You can give your community a head start and streamline your launch by using Early Registration. This feature helps you offer participants priority access through a unique access code, ensuring a smooth experience for your families while reducing administrative stress. In the video below, we will show you how to create these codes in your Provider Portal and walk you through what your participants see when they use them to sign up early.
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.
You can apply the Early Registration feature to specific sessions, giving you control over which programs utilize early registration.
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.