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
- Navigate to Activities > Activity List
- Create an Activity
- Select Create Session
- Note: Alternatively, click the Add Session button on an existing activity.
- Note: Alternatively, click the Add Session button on an existing activity.
- 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.
- Program Status: Default is Active
- 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
- Registration Dates: Dictates when registration becomes available and/or closes
- 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.
- Basics
- Select Save New Session
Comments
Let us know what was helpful or not helpful about the article.0 comments
Please sign in to leave a comment.