Thank you for joining us to learn about using the Edit All Activities feature and Activity Codes within MyRec.com. All examples are on the Demo Training Site (please call Client Services if you need access) and the recording is available below, so sit back with your lunch while we walk through these great time savers!

Edit All Activities button

Change settings for all activities under a program in one fell swoop. Items such as category, ages, grades, hide/show, registration fees, types and start and end dates are just a few that you can edit all at once to save time.

This will not only save you time overall, but it will increase consistency in activity setup and allow you to see errors or inconsistent settings all on one screen!

1. Click Programs from the leftside menu
2. Click View/Search Programs and select an existing program
3. In the top right corner, click Edit All Activities

Some settings in your list may already be selected and saved

1. Check the fields that you want to edit or view, then click Submit
2. If you have favorite fields that you would like to add to the default view each time you Edit All, select the checkboxes and click the button Save Settings or Save Selected Checkboxes to add those above

• Notice that all activities and their selected setting fields are conveniently displayed all on this one page
  • No more clicking into EACH activity to update these fields
• You can update as many activities as you want at a time
• Special feature: Use the top row activity fields to make any global changes and click Apply to All or Update All button to save even more time
• Combine checkboxes and Update All selections to make global and then specific changes in a widescale range
  • Will also work with removing data in the field and making it blank
• BE SURE to scroll to the bottom of the page to click Update or your settings will not be updated

Tricks for Saving Time by Cloning using Edit All Activities

Let's say that you want to create your fall programming based on continuing the activities you offered in the summer with new registrations. There are some activities in the program that you are not offering in the fall. The new activities will have a few changes because costs increased, plus you’re taking cc payments only for certain activities, and the registration window will have specific dates. Here’s what you can do to save a lot of time!

1. Click Programs from the leftside menu
2. Click View/Search Programs and select an existing program
3. Click Clone the Program – either as a new program for the Fall or into the existing program
   1. Activity names can even be changed quickly in this process
4. Advance the dates as needed
5. Deselect activities that you won’t be cloning
6. Complete the clone process
7. Click Edit All Activities on the Program page
   1. Select the desired fields and Submit
   2. Use the Apply to All button in the first row to make widespread changes
   3. Click Update at the bottom
   4. Note that ALL activities are now hidden because the system defaults to allowing you to make additional changes before going live
      1. You can quickly change this in Edit All Activities as well
         1. Select Hide from Public/Management and Submit
            1. Change and click Apply to All
            2. Click Update
   5. Go into the program name and change the name as needed
   6. Your entire fitness program for the new season is now complete and up to date in only a few minutes
      1. You can now add additional activities to the program as necessary

Favorite Applications

1. Summer camps
2. Swimming lessons
3. Childcare activities
4. Programs with subheading and/or activities galore
5. When you are cloning the previous year’s programs for the next year to save you precious time

Activity Codes

Lunch and Learn Recording

Departments can implement an activity code convention and even add it to all activities after-the-fact by using the Edit All Activities feature. Until you enter activity codes in the system, the sorting and reporting benefits are not available to you.

When you’re registering a user from the management side, knowing your standard naming convention will save time.

1. For instance, search for and select a member household
2. Choose member
3. Click Register for Activities from the leftside menu
4. Enter activity code F5kInd in the search field
   1. Fall 5k Individual is the season, program, activity in this instance
   2. The search process is much faster using all or a portion of the code
5.  Another common naming convention is activity, day, level, time
   1. Search for “Swim” in the activity search and see all the results to comb through
   2. Instead, enter the code SwimML33 based on swimming lessons on Mondays for level 3 at 3pm 
      1. This shortens the search process greatly

Combine Activity Codes with the Edit All Activities feature, and you can quickly add consistent codes to all activities in the program.

1. Take a look at the program Swimming lessons w/o subheadings
2. Click Edit All Activities
3. Add the field for submit
4. Start creating the code, then copy/paste, and edit for each activity desired
5. Click Update

Use the feature on the View/Search Activities list in the Program menu, where it will allow for sort by Activity Code filter and column sort to expedite your search.

1. Programs>View/Search Activities>column sort
   1. This is useful for seasonal searches or other coded specifics

The Income Detail Report is sortable by Activity Code column.

1. Click Reports>Financial Reports>Program Income Report>Detailed Report>and sort by the column showing activity code

Tracking expenses? Use Activity Codes to give a common label to your externally-hosted activities and internal activities. When you run the Program and Activity Expense report, you can quickly sort the Code column and copy that data to a simplified spreadsheet for specific reporting beyond that of categories.

1. Click Reports>Financial Reports>Program and Activity Expense report>sort the activity column and copy the data needed into your spreadsheet