All examples are on the Demo Training Site (please call Client Services if you need access) and the recording will be available in the Knowledge Base, so enjoy your lunch as we set up a winter break program with advanced activity registration plus drop-in ability.

November Lunch and Learn Recording

Scenario

The program we’re setting up will simulate an advanced activity registration for 2 weeks of “camp” days during the winter break between first and second semester. Parents can register their children online to attend single days, by the week, or the entire session, and the department can also take cash drop-ins by the day, based on their seat count availability.

Public Registration Walkthrough 

Original program setup from the Demo sandbox (note that this may have been altered in the sandbox after the presentation)

1. Complete a public-side registration for any of the pricing options

Staff-side Drop-ins

1. In the DEMO site, go to your Management Homepage Quick Utilities box
2. Click Drop-Ins/Cash Drops 
3. Search “November” and click the November Lunch and Learn activity
4. Set the quantity and price for each type
   1. The drop-in price can charge more and will still disburse correctly

Budget Group Income Summary Appearance

1. Visit Reports
2. Click Financial Reports
3. Select the Budget Group Income Summary
4. Set dates
5. See total and disbursement for the drop-ins and the registrations

Registration List Appearance

1. Click into the Programs menu
2. Select the November Lunch and Learn program
3. Click the Activity registration total
4. See date
5. View the drop-ins and registrations
   1. If viewing the roster, be sure to check the box to include Drop Ins

Winter Break Advanced Activity Program Setup

1. Click the leftside Programs menu
2. Select Program List
3. Add New Program
4. Complete the program setup fields
5. Show Seat Count - is recommended for families who want to bring multiple children
6. Select Advanced Activity
7. Finish the program setup and submit
8. Click Add Activitiy in the upper right corner
9. Add the activity name and category
10. Enter the Fee display for each pricing option you offer
11. Assign instructor if desired (grade/class instructors can be assigned later)
12. Build your schedule and any exclusion dates
13. Add Pricing Option:
    1. Single Day
       1. Add fees
       2. Set Registration Deadline (remember that you will have possible drop-in seats)
       3. Make changes to description if needed
       4. Submit and add Fee Adjustment for Sibling Discount if needed
    2. Weekly
       1. Add fees
       2. Set Registration Deadline (remember that you will have possible drop-in seats)
       3. Make changes to description if needed
       4. Disallow Purchase if Dates Missing
       5. Submit and add Fee Adjustment for Sibling Discount if needed
    3. Entire Session
       1. Add fees
       2. Set Registration Deadline (remember that you will have possible drop-in seats)
       3. Make changes to description if needed
       4. Check M-F
       5. Disallow Purchase if Dates Missing
       6. Submit and add Fee Adjustment for Sibling Discount if needed
       7. Finish pricing options
14. Add budget group
15. Suggested settings
    1. Set Grade Range 
    2. Max/min seats
    3. Set for Online Registration
    4. Turn on High Demand if needed
    5. Turn on registration start and end dates
16. Add Requirements
17. Review and submit

This will now allow families to register their children for a spot ahead of time and pay online, while also allowing for day-of drop ins to pay cash at the door. Departments often will have a waiver signature clipboard for drop-ins and have the parent record the answer to any questions on the clipboard as well. After you scan that image and save it to your computer, you can add it right to the program page for safekeeping by using the added form section.

1. Program info page
2. Click Add Links and Forms
3. Click Add New Program Form
4. Enter a title, choose file, and MOST IMPORTANTLY - HIDE FROM PUBLIC
5. Submit

With this example of a winter break activity setup and how to use the Drop In/Cash Drop tool, you can create your own program for when school is out that will increase your community impact and meet the different needs of your families, while being simple to maintain within MyRec.com. If you need assistance with this or have questions, please reach out to our Client Services team at Support@myrec.com.