In the MyRec.com system, activities are what your customers will be registering into. Activities populate the calendar and their registrants populate the rosters.
Activities are created within a program. On the program page, click Add New Activity. (Because Programs house activities, they must be created first in order to add activities. See Program Creation article for more details.)
- Activity Name - We suggest entering something recognizable by the activity name only, such as yoga flow AM, instead of morning class.
- The Activity Code field is used if your department assigns codes to activities. Activities can be searched on the code for registration.
- The Activity Order number shows the order in which the activities are organized on the site, the lower the number, the higher on the list the activity will appear.
- Select a Category from the drop down menu or add a new one. A category is the section this activity will be filed under when viewing all activities from the public side.
- Click View/Add Coaches & Instructors to give access to rosters for this activity, which are viewable on the Coach or Instructor public side accounts.
- Activity Notes is a place to enter additional need to know information. This information shows under the activity for the public.
- If Receipt Notes are entered, they will appear on the printable and emailed receipt upon the completion of the registration.
- Maintenance Notes are a place to enter any setup or staff details that will appear on the facility maintenance report.
- Date to Show on Public Site defines the date this activity is visible to the public. If it is blank, it will appear immediately. If the second field is blank, the activity will drop off the public side after the last activity date.
- When Hide This Activity From Public is checked, the public will not be able to view this activity. When Hide This Activity From Management is checked, the activity will not appear in the activity search results for management side registration.
- Next we have a number of special settings that can be used, please see the question mark next to each setting for a greater description.
- Now we are ready to click Next Step to create a schedule.
- The scheduling screen defines the dates, times and location of the activity. This also creates a booking on the facility calendar
- To schedule dates, choose the Start Dates,Times, and Location of the activity.
- Use Recurring if entering more than one date in a range. Select the Recurrence Pattern. These define when the activity will take place between the start date and the end by date. If it is not recurring, uncheck the Recurring box.
- Recurrence patterns are Daily, Weekly, Monthly or Yearly.
- The Show Exclusion Dates checkbox is used to choose dates that you do not want to have the activity take place. For example, if that activity falls on a holiday in that schedule.
- Choose when the activity will end. This is required if you're doing a recurring pattern, you can End After X Occurrences or the activity will end after a defined number of occurrences, by choosing End Date. This defines the final date on which the activity will occur.
- Click Create Event Dates.
- This may be repeated for additional date patterns. When all dates are added, click Next Step.
On the financial screen, we will set the fees and the budget group information for the activity.
- Use Res Fee checkbox is to assign the amount to be charged to residents. Use Non-Res Fee checkbox is the amount that is charged to non residents. If not allowing non residents to register, uncheck the Use Non-Res Fee checkbox.
- Checking Tax Deductible, lists the activity under the tax deductible section of an Account's finance statement.
- Checking Allow Member Discounts will apply defined discounts for individual household account members. Those discounts are set up on the members account page.
- Checking Allow Deposits, allows registrants to pay less than 100% on checkout.
- Using Adjustable Deposits, allows the users to pay more than the set deposit if deposit is in use.
- Next, select the Budget Group and the disbursement amount for resident and non resident.
- Click Add New Fee Adjustment to add discounts and/or fees to the activity such as late fees or additional sibling discounts.
- When finished, Next Step.
Demographic / Seating Info
- Age Range defines the ages that can sign up for this activity. Enforce Age as of This Date determines the date used by the activity to determine a registrants age for eligibility.
- Grade Range defines the grades that can sign up for this activity.
- Gender defines whether this activity is available to males, females or both.
- 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.
- Max Seats box is the maximum amount of people able to sign up for the activity. 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.
- Allow Overbooking allows the office to add more people than the seats of the activity allow. If waiting list is active, it will take the precedent.
- Waiting list 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.
- With Waiting List Starts & Ends Dates, you can define when the waiting list will begin and end.
- In the Registration Info box, Registration Typeis determined.
- Use No Registration Required if it is desired that users not be able to register online or with the form. Registration Title and Registration Message are required to display instructions to the user.
- With the use of the Pre-Registration Form setting, users will only be able to register with a Pre-registration form created for the activity. This form must be processed by the staff when payment is received. This does not hold a seat until paid.
- Online Payment setting makes it so that users on the public side will then be able to register online with a credit card payment.
- Selecting Pre-registration Form & Online Payment, makes it so that public side users can choose to register either online or use a pre-registration form.
- Allow Quantity - Allows users to register several numbers at once including guests.
- Allow Multiple Registrations - Allows the same person to register more than once.
- Guest Registration - Allows the public to register as a guest without creating an account. Guests registrations do not support waitlists, deposits or offline payments.
- High demand setting gives users 15 minutes to reach payment screen during the checkout process.
- Using the Registration Start and End Dates determines when registration is available. It must be defined for both resident and non resident users and must match the registration type.
On this step, special requirements can be added to the registration process by using existing questions, disclaimers, custom forms and required documents. Make selections and then click Next Step.Delete