online

      • Hide from Online Viewers: Select to hide the individual session completely from online viewers

      • Participants: Indicate the min/max numbers allowed per session, if applicable

      • Extra Display Days: If this is 0, the program falls off of the active period as soon as the program ends; if this value is greater than 0, then it will show for that many days after the program 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

      • Allow Repeat Registrations (Only available for Program/Class activity types): Select to allow a user to register for the same program more than once

      • Residency Restrictions: Select if the session is available to only residents, non-residents, or both

      • Prerequisite Activities: Requires users to be enrolled in other activities in the system

        Notes:

        • This may be useful if you want participants to pay an Annual Fee and/or Annual Insurance, or to force a participant to complete a prior activity in a step-based activity progression.

        • The prerequisite activity must already exist in Recreation Management.

      • Volunteer Opportunity (Only available for Event, Program/Class, and Ticket activity types): Indicates this session is a volunteer opportunity and will list this volunteer opportunity and roster under the Volunteer Management screen

      • Tax Deductible: Flag this session to display as Tax Deductible for reporting purposes

      • Public Refund: Allow Public Users to refund a registration within a certain time.

        Note:

        Once the box is checked, a Refund Timeframe selection will appear. This will allow Public Users to refund a Session within a specific timeframe before the Session's scheduled start Date and Time. When the session start time is past, the public user will not be able to refund a session. (Except for a Drop-In Activity or Daily Pricing configuration that allows cancellation of a spot on the Roster before the registered time slot, when it falls within the Session Start and End Date.) Rec Activity Session Advanced Public Refund Check.png

      • Survey Template: Select a template for a possible survey

      • Survey Timing: Choose when the survey goes out to the users

      • Reminder Enabled: This will schedule an email reminder to enrolled users containing the following information: Participant name, Activity Name, Session Name and code, Organization Full Name, and Schedule of the program. You can add more information beyond this in the text box below.

      • Membership Type: Select the type of Membership, Individual or Family.

      • Membership Term: Use the drop-down menu to select the membership term's length.    

        • Send Reminder: Check the box to send a Reminder about the upcoming membership term.

        • Days Before Membership Expiration: Type in the days before the Membership Expires that you want the Reminder to be sent.

      • Recurring Fee: The base amount the member will be auto-billed (without applicable add-ons, discounts, and taxes)

      • Card-on-File: Select whether or not a card on file is required or optional.

      • Billing Date: Select the day of the month on which the billing date will occur for renewal.

      • Card Style: Choose a Membership/Pass Template (created in Configuration) that allows Internal Users to assign and print cards for members

      • Facility Access: Choose which location/facility allows check-ins in this membership session. If a member attempts to use their membership at a facility that is not listed, an error will occur during the check-in process, preventing access

      • Max Cards per Household: Limit the number of members on a membership (For example, if this setting is set to 6, only 6 member cards can be created and assigned a membership number)

      • Trigger GateKicker: When using a Gatekicker device, this setting triggers the Gatekicker through the Recreation Management tray app upon check-in.

      • Recognize Revenue: Only applicable for Customers using Accrual Accounting. For memberships longer than 1 month, this setting will defer the revenue evenly across each month to be recognized within the membership term. A deferred revenue code must be configured for this setting to take effect. When this option is used, revenue will still be recognized monthly, regardless of when balance payments are made.

    • Pricing pricing

      • Session Fee: Base fee for the session, not including add-ons or discounts

      • Per Session Fee (optional): Calculates a new session fee based upon a per day fee

        Note:

        You can use the Program Rollover Tool to choose Total Fee or Per Session Fee.

      • Drop-in Fee: If desired, enter a base fee for drop-ins

      • Allow Pay Later: Allows customers to pay the balance at a later time

        Note:

        Cannot be used with payment plans or in checkout on a mobile device.

      • Taxes: Select a tax rate from the 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

      • Deferred Code: Used to hold deferred revenue until the date it is activated/recognized

      • Add-ons and Discounts: Apply either an add-on and/or a discount to the session

    • Promptsprompts

    • Description: Enter additional session-specific details description

    • Receipt: Enter notes to appear on the receipt for this session receipt

    • Daily Pricing: Allows the manual creation of activity schedules based upon set prices for specific dates and acts as a drop-in activity daily pricing

      Note:

      • Only available for Programs/Class and Camps & Afterschool activity types.

      • If Daily Pricing is enabled, waitlist options will not be available.

    • Schedule schedule

      • Registration Dates: Dictates when registration becomes available and/or closes

        • No End Date: Check if you do not wish to have an end date for registration

          Notes:

          • Blank dates here will not restrict the start and/or end time for registration.

          • We do have the option to differentiate between resident and non-resident registration dates.

          • Sessions without a Schedule added will expire based on the registration end date. To prevent the session from auto-expiring when there is no schedule, click the No End Date checkbox.

      • 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 notes for facility staff to be stored with the reservation

      • Schedules: Add a schedule for the session

      • Additional Dates: Configure additional schedule dates as needed

      • Excluded Dates: Choose date(s) to exclude from the schedule

    • Access access

      • Admin: Enter the user name and select whether the system will notify them of any registrations for the session

      • Instructor: Add instructors, rate information, and if they should be notified of registration activity

      • 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 links

  5. Select Save New Session save new session

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