• Where do I find the answers to the questions asked during program enrollment?

 

You can find your responses to the questions in the attendance sheets. You can access the attendance sheet from the top right hand corner of the Program Details Page.

 

• I keep getting a Role Restriction Error message when I am trying to register?

 

 

Go to the Program settings > Restrictions

 

Check to see if the Role Restriction is set to “require at least one” or “require all”

The default should be set to require all – when there are no restrictions.

 

• I have refunded a parent for their registration but the child still appears on the class list. How do I remove them?

 

If you have already created the refund to the parent, you must then go to the program and manually remove them from the program.

• From the search bar, enter in the program name and click enter. Click on the program name, and it will bring up that program’s detailed page.
• Scroll down to the Registered members and click the red X beside the member you wish to remove from the class.

 

• When you click the red X the following message shows up

 

 

• Click OK. The system will then show you that you have already REFUNDED this invoice.
• Next, go back to the program page by searching for it again (do not use your back button in your browser) and you will see that the participant has been removed from the program. Next time you go to refund a program, start on the program page, find the participant and then click the red X button. This will take you through the above process and you can process the refund quicker this way.

 

• My program is displaying incorrect information – how do I fix this?

"One of my members has registered online and the days and times are different on their invoice, then what it appears to be online. How do I fix this?"

 

To fix this issue, please check the following items in that particular program setup.

 

• Go to Manage> Programs
• Find the program and click unpublish
• Then click EDIT
• Click on Schedules – do you have more than one program scheduled that is highlighted in yellow? If the answer is yes, then you have found the issue. There are too many occurrences added to this schedule. To Fix this, please remove the other occurrences from this program in order for the program to display the correct schedule.

 

ALWAYS REMEMBER: Each program’s schedule should contain ONLY the schedule that is associated with that program. For example, if this program runs on Tuesdays and Thursdays at 6pm, those are the only dates that should be filled on the calendar.

 

• When bulk emailing registrants (athletes, members) through the program module, who receives the email?

 

(a) Does the person who registered their child receive the email, or does the player receive the email?

 

(b) If it goes to the player, and if the player has no email address associated with their profile, does the email default to the person in their family who registered and does have an email?

 

The player receives the email but since the majority of the players are children who are offline users, the primary parent on in the entourage for the child receives the email instead.  If the primary parent is also an offline user, no email will be sent to that child.

 

• How do I setup my before and after care programs for registration?

 

This is a personal preference – there are 2 options for you to choose from, please choose the one that would work for your organization.  The main difference between the two options is that programs offer a schedule so if you need to schedule the before/after care onto your calendar you may wish to consider this. The product will not be added into your facility calendar or have an attendance option.

 

Option 1 – Set it up as a Program

 

 If you would like to have it appear on your schedule and/or have an attendance list, you will want to add this item as a program.The advantage to using programs is that you can add discounts, categories and use an attendance sheet.

 

Option 2 – Set it up as a Product

 

Setting up their before/after care with products and don’t mind using the products report then they are welcome to go that route. If you have tested the products and you are comfortable collecting registration information this way and using the products report to pull the data, you are welcome to go ahead and use this function.

 

• In my program details, some participants do not show an email address?

 

If you see that this has happened, it most likely means that within that participant’s profile, the PRIMARY ADULT in their profile is not selected. Once this is selected, that email address show now appear.

 

• Go to Program
• Click on the child’s name to get to their profile.
• Click on the View entourage button.
• Click on the parent profile to check and make sure that all children in that family has a primary adult selected within their profile.
• Make sure the primary adult is selected and not left blank.