You first have to create a PROGRAM. You can refer to the documentation to this effect here : Setting up your Programs
Once your program is created, you can create your activities.
You can start by watching this video to help you : Creating an activity
ACTIVITIES > EDITION
- Choose your new program in the menu.
- In the OPERATIONS menu, choose + NEW ACTIVITY.
- Complete the sections in the new window, on your the right.
PROGRAM is the first tree level. The other three; Category, Sub-Category and the Name of the Activity are mandatory to display your Store.
Choose wisely the name of your activities to best showcase them. Your participants will see all 4 levels during the registration process.
To find out if you have chosen the right name, simply read it like a sentence.
Example: I want to enroll my child in recreational gym (Category) for beginners (Sub-Category) on Saturday from 9 am to 10 am (Name of the Activity) or I wish to register for the Fall season, 2016 (Category) for dance (Sub-Category) every Monday from 6 pm to 8 pm (Name of the Activity).
Billing label: This field is optional. However, if you enter something in this field, it will be visible on the invoice of your client. If the field is left blank, then the program name, category, subcategory and name of the activity will be visible on the invoice.
Ledger code: You can link here the ones you've created under ACCOUNT> ACCOUNTING.
Tags: Tags allow you to group your activities together. You can create them under ACCOUNT > TAGS.
Location (optional): This section is only visible if you have not linked your activity to a facility. Here, you can manually specify the location that is displayed on the invoice.
Description: Description of the activity that will be visible to your customers in your store.
Prerequisites: To be completed in order to inform your customers of specific prerequisites for this activity. This does not prevent the clients to register but informed them in your Store.
Note: You can specify additional important information, such as what to bring etc. You can add the note to the invoice, by checking this option.
Normal: The activity is visible in the Store.
Hidden: Allows administrators to view the activity and make registrations, but customers can not see it.
Cancelled: Allows customers to see activity but with the mention that it's Cancelled and they can't proceed to a registration.
Schedule: Specify the date and start and end time of your activity. If you plan to issue RL24 statements for this activity, you absolutely must specify a schedule for each activity.
If your activity is recurring, check this box and choose the recurring days. You must select the end date of the recurrence or the number of times the activity is repeated.
Holidays: If you saved holidays under ACCOUNT > CALENDAR, they will be included in the schedule. You can check that you wish that the activity was held anyway.
Summary: Shows the number of activity occurrences for the session. You can specify the number of occurrences in your shop by checking this option.
Session: If it's not a drop-in but an activity for a defined period, select this section. Then specify the price for the entire session.
Prorate: Check this box if you would give the possibility to your participants to register once the activity is started, paying only the remaining portion. Indicate the reduction you wish to grant, in percentage or money, by day, week, month or class. If the proportion is enabled, no promotion will be applied for the purchase of this activity.
Spots available: Indicate spots are unlimited and, if not, the number of places available in total. The total number includes the number in pre-registration. You can change this number at any time.
Drop-ins: This is for activities that are for a precise time slot that you can select in a calendar. If you created multi-passes, under MEMBERSHIPS > MULTIPASS, you can indicate that this activity can only be bought with a multipass, by checking this option. Note that if a session is also available for this activity, the number of spots available for drop-ins is added to the number of spots available for the session.
Taxes: Indicate whether the taxes for this activity are Not included, Included or Waived. If some taxes are not applicable, indicate which one. This is also where you specify whether the activity is eligible for the 24 statements, Fitness tax credit and Arts tax credit.
Payments: List the possible methods of payment for the purchase of this activity. Enter the prioritized online payment, if appropriate. If you have created Installments under ACCOUNT > INSTALLMENTS, this is where you can link them.
Restrictions: This section acts as a blocker. If you enter a maximum-minimum age and / or gender, a participant who does not meet these requirement will not be able to register. Note that an administrator can always override the restrictions.
Age Restrictions: If you enter an age restriction,the client will need to specify their birthday in their user account or when selecting the member to register. Make sure your Forms have the Date of birth option toggled to Visible Required. Admins can also update birthdays via the client's account in the Clients tab.
Gender Restrictions: Clients do not need to specify their gender unless an organization requires it. If you have activities with gender restrictions, be sure your Forms have the Gender option toggled to Visible Required.
- If your activity restricts enrollment to females, only participants who have identified their gender as 'Female' may register.
- If your activity restricts enrollment to males, only participants who have identified their gender as 'Male' may register.
- If your activity restricts enrollments to clients who preferred not to say their gender, only participants who have chosen 'Prefer not to say' may register.
- It is possible to choose more than one option. For example, your activity may restrict enrollment to female and people who 'Prefer not to say'.
Waiting list: If you specified a limited number of places, you can give your participants the opportunity to register on the waiting list. If you specify Yes, they can register for the waiting list, and an administrator will have to complete the registration for the participants if a place becomes available or to notify the desired clients so they can proceed to registration. If you specify Yes - automatic emails, an automated email will be sent to all participants on the waiting list if a place becomes available. It's would be first-come, first served.
Skills: This is a blocker. If you created SKILLS and you link them to this activity, a participant who does not have this skill in his account can't proceed to registration. Note that an administrator can override this restriction.
Memberships: This is a blocker. If you have created MEMBERSHIPS and you link them to this activity, a participant who does not have one or all of these memberships in his account will not proceed to registration. However, they can add it to their shopping cart. Note that an administrator can override this restriction.
Merchandise: If you have created merchandise under STORE > MERCHANDISE, you can make them mandatory for the purchase of this activity. You can also suggest items from your shop that customers can add to their shopping cart.
Once you clicked on Save, proceed this way for all of your activities.
To save you time and effort, you can duplicate your activities: Duplicate your activities