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 Activities > Activity List
   
2. Create an Activity
3. Select Create Session
   
   • Note: Alternatively, click the Add Session button on an existing activity.
     
4. Fill out the information on each tab
   
   • Basics
     
     
     • 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
       • Note: Blank dates here will not restrict the start and/or end time for registration.
       • Note: 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
     
     
     • 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
       • Note: 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.
       • Note: The prerequisite activity must already exist in CivicRec.
     • 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
     • Survey Template: Select a template for a possible survey
     • Survey Timing: Choose when the survey goes to the users
     • Recognize Revenue Monthly: Apply for memberships longer than one month that are pre-paid; defers the revenue evenly across each month
       • Note: The deferred revenue code must configure for this setting to take effect. A recurring fee must be $0.00 to enable this setting.
       • Note: When accrual accounting is used revenue will still be recognized monthly, regardless of when balance payments are made.
   • 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 addon and/or discount to the session
   • Prompts
     
     
     • Waivers: Select waivers to add to the session
     • Attachments: Choose existing attachments
     • Prompts: Assign a prompt
     • Tags: Add item tags
   • Description: Enter additional session-specific details
     
   • Receipt: Enter notes to appear on the receipt for this session
     
   • Daily Pricing: Allows the manual creation of activity schedules based upon set prices for specific dates and acts as a drop-in activity
     
     
     • Note: Only available for Programs/Class and Camps & Afterschool activity types.
     • Note: If Daily Pricing is enabled, waitlist options will not be available.
   • 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
       • Note: Blank dates here will not restrict the start and/or end time for registration.
       • Note: We do have the option to differentiate between resident and non-resident registration dates.
       • Note: 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
     
     
     • Admin: Enter the user name and select whether the system will notify them of any registration activity 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
     
     • Note: Once you have saved your session, you can then obtain a link to share with your customers.
5. Select Save New Session