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We are excited to announce the launch of updated product names, logos, and headers within our user interfaces as part of the CivicPlus® Solution Rebranding initiative. These changes mark the first step toward creating a cohesive and seamless user experience across all solutions in our portfolio. As part of this transition, users may notice minor design updates. While the functionality you rely on remains unchanged, we are in the process of updating screenshots and other resources on our Help Centers to reflect the new branding. We appreciate your patience and understanding as we work to complete these updates.

Edit a Session

  • Updated:

This article will show you how to edit a Session.

 

 

Instructions

  1. Navigate to Activities > Activity List
    activities, activity list
  2. Expand an Activity
    expand
  3. Select Edit Session (pencil icon) next to the desired session
    edit session
  4. Make your modifications
    • Basics
      basics tab
      • Code, Name: Enter a session code and/or name
      • Activity (required): Select an activity from the drop-down list
      • 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
      advanced
      • Advanced Settings: Will be the same for all sessions
        • Program Status: Default is Active
          • Note: If you wish to cancel an Active session, select Cancelled.
        • Waiting List: Select to allow a wait list to enable once max participation is met
        • Allow Online Reg: Make an activity available online
        • Hide from Online Viewers:  Hide the individual session completely from online viewers
        • Participants: Indicate the min/max numbers allowed per session, if applicable
        • Extra Days Display: Allow "x" amount of days past registration for the session to still display with a note that reads "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 Behavior: Choose to require all or one prerequisite(s)
          • Note: Require One behavior is ignored when daily or weekly pricing is enabled.
        • Prerequisite Sessions: 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.
        • Volunteer Opportunity: 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 Settings: Will be the same for all sessions
        • Survey Template: Select a template for a possible survey
        • Survey Timing: Choose when the survey goes to the users
      • Other Settings: Will vary from session to session, based on the session type
    • Pricing
      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
      • Drop-in Fee: Base fee for drop-ins
      • Allow Pay Later: Allows customer's to pay the balance at a later time
      • 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
      • Add-ons and Discounts: Apply either an addon and/or discount to the session
    • Prompts
      prompts
    • Description: Enter additional session-specific details
      description
    • Receipt: Enter notes to appear on the receipt for this session
      receipt
    • Daily Pricing: Allows the manual creation of activity schedules based upon set prices for specific dates and acts as a drop-in activity
      daily pricing
    • Schedule
      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 any notes for the facility
      • Schedules: Add a schedule for the session
      • Additional Dates: Select and enter Facility Location, Date, and From/To times
      • Excluded Dates: Select date(s) to exclude from the schedule
    • Access
      access
      • Admin and Instructor: Enter the 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
      links
    • Payment Plan: Create a payment plan
      payment plans edit
    • Log: Add a Note
      log

    • Note: Other sessions may have different tabs, depending on the configuration.
  5. Select Save Session at the bottom of the page
    save session

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