Activity List


 

Edit a Session

Overview

This article will show you how to edit a Session.

Instructions

  1. Navigate to Activities > Activity List
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  2. Expand an Activity
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  3. Select the pencil icon to edit a session
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  4. Make your modifications
    • 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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      • 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 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 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 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 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 session type
    • 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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    • 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 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
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    • Payment Plan: Create a payment plan
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    • Log: Add a Note
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    • Note: Other sessions may have different tabs, depending on its configuration.
  5. Select Save Session at the bottom of the page
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