Activity List


 

Create a New Session

Overview

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 prompts are Activity and Session Name.

Instructions

  1. Navigate to Activities > Activity List
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  2. Create an Activity
  3. Select Create Session
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    • Note: Alternatively, click the Add Session button on an existing activity.
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  4. Navigate through tabs
    • Basics
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      • Code, Name: Enter a session code and/or name
      • Activity (required)Select activity from the drop-down
      • Program Period: To better organize Class Sessions, use the Registration Period drop down to create session periods
      • Session Fee: Base fee for the session, not including add-ons or discounts
      • Age Requirements: 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 sex
      • Min./Max. Grade: Open 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
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      • Program Status: Default is Active
        • Note: If you wish to cancel an Active session, select Cancelled.
      • Waiting List: Select to allow a wait list o enable once max participation is met
      • Allow Online Reg: Make an activity available online
      • Hide from Online Viewers:  Hide the 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
      • Residency Restrictions: Select if the session is available to only residents, non-residents, or both
      • Prerequisite Activities: Requires users to complete 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. 
      • Survey Template: Select a template for a possible survey
      • Survey Timing: Choose when the survey goes to the users
      • Defer Revenue: 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.
    • Pricing
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      • 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
      • Drop in Fee: Base fee for drop-ins
      • Allow Pay Later: Allows customer's to pay the balance at a later time
      • Taxes: Select tax rate from 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
      • Add-ons and Discounts: Apply either an addon and/or discount to the session
    • Prompts
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    • Description: Enter additional session-specific details
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    • Receipt: Enter notes to appear on the receipt for this session
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    • Daily Pricing: Allows the manual creation of activity schedules based upon set prices for specific dates and acts as a drop-in activity
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      • Note: Only available for Programs/Class and Camps & Afterschool activity types.
    • Schedule
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      • 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 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 any notes for the facility
      • Schedules: 
        • Facility: Select location
        • Start/End Dates and Times: Indicate when the session will begin/end
        • Repeat: Indicate the interval of time for which the session will repeat
        • Day Select: Select the day/s that the session will occur on.
        • Relative Date: Select this option to indicate that the session will be based on the week of the month, versus the day of the month
        • Reserve Facility: Click to reserve this facility
        • Conflict Override: Click to override scheduling conflicts
        • Add Schedule: Select if additional schedules are needed
      • Additional Dates: Select and enter Facility Location, Date and From/To times. 
      • Excluded Dates: Select date(s) to exclude from the schedule
    • Access
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      • Admin and Instructor: Enter name and select whether the system will notify them of any registration activity for the session
      • 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
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  5. Select Save New Session
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Note: Once you have saved your session, you can then obtain a link to share with your customers.




I'd Like to Request an Enhancement

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Article Feedback

  • Avatar
    Emily Beezup COE

    The description above for "Extra Display Days" (Extra Days Display: Allow "x" amount of days past registration for the session to still display with a note that reads "Registration Has Ended") is different from what is described in the Edit Session area. This reads, "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"." From testing we have determined the second verbiage to be correct. The first option would be the more desired functionality as it would offer greater control over the length of display.

  • Avatar
    Jackson Wright

    Hi Emily,

    Thank you for the feedback! We have changed the Extra Display Days to match the correct description.

    Your Help Center Team