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Early Registration

Early Registration is a feature that allows you to offer exclusive access to registration, allowing specific participants to secure their spots before general registration opens.

Providers (with the proper role & permissions) can now utilize and manage this feature themselves. They have the flexibility to enable Early Registration organization-wide or on a per-session basis. This means the option can be used for your organization as a whole, specific sessions, all sessions, or anything in between.

This tool can help boost revenue, streamline registration, and enhance customer satisfaction by offering priority access.

In this article, we'll guide you through the steps of setting up and managing Early Registration, ensuring you have full control over which participants register first.

 

In this article:

 

NOTE: To enable Early Registration, go to Settings > General > Organization > General Settings.

 

 

Utilize Early Registration Organization-Wide

Create a unique Early Registration code that participants will use to access early registration for your entire organization.
NOTE: To enable Early Registration feature, go to Settings > General > Organization > General Settings.

00:04: Well, hi! I'm Phil from the DocNetwork Training team.

00:07: In this video, we're going to go through our new early registration feature.

00:11: With this feature, you can now offer participants early access

00:15: to registration, ensuring they secure their spots before

00:19: general registration opens. We'll walk you through how to set up your early

00:23: registration as well as manage it helping you maintain control over who

00:27: can register first. Early registration allows organizations to

00:31: provide a unique access code for advanced registration,

00:34: enabling recipients of the code to register ahead of others.

00:38: Some of the benefits for your organization include improved

00:43: efficiency. Streamline your registration with simplified management, enhanced

00:48: customer satisfaction, give your predetermined participants a head start

00:52: and greater control. Manage who registers

00:56: first based on your organization's needs. In order to get started

01:00: you'll need to reach out to your Client Success Manager, who can go ahead and activate

01:04: the feature in your account. Once activated, you can generate and manage

01:08: the early registration process independently. Don't worry,

01:12: it's a one-time activation. Once it's set,

01:15: you're good to go. In order to enable your early registration code,

01:20: login to your provider portal, navigate to registration

01:24: setup. You'll find that under the group's menu.

01:29: Enable the early registration code by simply clicking the early

01:33: registration button at the top of the screen.

01:37: Click the early registration box and

01:41: then create your early registration code. In the code field,

01:46: simply enter your preferred code. Be aware,

01:49: these are not case sensitive. So you could call it VIP2025,

01:53: or simply earlybird.

01:59: And then click save to apply the code.

02:03: At this point, participants will be prompted to enter a code when they attempt to register.

02:09: Share this code with participants you want to grant early access to, allowing

02:13: them to register before general access opens.

02:16: Now let's say your code has been up long enough or you want to change

02:20: your code or you simply want to disable your code.

02:23: No worries. It's pretty simple. Let's just do it in reverse. Assuming

02:28: that you're still logged in to your provider portal,

02:30: again, go to groups, registration setup,

02:33: and then disable early registration by simply unchecking

02:37: the early registration box and clicking save. And

02:46: that's it! From the participant side of things,

02:49: when a participant receives an early registration code, they should follow these steps.

02:54: First, they'll have to login as they have in the past. On the participant

02:58: landing page, click register for a new session.

03:02: They'll enter the early registration code that was provided by your organization.

03:08: In this case, it's early bird that we previously created, after

03:13: entering the code, participants can proceed with registration.

03:18: Participants with the correct code gain early access, allowing them to secure their spots

03:22: before general registration opens.

03:24: If a user enters, a code incorrectly, they will see the message the code

03:28: you've entered is incorrect, please check your code and try again.

03:33: By following these steps you can effectively manage early registration,

03:37: providing a streamlined exclusive experience for your preferred participants.

03:42: Thanks for watching, and as always if you have any additional questions or need

03:46: extra support, don't hesitate to reach out to your Client Success Manager.

  1. Log in to your Provider Portal.
  2. In the menu, click Groups.
  3. In the submenu that appears, click Registration Setup.
  4. In the right column, click the Early Registration (All Sessions) button to access the settings.
  5. Type your preferred Early Registration Code (i.e., VIP2026, early registration, etc.). Note: Codes are NOT case sensitive.
  6. Click the SAVE button to confirm and apply the code.

Share your Early Registration code with the participants you want to grant early access to. This code allows them to register before the general public for any session where Early Registration is enabled.

Note: To ensure participants are able to view and register for intended sessions, Registration must be open.

 

 

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Utilize Early Registration by Sessions

You can apply the Early Registration feature to specific sessions, giving you control over which programs utilize early registration.
NOTE: To enable Early Registration feature, go to Settings > General > Organization > General Settings.

 

00:05: Well, hi, I'm Phil from the DocNetwork training team. And in this video, we're going to walk you through how to use the early registration by session feature.

00:14: This feature gives you full control over which sessions open early,

00:18: who can access them, and when general registration officially opens. It's especially helpful if you're running invite only programs, accepted sessions, or just want to reward early signups, membership groups, or alumni. Let's jump in. To enable early registration for a specific session, start by logging into your provider portal.

00:39: From the main menu, click Groups, then Registration Setup.

00:45: Next, select the session to which you want to apply early registration.

00:51: Once you're inside the session settings, check the box labeled Enable Early Registration.

00:59: Now, you'll enter your early registration code. This can be something like VIP 2026 or Early Bird. And the good news is that codes are not case sensitive. It's also worth noting that these codes can be repeated or reused for multiple sessions if that's beneficial to you.

01:20: At this point, if you like, you can also set an early registration end date.

01:25: This part is important.

01:26: The date that you enter is the first day that general registration opens to the general public without the use of a code.

01:35: Early registration stays active until 1159 p.m. the day before. So, for example, if you enter April 1st, 2026, early registration will close at 1159 p.m. on March 31st and general registration will open on April 1st.

01:55: Once everything looks good, click Save to apply the code.

02:01: There are a few different ways early registration can end, depending on how your session is set up. First, standard use.

02:08: If you set an end date, the system will automatically deactivate the code at the right time. No extra steps needed. It's as simple as that.

02:16: Second, accepted or invite-only sessions. If you want a session to always require a code and never open to general registration,

02:25: simply set the early registration end date to match the end date of the session itself. The code will remain active until the program concludes. Third, manual deactivation.

02:37: If you don't set an end date,

02:39: you'll need to manually turn early registration off inside the session settings once you're ready for general access.

02:47: The key takeaway here, always be intentional about how and when early registration ends to prevent unintended access.

02:54: If you're managing a large number of sessions, there's good news. Early registration codes and end dates can be managed in bulk using an import process. This allows you to apply the same code across multiple sessions or set end dates for a bunch of sessions at once. To do this, you'll want to work directly with your Camp Doc or School Doc client success team, and they'll help coordinate the import.

03:18: Here's what the process looks like for your participants.

03:22: Once logged in, they'll click register for a new session.

03:26: They'll see a list of available sessions.

03:28: Any session that requires an early registration code will display a lock icon. When they select that session, they'll be prompted to enter the code you provided.

03:41: After entering the correct code, they can continue through the registration as usual. Simple and secure. If they enter an incorrect code, this will be what they see.

03:52: Finally, a few quick things to keep in mind.

03:55: The same early registration code can be used for multiple sessions.

04:01: Codes are tied to sessions, not to individual participants. Anyone with the code can use it, so if it's shared unintentionally, we recommend updating the code.

04:11: You can create multiple codes for different early registration windows. Just keep in mind that codes can't be scheduled in advance and must be updated manually.

04:21: And while the system doesn't track code usage at the individual level, you can review registration timestamps to see when participants registered. Early registration by session is a powerful way to control access, manage demand, and create a smoother registration experience for both your team and your participants. If you have questions about setup, bulk imports, or best practices, your Client Success Team is always available to help. Thanks for watching, and as always, don't hesitate to reach out if you have any questions.

04:56: Learn to enable and manage early registration codes set access dates, and coordinate bulk session settings to improve registration control and participant experience.

To enable Early Registration for a specific session:

  1. Log in to your Provider Portal.
  2. In the menu, click Groups.
  3. In the submenu that appears, click Registration Setup
  4. Select the session to enable Early Registration for.
  5. Select the Enable Early Registration box.
  6. Type your preferred Early Registration Code (i.e., VIP2026, early registration, etc.). Note: Codes are NOT case sensitive.
  7. You have the option to set an Early Registration End Date.
    Important: The date you enter is the first day that general registration opens. Early Registration remains available through the end of the previous day. For example, if the date is March 1, 2026, participants can use the early registration code until 11:59 PM on February 28, 2026. General registration begins on March 1, 2026.   
  8. Click the SAVE button to confirm and apply the code.

 

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Bulk Management of Early Registration

For providers managing a large number of sessions, you can enable Early Registration and set End Dates for multiple sessions simultaneously using a data import process.

  • Bulk Code Activation: If your organization needs to apply the same Early Registration code to multiple sessions, this can be done via import. This is especially helpful if you are setting a code for a large number of sessions and want to ensure efficiency and consistency.
  • Bulk End Date Setting: If you need to set Early Registration End Dates for many sessions at once, these dates can also be imported in bulk.

To utilize the bulk import feature for Early Registration codes and end dates, please work directly with your CampDoc / SchoolDoc team.

 

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When Early Registration Ends

By Session

You must set the Early Registration End Date within the Specific Session settings. This step is essential for controlling access to the session.

  • Automatic Deactivation(Standard Use): If you set an end date, your code will be valid until 11:59 PM on the day before the date entered in the Early Registration End Date field. This date indicates when general registration begins.
  • Code Always Required (Accepted or Invite-Only Sessions): If you want a session to always require the code and never open to general registration (useful for "accepted" programs), set the Early Registration End Date to match the end date of the session itself. The code will remain active until the program concludes.
  • Manual Deactivation: If you do not set an end date, you must manually deactivate the Early Registration Code by disabling the feature on the specific session to prevent participants from registering early after general access begins. Alternatively, you can contact your Client Success team to process a bulk import to deactivate multiple codes at once.

Manually or automatically ending the early registration period prevents unintended access.

Note: To disable Early Registration for a specific session where no early registration end date has been set, go into the session’s settings and toggle the Early Registration feature off. You can also contact your Client Success team to deactivate multiple codes in bulk if needed.

 

By Organization

When you’re ready to deactivate your organization's early registration code, follow these steps. Some reasons for deactivating a code include:

  • Registration is open to the general public
  • Code needs to be updated
  • Code is no longer needed

To deactivate your priority registration code:

  1. Log in to your Provider Portal.
  2. In the menu, click Groups.
  3. In the submenu that appears, click Registration Setup.
  4. Click on the EARLY REGISTRATION (ALL SESSIONS) box.
  5. Deselect the checked Early Registration box.

  6. Click the SAVE button.

     

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Guide for Your Participants - Organization-Wide Registration Code (To Share as Needed)

When participants receive an Early Registration code from your organization, they should follow these steps:

  1. Begin Registration: Once logged in, and on the main registration page, users click ‘Register for a New Session’.
  2. Enter the Code: Users will be prompted to enter the code provided by the organization (i.e., earlybird, VIP2026, etc.).

Complete Registration: After entering the correct code, participants can proceed through the registration process as usual for all available early registration sessions.

 

 

If the Code is Incorrect:

Participants who enter an incorrect code will see the message, “The code you've entered is incorrect. Please check your code and try again.”

 

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Guide for Your Participants - Session Registration Code (To Share as Needed)

When participants receive an Early Registration code–for a particular session–from your organization, they should follow these steps:

  1. Begin Registration: Once logged in, and on the main registration page, users click ‘Register for a New Session’.
  2. Select Session: Users will select their desired session(s). Sessions requiring an early registration code are marked with a lock icon.

  1. Enter the Code: Users will be prompted to enter the code provided by the organization (i.e., earlybird, VIP2026, etc.).
  2. Complete Registration: After entering the correct code, participants can proceed through the registration process as usual.

 

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FAQ

Can the same code be used for multiple sessions? Yes! The same code can be used for multiple sessions, making it easy to provide access to early registration without needing to supply families with different codes.
Are the codes specific or restricted to certain participants? No. Early registration codes are restricted to a session or sessions, not to specific participants. Anyone with access to the code can use it. If a code is shared with unintended participants, we recommend updating the code in your registration setup and re-sharing it with the intended audience.
What if I want to create multiple early registration dates, each with a new code? No problem! You can create different codes for each early registration date to control access as needed. You will have to manually update the code once you need the new code to be activated, as you can’t “schedule” the code to coincide with specific dates.
Can I disable an Early Registration code after it’s been shared? Yes. If you need to revoke access for a code, simply go to your registration setup, update the code, or deactivate it. Participants will no longer be able to use the previous code to register early. Once the code is deactivated or the feature is turned off for a session, anyone will be able to register for available sessions.
What happens if a participant loses or forgets their code? Participants should contact your organization to obtain the correct code. Your organization can resend the code or issue a new one if needed.
Is there a way to track who used the Early Registration code? Currently, the system doesn’t provide tracking at the individual participant level for code usage. However, you can run a report to see the timestamps of when a registration was made, which can indicate who registered using a code.
Can Early Registration be set up for certain sessions but not others? Yes! Early registration codes can be applied to certain sessions as needed, while other sessions can remain open for general registration.
Will participants without a code still see the registration page? Participants without an Early Registration code will not be able to complete registration and will need to wait until general registration opens. The timing of when they are prompted for the code depends on your setup: If you set the code organization-wide, participants must enter it before they can even view the session selection page. If you set the code per session, they can view the session selection page, but any session requiring a code will display a lock icon.

 

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