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Registration Setup

You can see your past, current, and future sessions along with their start/end dates and capacity limits in Registration Setup. For current and future sessions, you can also edit the order in which they are displayed to your participants, edit the registration dates and times in bulk, print and export your sessions, adjust Enrollment Settings, customize text displayed during the Add-On, Coupon, and Payment steps, and create, edit, and delete Add-Ons and Coupons. 


In this article:

 

 

Registration Setup

On the Landing page of Registration Setup, you can view and print a list of all of your current and upcoming or past sessions including start date, end date, and capacity. You can export the registration settings for all of your sessions including information such as tuition and deposit amounts, capacities, open and close dates, available coupons and add-ons, and more. For current and upcoming sessions, you can also edit the order in which they are displayed to you and your participants, and edit Registration open and close dates in bulk. 

To export a spreadsheet of all of your registration settings or print a list of your sessions:

      1. In the Menu, click Groups.
      2. In the submenu that appears, click Registration Setup.
      3. (Optional) If you want to view past sessions, click the SHOW PAST GROUPS button.
      4. Do one of the following, depending on whether you want to export your registration settings or print a list of your sessions as they appear on your screen:
        • If you want to export your registration settings, in the upper-right side of the page, click EXPORT.
        • If you want to print a list of your sessions, click PRINT.

          RegSetupPrintExport.png

To edit the order in which your current and upcoming sessions appear on your screen and to your participants during the Registration process:

      1. In the Menu, click Groups.
      2. In the submenu that appears, click Registration Setup.
      3. Click the EDIT DISPLAY ORDER button.
      4. Do one of the following, depending on whether you want to move the session up or down in the order:
        • If you want to move the session up in the order, on the left side of the Sessions List, click the Up Arrow icon (Up_Arrow_icon.png) until the session is in the correct order.
        • If you want to move the session down in the order, on the left side of the Sessions List, click the Down Arrow icon (Down_Arrow_icon.png) until the session is in the correct order.
      5. Do one of the following, depending on whether you want to save your sessions in the new order or reset them to the previous order:
        • If you want to save the new order of your sessions, click the SAVE DISPLAY ORDER button. A Display Order Updated window will appear to let you know the session order is saved.
        • If you want to reset your sessions to the previous order, click the RESET ORDER button.

          RegSetupEditDisplayOrder.png

To edit the Open and Close Registration Dates and Times for your current and upcoming sessions in bulk:  

      1. In the Menu, click Groups.
      2. In the submenu that appears, click Registration Setup.
      3. Click the EDIT REGISTRATION DATES button.
      4. In the Sessions List, do one of the following, depending on whether you want to edit the Open and Close Registration Dates and Times for all of your sessions or for individual sessions:
        • If you want to edit the dates and times for all of your sessions, check the box to select the name of the organization.
        • If you want to edit the dates and times for individual sessions, check the box(es) next to each session that you want to edit.
      5. Do one of the following, depending on whether you want to add an Open Date, Open Time, Close Date, and Close Time.
        • To add an Open Date, in the Open section, click the  Month, Day, and Year boxes to select the correct date.
          Important: If you do not add an Open Date for a session, the session will be available for registration as soon as it is added to your account.
        • To add an Open Time, in the Open Time section, click the Hour, Min, and AM/PM boxes to select the correct time.
          Important: If you add an Open Date but do not add an Open Time for a session, the session will open at 12 am on the Open Date.
        • To add a Close Date, in the Close section, click the  Month, Day, and Year boxes to select the correct date.
          Important: If you do not add a Close Date for a session, registration for the session will close at 12 am on the first day of the session.
        • To add a Close Time, in the Close Time section, click the Hour, Min, and AM/PM boxes to select the correct time.
          Important: If you add a Close Date but do not add a Close Time for a session, registration for the session will close at 12 am on the Close Date.
      6. Click the SAVE button.

  RegSetupEditRegDates.png

 

 

Enrollment

You can adjust many Enrollment Settings for your sessions in Registration Setup, such as:

  • Tuition. You can add the cost of the session.
  • Deposit. You can add a required deposit. 
    Important: Any deposit will need to be paid during the registration process before a participant can complete their registration for that session. You can create a coupon that allows participants to bypass the deposit.
  • General Ledger Code. If your organization uses General Ledger Codes, you can add them to each session, and they will be included in your Financial Ledgers.
  • Description. You can add a description of the session that will appear below each session name when participants register.
  • Capacity. You can choose to limit the capacity of a session as well as designate sex-based capacity limits.
  • Waitlist. You can allow participants to register for a waitlist if the capacity of the session is full.
  • Age Restrictions. You can select age limits for a session. 
    Important: this restriction is based on the age of the participant on the first day of the session.
  • Registration Filters. You can enable a customizable filter to direct your participants to the specific sessions for which they are qualified (e.g., location, grade, registration type).  
  • Enrollment Dates. You can identify the exact date and time that you want your participants to be able to register for a session as well as when you want the registration to close. 
    Important: If you do not add a close date and time, then registration will close at 12 am on the first day of the session. 

To add, edit, or delete Enrollment Settings:

  1. In the Menu, click Groups.
  2. In the submenu that appears, click Registration Setup.
  3. Click the name of the session that you want to edit.
  4. In the right column, click the Enrollment tab.
  5. Make any necessary changes, and then click the SAVE button.

Enrollment_Tab.png

 

 

 

Custom Text

In Registration Setup, the Custom Text tab of each session allows you to enter customized text that will appear just for that session during the Add-On, Coupon, and Payment steps of your participants’ registration process. If you are interested in adding messages for those steps that apply to all sessions, you can check out our Branding article.

To add custom text:

  1. In the Menu, click Groups.
  2. In the submenu that appears, click Registration Setup.
  3. Click the name of the session that you want to edit.
  4. In the right column, click the Custom Text tab.
  5. In the appropriate box, type the message that you want to appear.
  6. Click the SAVE button.

Custom_Text.png

Below, you can see how your custom messages will appear in the Participant Portal.

ParticipantViewRegistrationCustomText.png

 

 

 

Add-Ons

Add-Ons are additional items or services that can be added to a participant's registration (e.g., transportation, apparel, store credit, etc.). There are several options when you create an add-on:

  • Required. A required add-on will automatically be added to a registration.
  • Payment Due With Deposit. You can require the payment for an add-on at the same time as the deposit. This means a participant cannot complete registration for a session until the payment is submitted.
  • Numeric. You can create a numeric add-on so participants can request more than one.
  • Limit Capacity. You can limit the number of available add-ons.
  • Add-On Expires. You can expire an add-on after a certain date so it no longer appears as an option during the registration process.
    Important: Add-ons will expire at 12 am on the expiration date.
  • Specify Group. You can share an add-on with the larger sessions that encompass the session in which you are creating the add-on. For instance, an add-on created for this session, Camp Yellow Birch > 2019 > Mariner Session 3, can be shared with all 2019 sessions or all Camp Yellow Birch sessions.
  • Multiple Choice. You can include multiple options in an add-on such as in the case of t-shirt sizes. You can also limit the capacity and expire this type of add-on.
    Important: Add-ons will expire at 12 am on the expiration date.

 

To create, edit, deactivate, or reactivate an add-on: 

  1. In the Menu, click Groups.
  2. In the submenu that appears, click Registration Setup.
  3. Click the name of the session that you want to edit.
  4. In the right column, click the Add-Ons tab.
  5. Do one of the following, depending on whether you want to create, edit, deactivate, or reactivate an add-on:
    • To create an add-on, click the NEW ADD-ON button, add the name and cost of the add-on, select the necessary options, and then click the SAVE button.
    • To edit an add-on, click the name of the add-on, make the necessary changes, and then click the SAVE button.
    • To deactivate or reactivate an add-on, click the name of the add-on, and then click the DEACTIVATE or REACTIVATE button. For Multiple Choice add-ons, you can also deactivate and reactivate individual multiple choice options within the add-on.
      Important: If you deactivate an add-on that is shared with other sessions, you deactivate the add-on for all sessions.

New_and_Edit_Add-On.png

You can also copy add-ons to multiple sessions at the same level. For instance, you can copy an add-on created in Mariner Session 3 to all Mariner sessions.

To copy add-on(s):

  1. Click the COPY ADD-ONS button.
  2. Check the box(es) to select the add-on(s) that you want to copy.
  3. Check the box(es) to select the specific session(s) that you want to receive the copied add-on(s).
  4. Click the COPY ADD-ONS button.

 

 

 

Coupons

Coupons are discounts or credits offered by your organization (e.g., early bird, sibling, scholarships), and they are only applied to tuition fees. There are several options when you create a coupon:

  • Limit Capacity. You can limit the number of available coupons.
  • Coupon Expires / Apply Automatically. You can select a date for a coupon to expire and have it applied automatically such as in the case of Early Bird coupons.
    Important: Coupons will expire at 12 am on the expiration date.
  • Coupon Bypasses Deposit. You can create a coupon that allows a participant to register without having to pay a deposit.
  • Percent Off Coupon. You can create a coupon that deducts a percentage of the tuition amount for that specific session.
  • Shared Coupon / Multiple Use. You can share a coupon with the larger sessions that encompass the session in which you are creating the coupon. For instance, a coupon created for this session, Camp Yellow Birch > 2019 > Mariner Session 3, can be shared with all 2019 sessions or all Camp Yellow Birch sessions. You can also check the box to select Multiple Use for shared coupons which allows participants to use the same coupon for multiple registrations. 

To create, edit, deactivate, or reactivate a coupon:

  1. In the Menu, click Groups.
  2. In the submenu that appears, click Registration Setup.
  3. Click the name of the session that you want to edit.
  4. In the right column, click the Coupons tab.
  5. Do one of the following, depending on whether you want to create, edit, deactivate, or reactivate a coupon:
    • To create a coupon, click the NEW COUPON button, add the code that you want participants to use for the coupon, select the necessary options, and then click the SAVE button.
    • To edit a coupon, click the name of the coupon, make the necessary changes, and then click the SAVE button.
    • To deactivate or reactivate a coupon, click the name of the coupon, and then click the DEACTIVATE or REACTIVATE button.
      Important: If you deactivate a coupon that is shared with other sessions, you deactivate the coupon for all sessions.  

      Add_Edit_Deactivate_Coupon.png

You can also copy coupons to multiple sessions at the same level. For instance, you can copy a coupon created in Mariner Session 3 to all Mariner sessions.

To copy coupon(s):

  1. Click the COPY COUPONS button.
  2. Check the box(es) to select the coupon(s) that you want to copy.
  3. Check the box(es) to select the specific session(s) that you want to receive the copied coupon(s).
  4. Click the COPY COUPONS button.

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