Absence Summary

Shows the absent registrants and how many times they have been marked as absent by the selected date range.

 

Account Type

Accounts can have one of two types: Households, or Organizations. This allows users to make reservations or registrations under the appropriate name. For example, if a business is renting a facility, the contact will want to use the organization account rather than their personal household account. This keeps information separate.

 

Activity

Activities are the core of your online registration system. These are the items your customers register for and are required for programs to appear on the public side. Activities hold their own facility space and do not require a reservation.

 

Activity Code

Field used if your department assigns codes to activities. Activity can be searchable by this code.

 

Activity Name

Specific title. Appears in reports and calendars. Suggestion entering text recognizable by the activity name only, such as yoga flow AM, instead of morning class.

 

Activity Notes

A place to enter additional need-to-know information. Shows under activity for public.

 

ADA

Americans with Disabilities Act

 

Add-On Products

Allows activity to suggest/require purchase of products during checkout. Requires a set price.

 

Address Lookup

A setting available in the system that compares the address entered against a postal service database to confirm the address is valid. If the address cannot be validated, the system will make suggestions as to the correct address, or ask the member to confirm that the address given is correct. The address lookup feature also helps to standardize street names; for example, if the user entered Road or Street, the validated address will be RD or ST.

 

Adjustable Deposits

Using Adjustable Deposits, allows the users to pay more than the set deposit if deposit is in use.

 

Advanced Activity

Advanced Activity allows the public to select days, weeks, or months and /or pricing options, for programs like After School, which could result in a different roster each day.

 

Age Range

Age Range defines the ages that can sign up for an activity or membership.

 

Allow Deposits

On an activity, allows registrants to pay less than 100% on checkout.

 

Allow Multiple Registrations

Standard Activity setting that allows the same person to register more than once.

 

Allow Overbooking

Allow Overbooking allows the office to add more people than the seats of the activity allow. If waiting list is active (Standard & Team Sport activities only), it will take the precedent.

 

Allow Quantity

Standard Activity Setting that allows users to register several numbers at once including guests.

 

All Teams

The ‘All Teams’ drop down will allow the user to select the Teams & Group name if members were assigned to them in the selected activity.

 

alt tag

Text that provides contextual information for an image if the image can't be displayed, or the viewer uses a screen reader. Required by the WCAG and ADA.

 

Automatic Recurring Payments

Automatic Recurring Payments charges the customer automatically for each week/month. Automatic Recurring Payments requires that Authorize.net is being used as your merchant gateway. Additionally, administrative settings must be activated in order for this option to be used and are only available on memberships and advanced activities.

 

Banner

The image that appears across the top of every public side page.

 

Budget Groups

Budget Groups are used to track income through the MyRec.com system. They should follow the types and codes that your town’s finance department use. All activities, reservations, memberships and POS item must have a Budget Group assigned.

 

Buffer

A number in the buffer fields to denote minutes needed for setup or breakdown outside of the times entered in schedule. Use start buffer for setup time, and end buffer for breakdown time.

 

Category

Categories are a way of grouping activities for view on the public side. When a customer is looking to register, they see a list of programs, organized by the category that the activities within them are set to. These will only display if there are active programs in them.

 

Check in/out Item

Products are checked out of inventory when purchased and can be checked back into inventory via the Product Check In report in POS reports or the facility portal. Inventory use is required for this setting. This can be useful for items like skis, balls, kayaks, etc. If a product is checked out one at a time, like a locker, create a product for each one.

 

Coach

Adults who may access rosters for this activity from their public accounts. In order to assign an individual as a coach / instructor they must have an account in the system and they must be designated within that account as an instructor. Assigned coaches have access to basic rosters, digital attendance sheets, sign in sheets, and attendance sheets when applicable.

 

customers

Customers are the public-side users of a department. Customers are not client departments or MyRec.com staff members.

 

Date to Show on Public Site

Defines the date range this activity is visible to the public. If blank, the activity will appear immediately. If the second field is blank, the activity will drop off the public side after the last activity date.

 

Default List

POS product setting. Adding a product to the default list means that you will not have to select a category to view this product for checkout, but it will instead appear in the initial list that comes up in your point of sale screen. Does not apply to General Register items.

 

Exclusion Dates

When creating a schedule, use Show Exclusion Dates when some of the dates in a recurring schedule are excluded. Enter the date(s) to exclude and then Add to exclude.

 

Facility Renter Type

Accounts can be labeled with a specific facility renter type to indicate what rate they would pay if renting a facility. Common examples are Resident, Non-Resident, Non-Profit, Commercial, etc.

 

Fee Adjustment

Adds discounts and/or fees to an item. Example Standard Activity Fee Adjustment is Late Registration Fee or Additional Sibling Discounts. Available adjustments will vary according to item.

 

Fixed Rate Days per Week

Advanced Activity setting that defines the minimum days that must be registered for per week.

 

Fund Account

A POS product setting. When selected the product will be used to give credit on account.

 

Gift Certificate

A POS product setting. When selected the product will then act as a gift certificate adding a redemption certificate at the end of sale.

 

Guest Registration

Activity setting that allows the public to register as a guest without creating an account. Guests registrations do not support waitlists, deposits or offline payments.

 

Hide This Activity From Management

If checked, the activity will not appear in the activity search results for management side registration.

 

Hide This Activity From Public

If checked, activity is hidden from the public will not be able to view this activity.

 

High Demand

High demand setting gives users 15 minutes to reach payment screen during the checkout process.

 

Include Cash Drop/Drop In

Is used when money is collected for an activity in quantity rather than individually and can be applied to the activity in one action rather than multiple transactions.

 

Include Cash Drop/Drop In

Is used when money is collected for an activity in quantity rather than individually and can be applied to the activity in one action rather than multiple transactions.

 

Informational Program

Refers to a program without activities that is solely meant to provide information.

 

Instructor

Adults who may access rosters for this activity from their public accounts. In order to assign an individual as a coach / instructor they must have an account in the system and they must be designated within that account as an instructor. Assigned coaches have access to basic rosters, digital attendance sheets, sign in sheets, and attendance sheets when applicable.

 

left-hand navigation

The main navigation menu on the management side of the system. This menu contains links to every function available.

 

Location (Other)

When using Location Other in the drop-down for facility selection you must input the name of the location into the text area. Use location other when not booking at dept facility or when activity does not necessitate an actual facility booking.

 

Maintenance Notes

A place to enter any setup or staff details that will appear on the Facility Maintenance Report which can be printed off or emailed out to staff for notification purposes.

 

Make this Activity a Sponsorship/Donation

Designates this activity as sponsorship or donation activity. With possible options to auto ask for public donations and/or tie to a scholarship fund. Allows fee to be set on checkout. Must be greater than defined minimum. Does not require a facility booking.

 

Max Non-Res Seats

Max Non-Res Seats, is the maximum number of non residents who may sign up for the activity, out of the number of Max seats.

 

Max Seats

Max Seats box is the maximum amount of people able to sign up for the activity.

 

Member Discounts

Apply defined discounts for individual household account members. Those discounts are set up on the members account page. Checkbox to activate appears on individual activities and memberships.

 

Minimum Seats Required

The Minimum Seats Required box is an optional setting that is used to record the amount of people who must sign up for an activity in order for the activity to take place.

 

Missed Day Credit

Advanced Activity setting, Missed Day Credit reduces the cost of a block of time when there is an exclusion date.

 

No Registration Required

Users will not be able to register online or with a form. Registration Title and Registration Message are required to display instructions to the user.

 

Online Payment

Users will only be able to register online with a credit card.

 

Only Show Signed In/Out Members

Is used to filter out members who were signed in/out from the Digital Sign In/Out Sheet.

 

Order Number

Shows the order in which the items (activities, POS products, memberships, facilities, etc) are organized on the site, the lower the number, the higher on the list the item will appear. If several items have the same order number, they will be ordered alphabetically.

 

Payment Plan Cutoff Date

This feature allows the user to enter a date on which the ability to register for this activity as a payment plan activity stops. Registration after this date for this activity is possible, but it will no longer be a payment plan activity, and will require payment upon checkout.

 

Point of Sale Facility Access Portal

The POS Facility Access Portal is where memberships are scanned and P.O.S. items can be sold. It is possible to allow users to use only the Facility Access Portal and no other management side functions.

 

POS Facility Access Portal

The Facility Access Portal is where memberships are scanned and P.O.S. items can be sold. It is possible to allow users to use only the Facility Access Portal and no other management side functions.

 

pre-registration form

A registration form is an unpaid, customer-submitted request for a registration. It is the equivalent to a paper form filled out and left on their table. These do not become registrations or hold seats until they are processed on the management side, something that happens when the customer brings their payment into the office.

 

Pre-registration Form & Online Payment

Users can choose to register either online or with a pre-registration form.

 

Pricing Option

Allows for the registration of part of the full date range at fees specific to that portion.

 

Product Inventory

Inventory allows you to set a limit to how many of this product you can sell. This number is tracked on the product overview screen. If you attempt to exceed the maximum inventory in a sale, the system will not allow you to proceed. This will restrict sales of this item to available inventory at the time of purchase.

 

Program

Programs are a container enclosing one or many activities. These represent the overall topic for the activities within and are the first thing your public sees when looking for an item to register for.

 

Program Type

Type refers to whether the activities in the program will be Standard (default), Team Sports, or Advanced Activities. Once this selection is made and program is created it cannot be changed.

 

Receipt Notes

A place to enter additional information that appears on the printable and emailed receipt upon the completion of the registration.

 

Recurring

When creating a schedule, use Recurring if entering more than one date in a range. Will have to enter days of the week and end by or end date when using recurring.

 

Register by Time Slot

Available setting on Advanced Activities only, allows users to register into pre-defined time blocks instead of full days.

 

Registration Age Cutoff Date

Determines the date used by the activity to determine a registrants age for eligibility.

 

Registration Deadline

The Registration Deadline setting on an Advanced Activity Pricing Option disallows registration a set number of days before it occurs.

 

Registration Payment Plans for Activities

RPP - registration payment plans

 

Registration Start and End Dates

Using the Registration Start and End Dates determines when registration is available. This makes it possible for the activity to be seen before and after registration for informational purposes. Must be defined for whichever fee type is selected (res and non-res users). Use Select from Global Registration Dates to use dates set in Registration Dates under Programs by selecting the title from the dropdown.

 

Registration Type

On activity and membership, selection determines how the customer can register on the public site.

 

rental restriction

A rental restriction means that the facility uses either flexible or set block scheduling so that the facility can only be reserved in blocks of time.

 

Repeating Deposits

Repeating Deposits, used with Advanced Activities, sets the deposit on each time block rather than only on the first.

 

Required Membership

Used to restrict activity registration to those with a certain membership.

 

Reservation

A reservation is a slot of time that is booked at one of your facilities. Usually, these are requested by outside organizations or individuals for their own use. This is in contrast with time used for events run by the department, which are better entered as Activities.

 

Reservation Request

A reservation request (or facility request) is a pre-reservation state, usually resulting from the submission of a form by a customer. A reservation request will not trigger conflicts unless its dates are held on the management side. These are, in effect, reservations awaiting approval.

 

RPP

Registration Payment Plans (not Account Payment Plans) include payment plans on the standard activity, advanced activity, team sports activity, and membership registration level.

 

Standard Activity

Activity type most commonly used. Contains one schedule for the activity and one registration option.

 

Tax Deductible

Checking Tax Deductible setting, lists the activity/membership/reservation under the tax deductible section of an Account's finance statement.

 

Team Sports

Team Sports activity type is used for activities like soccer and basketball, where a team schedule will be present. Includes the ability to create a round robin game schedule. Can also be used where dates are vague.

 

Team Sports Activity

Team Sports is used for activities like soccer and basketball, where a team schedule will be present. Includes the ability to create a round robin game schedule. Can also be used where dates are vague.

 

Time Based Activity

An Advanced Activity setting that allows users to register into pre-defined time blocks instead of full days.

 

View All Dates

Gives the user the option to view the entire Digital Sign In/Out log for the selected activity.

 

Waiting List

Waiting list are available only on Standard & Team Sport Activity types. The options are free, paid or none to determine whether registrants will go to a waiting list after the activity is full and whether they need to pay to do so.

 

WCAG

The Web Content Accessibility Guidelines (WCAG) provides specific standards that a website needs to follow to ensure accessibility for all users, regardless of disability.