Activities

The activities page contains functionality to manage activities and track attendance. Activities connect events, forms, and attendance together in one place.

Page Privileges

Organization Mangers, Assistants, and Activity Coordinators have access to this page and can perform all page functions.

Page Filters

This page has one header filter: Organization.

Prerequisites

Prior to creating an activity, you must have already created a product in the store with it’s appropriate variations to use for the activity.

Customizations

• Account Codes are customizable on the Financials page on the Account Codes tab.

• Activity Default Payee is set on the Preferences page, General tab, General Preferences section.

• Colors are customizable on the Preferences page, General tab.

• Event Categories are customizable on the Preferences page, Events & Resources tab.

Process Workflow

• Create an activity: A registration form will be created and events will be added to the calendar for the activity dates.

• Events: Events are automatically created and resources booked according to the options selected while setting up the activity. These events are not charged to the Activity Default payee.

• Form: the form is automatically created, but will likely need some modifications to add additional fields. Form modifications can be made on the Forms page on the Forms tab. There is not a need to add contact fields to the forms since this information is automatically collected.

• Registration

  • Contacts: new and existing participants can register for an activity. New participants will automatically be added to the organization's participant list.

  • Receivables: receivables will automatically be created for registrants in accordance with the cost of the registration option they select.

  • Payments: if the require payments option is turns on, participants will be required to pay when submitting the form. Otherwise, they may make a payment by clicking the Make a Payment button from the confirmation screen on the registration form.

  • Registrations: registrations can be viewed, edited, and deleted on the Forms page on the Submissions tab.

Activity Fields

• Location: Location of the activity.

• Activity Name: Name of the activity.

• Activity Description: Additional information about the activity that will appear on the form and on the public activities page.

• Active: Enable to make the activity active.

• Activity Resources: Resource(s) utilized at the location for the activity.

• Activity Date/Events:

  • Event Category: Category assigned to events generated by this activity.

  • Event Colors: Color assigned to events generated by this activity.

  • Events Table: Start and end dates and times for each event associated with this activity. These dates and times will be added to the registration confirmation email.

Activity Registrations

• Set Open and Close Dates: Enable to define open and close dates for the activity registration form. If enabled, Start and End dates/times fields will appear.

• Activity Product: Product category and product associated with the activity.

• Allow Individual Date Registrations: Enable to setup the activity for participants to register and pay for each date individually on the same registration form rather than being signed up for all the event dates.

• Allow Multiple Registrations: Enable to allow participants to register multiple times for the activity on the same form.

• Age Restriction: Enable to add age restrictions to the activity. When enabled, minimum and maximum age columns will appear in the Registrations Options table.

• Capacity Restriction: Enable to set capacity limits for this activity. When enabled, additional fields appear.

  • Global Capacity Restriction: Enable to set a global capacity limit rather than individual capacity limits on registration options.

  • Show Remaining: Enable to show the remaining spots on the public activities page.

  • Waiting List: Enable to offer a waiting list when registrations reach the capacity.

• Registration Options:

  • Option Name: The title of the registration option that customers will select on the registration form.

  • Minimum Age: A minimum age needs to be set for the registration option. If there is no minimum age, put 0 in the box.

  • Maximum Age: A maximum age needs to be set for the registration option. If there is no maximum age, put 120 in the box.

  • Capacity: The maximum number of people permitted to register. If there is not limit, put a high number in there like 1,000.

  • Variation: The product variation associated with this registration option.

    • Note: The amount column will automatically be populated based on the variation selected.

Check-in Screen

To access the check-in screen for the activity, click the Check-in Screen icon in the Actions column of the Activities table. Additional information about how to use the check-in screen can be found on the Activity Participant Check-in document.

Attendance

To access activity attendance, click the View/Edit Attendance icon in the Actions column of the Activities table. A popup will appear with the attendance table. To add one or more attendance records, click the Add New button above the table. Here are the available fields.

• Event: The activity event to check in participants.

• Participants: Add rows to the participants table to add participants.

  • Note: The table allows you to add participants in bulk. You do not need to add all participants at the same time, but can go back and add more later.

Note: The timestamp will be added to the attendance record when you check someone in. If you check the participant in again, the timestamp will update on their record, but will not add a new record, thereby avoiding duplicate attendance entries.

Copying an Activity Form Link

To copy an activity form link, click the Copy Link icon in the Actions column of the table for the row with the link you want to copy.

Generating an Activity Form QR Code

To generate an activity form QR code, click the Get QR Code icon in the Actions column of the table for the row with the link for which you want to create a QR code. A popup will appear with a QR code that can be downloaded.