Activities

General Information

Name

Text

The name of the activity as it appears when registering or in reports.

See activity naming best practices.

Required.

Type

Text

The activity type that the activity is assigned to. For example: 'Private Lessons', 'Personal Training' or 'Regular Activity'.

Note that if an activity has not been assigned a type, it is automatically assigned the activity type of Classes. If you then want to change the activity type, you can do so on the Change Activity Type page.

The selections that you make on the Change Activity Type page determine which components appear on the Activity Functions and Activity Dates pages.

Number

Numeric

The activity number of the activity.

Ensure that the number follows the standard format for activities and daycare programs.

Required.

External Number

Numeric

If you use an external system that has its own activity numbering system, use this option to store the external activity number.

Education Unit

Numeric

Enter the number of credits this activity contributes towards a registrant's credit total when the registrant passes the activity.

Season

Dropdown list

The season when this activity is held.

Term

Dropdown list

The term when this activity is held.

Note: If you select a term with default registration dates and times, then ACTIVE Net automatically uses these settings and overrides any season default settings.

Status

Dropdown list

The status of the activity determines its availability for registration:

• Open: The activity is available for searching and registration. Although this is the default option for new activities, you can change this status to Tentative if you are not ready for registration to begin.

• Closed: The activity is not included in the default search on the staff site and displays on the customer site as closed and not available for registration

• Cancelled: The activity is no longer being held and all facility reservations have been removed. The activity is not included in the default search on the staff site and displays on the customer site as cancelled and not available for registration. All registrations must be refunded separately from the activity cancellation - this does not happen automatically.

Note: To set a Cancelled as of date (the date when the cancellation is effective in ACTIVE Net), select Cancelled, then click the calendar icon and select a date.

• Tentative: The activity is not included in the default search on the staff site and does not display on the customer site. This status is commonly used for activities that are very close to the minimum enrollment and may not end up running. Retired activities that are copied to a new season are automatically assigned this status, until you change their status.

• On Hold: The activity is not included in the default search on the staff site and does not display on the customer site. This status is commonly used for activities that have a technical issue and may not end up running.

• Retired: The activity is no longer active. It cannot be registered in and is only available for reporting. You cannot return retired activities to an active status. You can only retire activities from the Retire Activities page.

• Date Conflicted: The activity is not included in the default search on the staff site and does not display on the customer site. This status is commonly used for activities that may not end up running at the selected facility and so will need to have this updated prior to being switched to Open.

Organization Department

Dropdown list

The organization department that the activity is assigned to. For example: 'Art Department', 'Music Department' or 'Sports Department'.

Activity Category

Dropdown list

The category that the activity is assigned to. For example: 'Aquatics', 'Fitness', and 'Sport Camps'.

Activity Other Category

Dropdown list

The other category that the activity is assigned to. For example: 'Adult',  'Youth', and 'Senior'.

Note: This category is not a subcategory of Category but a separate activity filter.

Risk Category

Dropdown list

The risk category that is assigned to this activity.

Language

Dropdown list

This dropdown is displayed only if the Multi-lingual feature is enabled for your organization.

To create a new activity in French, select Français to highlight the fields that must be entered in French.

Catalog Description

Text

Text that appears on the customer (public access) site for this activity.

Financial Information

General Settings

Expense G/L Account

Dropdown list

Set the expense account to use for this activity.

You can override this setting at the department or category level.

Deferred Revenue Settings

Enable Deferred Revenue

Dropdown list

Select Yes to enable deferred revenue for this particular activity (overriding site or global deferred revenue settings).

Note: If you have not enabled deferred revenue globally, then this option is not available.

Revenue Deferral Period

Dropdown list

This option overrides the global revenue deferral period for activities.

The period frequency determines when revenue is recognized (i.e. when the deferred revenue account is debited and the revenue account is credited).

If you select Yearly:

• The system will use the fiscal year as an interval, similar to how it uses month, day, quarter, or week for the other selections.

• Revenue for the portion of inventory delivered in the current fiscal year is recognized immediately (at the time of the transaction) - just as though the site were using a straight cash-equals-revenue model - but with the following exception:

• Revenue for the portion of the inventory that is delivered in the next fiscal year is recognized on the first day of the relevant fiscal year.

If you select To Activity Start Date, ACTIVE Net recognizes all revenue on the first meeting date of the activity.

If you select To Activity Start Date and Fiscal Year End, transactions within the current fiscal year are recognized on the first meeting date of the activity. The remaining amounts are recognized on the first date of the next fiscal year.

Deferred Revenue GL Account

Dropdown list

Select the GL account to use for deferred revenue for this activity.

This setting overrides the global revenue deferral period for activities.

Subsidy

Allow Subsidy

Checkbox

To allow the use of a subsidy for this activity, select this checkbox.

Fee Contract

Fee Contract

Dropdown list

From the dropdown list, select a Fee Contract to attach to this activity.

You can select different fee contracts for the Public and Staff sites.

Tax Receipt

Tax Eligible

Checkbox

If the Tax Eligible check box is selected, payments made for the specified activity/membership package/Flexi Registration program are included in the Tax Receipt report.

If the Tax Eligible check box is not selected (default), payments made for the specified activity/membership package/Flexi Registration program are not included in the Tax Receipt report.

Third Party Billing

Allow Third Party Billing

Checkbox

If enrollments in this activity are eligible to receive third party billing payments, select this option.

Meeting Dates, Times and Locations

Site

Dropdown list

The site of the activity.

This site is the only site where the activity can be used, unless a staff user has multi-site permission.

Required.

Note: If this is a sub-activity and you want to select a different site location than the site assigned to its parent activity, select Enable "All Sites" Selection for Parent Activity on the Registration Configuration page.

Location Description

Text

Text that appears on activity reports below the Activity Site information.

Don't reserve Facilities

Checkbox

Event notes associated with the preparation code assigned to the activity.

This option is automatically filled up when you assign a preparation code.

Override Resource Closed Times

Check box

Select this option to override closed times for a facility when adding that facility to an activity.

Notes:

• This option is not available when you have selected Don't reserve Facilities.

• If the parent activities have any sub-activities, the Don't reserve Facilities option is selected automatically and is not changeable. Therefore the Override Resource Closed Time option is not available either.

Don't Create Meeting Dates

Checkbox

Select this option if you do not want to specify meeting dates for this activity.

Enter Date Description

Text

The text to display in the Meeting dates field in the Activity Detail page on the customer site. 

If you leave this option blank, then ACTIVE Net automatically displays the meeting dates and times on the page.

This field is normally left blank unless you want to override the automatic system display, or want to display different information in the Meeting dates field (for example, to keep meeting dates hidden on the customer site).

Note: Type <br> to create a new line in the text.

Reservation Pattern

Reservation patterns are combinations of days and times that you can assign to one or more facilities in order to quickly create a schedule of classes for an activity.

Reservation patterns are templates that ACTIVE Net uses to create each activity's class schedule.

The number of reservation patterns you create for each activity depends on the complexity of each activity's schedule: a simple schedule that has regular classes in a single facility may need only one reservation pattern, while a schedule with different days and times at multiple facilities needs multiple reservation patterns.

Note: If your activity has a complicated schedule, you may want to modify the Date Description field above to replace the automatically-generated summary of dates with your own description of the schedule.

Reservation Pattern Name

Text

Name of the reservation pattern.

Add Facility

Hyperlink/Listbox

The list of facilities assigned to the reservation pattern.

Click the link to launch the Facility Search page, where you can select facilities.

Note: Although it is not required, select a facility so that customers will know the location of the activity's classes.

Override the maximum attendance capacity of facility

Checkbox

Select this option to specify that enrollments in this activity ignore the maximum attendance capacity of the facilities listed in the Add Facility box above.

Disable this option to prevent any enrollments in this activity that exceed the maximum attendance capacity of the facilities in the Add Facility box above.

Preparation Code

Text

Time before and after a booking that will be blocked off for setup or cleanup.

Event Notes

Text

Event notes associated with the preparation code assigned to the reservation pattern.

This field is automatically filled up when you assign a preparation code.

May be revised or edited.

First Date

Date

The first date of the reservation pattern.

You can leave this date blank if this activity has a season attached. The start date of the season is used instead.

Last Date

Date

The last date of the activity.

Leave this option blank to specify that the activity is a one-day activity scheduled on the first date.

Note: If you leave both the first date and the last date blank, ACTIVE Net automatically uses the season start and end dates.

Week of Month

Checkboxes

Include the weeks of the month when the reservation pattern occurs.

Generally, only change this option from the default (all weeks selected) if the activity does not happen every week. For example: an activity that only happens on the first week of every month.

Minimum one week required.

To enter days of the week and times for classes in a reservation pattern:

1. Select a day of the week for the class from the Day of Week dropdown list.

2. Enter the Start Time for the class.

3. Enter the Duration of the class in hours and/or minutes.

4. Enter the Setup Time of the class in hours and/or minutes (optional).

5. Enter the Cleanup Time of the class in hours and/or minutes (optional).

6. Click the Create Dates button to save the entered days and times (only for existing activities).

To add classes on a different day of the week or time:

Click the Add hyperlink to the right of the existing days and times.

To delete classes on a specific day of the week and time:

Click the Delete hyperlink to the right of the day of the week and time to delete.

Note: You can create different class times and durations for different days of the week. You can also create multiple class times on the same day of the week as long as they do not overlap each other within the same reservation pattern. There is no limit to the number of day of week and time combinations that you can create for each activity.

Delete

Button

Select to delete the reservation pattern along with all associated meeting dates.

Add Reservation Pattern

Button

Select to create a new reservation pattern for the current activity.

Participant Information

Participant Restrictions

Residency Type

Dropdown list

The residency status of customers who are allowed to register for the activity:

• Both: Residents and non-residents are allowed to register. Default value.

• Resident Only: Only residents are allowed to register.

• Non-Resident Only: Only non-residents are allowed to register.

Gender

Dropdown list

The gender of participants allowed for this activity.

Minimum Age

Numeric

The minimum age (in years, months and weeks) of a customer who is eligible to register in this activity.

Customers must be at least this age to register.

If left at the default of 0, there is no minimum age restriction.

Maximum Age

Numeric

The maximum age (in years, months and weeks) under which customers are eligible to register in this activity.

Customers must be less than this age register.

If left at the default of 0, there is no maximum age restriction.

Grades

Dropdown lists

The grade range allowed for this activity.

Grade minimum and maximums work in combination with age minimum and maximums such that the widest range of ages is used:

• If minimum grade is blank then the activity minimum age is used.

• If minimum grade is filled but the minimum age associated with that grade record is greater than the activity minimum age then the activity minimum age is used.

• If minimum grade is filled and the minimum age associated with that grade record is less than the activity minimum age then the grade minimum age is used.

• If maximum grade is blank then the activity maximum age is used.

• If maximum grade is filled but the maximum age associated with that grade record is less than the activity maximum age then the activity maximum age is used.

• If maximum grade is filled and the maximum age associated with that grade record is greater than the activity maximum age then the grade maximum age is used.

The customer's age is adjusted by the years ahead of grade field. This adjusted age and must fall between these minimum and maximum values. 

Note: If the minimum and maximum age values are 0, the grade values have no effect.

Age Calc Date

Date

The date by which the age of registrant is calculated.

For example: This option permits you to have a rule where customers must be of a certain age by September 1st (or any specific date) regardless of the start date of the activity.

Maximum Age for Multi-person Fee

Numeric

The maximum age for which a customer is eligible for a multi-person discount (if there is one attached to the program). For example: If there is a multi-person discount that is only applicable for customers under the age of 18, the maximum age for multi-child discount would be set at 17.

If you leave this setting at zero, there is not an age limit qualification for the multi-person discounts.

Note that existing programs with an age limit of 0 are updated to the age listed in the Minor Age fields of the System Settings - General page. This ensures that the functionality for existing programs is retained.

Alternate Key Type

Hyperlink

Only customers with this alternate key type can register in this activity.

1. Click the underlined Alternate Key Type link to open the Alternate Key Type List page.

2. Select one or more items in the Alternate Key Type list or click Add All Selected for batch selection.

3. Click Done to finish the selection.

To learn more about alternate key types, go to the Alternate Key Type page.

Alternate Key Status

Hyperlink

Only customers with this alternate key status can register this activity.

1. Click the underlined Alternate Key Status link to open the Alternate Key Status List page.

2. Select one or more items in the Alternate Key Status list or click Add All Selected for batch selection.

3. Click Done to finish the selection.

To learn more about alternate key statuses, go to the Alternate Key Status page.

Notes:

• If you specify multiple alternate key types and alternate key statuses, then customers who match at least one of the conditions qualify for the activity.

• When enrolling in an activity, if the customer does not have the specified alternate key type and alternate key status, a new override message is shown. Only authorized staff with the profile: Front Desk: Registration/Daycare/Membership - Registration Override Authority can override the message to continue the transaction.

How Many Participants

Minimum

Numeric

Minimum number of customers who must be registered in the activity for the activity to be held.

Maximum

Numeric

Maximum number of customers who can be registered in the activity.

Note: To specify that no registrants are permitted without an override, leave this option set to 0.

Ignore maximum participants

Checkbox

Option to ignore the maximum number of participants. 

If you select this checkbox, then staff users do not need override permission to register customers in this activity after the maximum has already been met.

Use this option for activities that have no participant limit. If you then set the maximum to 0, then you do not need override permission to register a customer.

Ignore parent activity's maximum participants?

Checkbox

Change Sub-Activity Detail page only.

To set the maximum number of participants for a sub-activity differently than for the parent activity, select this option.

By default, this checkbox is selected if:

• You have selected Set ‘Ignore maximum participants for parent activities and Ignore parent activity's maximum participants for sub-activities checked by default?

• You have created or attached a sub-activity.

Maximum Enrolment Per Receipt

Numeric

Maximum number of enrollments allowed for a single receipt.

If registering for more than the maximum allowed, staff users must create a new receipt transaction.

Online Quota Override number For number days after in-person registration starts

(Only displayed if set up by Active staff)

Numeric

Enter a number of registrations and a number of days if you want to ensure that a portion of your enrollments are reserved for customers who may not have access to an internet connection.

The number of registrations refers to the maximum number of registrations allowed online on the customer (public access) site.

Use this number to limit the number of enrollments on the customer site and to reserve a specific percentage of enrollment slots for in-person registration.

After the activity reaches the maximum number of registrations, override permission is needed for further online registrations.

After specifying a number of enrollments, enter a number of days after which the restriction on online enrollments will expire.

For example: If your activity fills up quickly as soon as it is open to online enrollment, then you may decide to specify a maximum online enrollment of 75% until 7 days after in-person registration starts. In this case, online customers who enroll as soon as they can will fill up a maximum of 75% of your seats for your activity, but you will still have 25% of your seats available to customers who enroll in person. If your activity is not yet full after 7 days, then online enrollment is re-opened. This maximizes the number of enrollments that you take while still ensuring that your customers who don't have access to online registration get the chance to enroll.

To use this feature, contact your ACTIVE Net account manager.

Ignore online quota

Checkbox

Option to start disregarding online quotas for this activity.

If this activity's online quotas are full but it still has spots available after the initial registration rush, use this option to open up any remaining spaces to both online users and in-person customers.

Trial Class Capacity

Numeric

Number of seats available for attending the class on a trial basis.

Trial Class Capacity is treated as space beyond the normal capacity, and so does not affect the regular activity registration capacity.

Allow Trial Class

Checkbox

Select this option if this activity is available on a trial class basis.

Minimum Members Per Team

Numeric

Minimum number of members required for a team, if team registration is allowed.

Maximum Members Per Team

Numeric

Maximum number of members allowed for a team, if team registration is allowed.

Minimum Members Per Group

Numeric

Minimum number of members required for a group.

Maximum Members Per Group

Numeric

Maximum number of members allowed for a group.

Online Note - Activity is Full

Text

Notes to display on the public site's Activity Detail page when the activity is full.

Use this text to direct online customers to alternate activities, if applicable.

Online Note - Online Quota is Full

Text

Notes to display on the public site's Activity Detail page when the activity's online quota is full, if applicable.

Use this text to direct online customers to in-person enrollment methods.

Note: This box only appears if the Online Quota Override (above) is something other than zero.

Enrollment Dates/Times

Note: None of these dates are required. If they are all blank, anyone can register at any time.

First Date/Time To Display Online

Date/Time, Numeric

First date and time when the activity is visible to customers in the CUI.

Allow priority registration for returning participants

Checkbox

To allow returning customers (customers who have previously registered for the activity) to register before new customers, select this option.

Note: This option is only available if you first enable priority registration.

Priority Registration Window

Note: To view this section, select Allow priority registration for returning participants above.

Enter the dates and times when returning customers are allowed to register for the activity. The fields are the same as in Registration Window 1, except the dates and times apply to customers defined as returning participants.

Registration Window 1

Set the:

• First Day/Time In Person / To Be Open Online to the date/time from which all customers (other than members and/or non-residents, if configured below) can register, or blank to allow registration on any date/time.
• (Members) date to the date from which members can register, or blank to ignore whether a customer is a member.
• (Non-residents) date to the date from which non-residents can register, or blank to ignore a customer’s residency.

Note: The (Members) date takes precedence for customers who are both members and non-residents.

Use exact dates

Radio Button

Select this option to specify exact start dates and times for each type of registration.

Use number of days before activity start

Radio Button

Select this option to specify that each type of registration begins a certain number of days before the activity start date.

Note: Entering:

• Blank (default) Days before Activity Start Date allows the corresponding registrant type to register on any date.
• 0 Days before Activity Start Date allows the corresponding registrant type to register only on or after the start date of the activity.

First Day/Time In Person

Date/Time, Numeric

First date and time when customers with resident status are permitted to register in person.

Defaults from the season record.

(Non-residents)

Date/Time, Numeric

First date and time when customers with non-resident status are permitted to register in person.

Defaults from the season record.

(Members)

Date/Time, Numeric

First date and time when customers with memberships are permitted to register in person.

Defaults from the season record.

Last Day/Time In Person

Date/Time, Numeric

Last date and time when any customer can register in person.

Defaults from the season record.

First Day/Time To Be Open Online

Date/Time, Numeric

First date and time when customers with resident status are permitted to register on the customer site.

Defaults from the season record.

(Non-residents)

Date/Time, Numeric

First date and time when customers with non-resident status are permitted to register on the customer site.

Defaults from the season record.

(Members)

Date/Time, Numeric

First date and time when customers with memberships are permitted to register on the customer site.

Defaults from the season record.

Last Day/Time To Be Open Online

Date/Time, Numeric

Last date and time when any customer can register on the customer site.

Defaults from the season record.

Add Reg Window

Button

Option to add additional registration windows. Click this button if you want to create different groupings of registrations within the same event.

Text

User Notes

Text

If you enter notes in this field, a flashing siren icon  appears next to the activity when it is selected for registration.

You can use these notes to remind staff of special instructions that they may need to give to customers registering in this activity.

Customers do not see these notes on the receipt or on the customer site.

Online Notes

Text

Notes in this box are displayed on the Activity Detail page on the customer site.

Receipt Notes

Text

Notes entered in this field are printed on the receipt issued after payment for this registration. 

These notes are specific to this activity's registrations and do not override the Receipt Text that you have entered at the site or financial level.

Survey Block

Text

Block of survey questions that appear on the confirmation card.

Online Withdrawal and Transfer

Use default withdrawal configuration

Radio button

Select this option to use the default online withdrawal setting for activities.

Override

Radio button

Select this option to override the default online withdrawal setting for activities.

Allow withdrawal no later than # days before the Activity starts

Checkbox

If you have selected Override above, then select this option to allow online customers to withdraw from their own registrations over the public site.

Enter the deadline in number of days before the activity start that refunds are allowed.

Use default transfer configuration

Radio button

Select this option to use the default online transfer setting for activities.

Override

Radio button

Select this option to override the default online transfer setting for activities.

Allow transfer no later than # days before the Activity starts

Checkbox

If you have selected Override above, then select this option to allow online customers to transfer from one activity to another over the public site.

Enter the deadline in number of days before the activity start that transfers are allowed.

Options

No internet registration

Checkbox

Option to restrict registration in this activity so that customers cannot register in this activity on the customer (public access) site.

Require initials online

Checkbox

Option to require initials online.

Hide on internet

Checkbox

Option to hide this activity on the internet so that customers cannot view this activity on the customer site.

This option also renders the records for asset data as ineligible for asset publication.

Notification on

Checkbox

Option to notify staff through email when a customer registers online.

No quantity-based enrollment

Checkbox

To prevent customers from selecting more than one spot in the registration process, select this option.

If you do not select this option, customers can request multiple spots (seats) for each registration.

Use Pass or Fail

Checkbox

Option to record pass or fail grades for registrants in this activity.

Select this option to require registrants to pass this activity before they can register into any other activities that have this activity as a prerequisite. 

If you do not select this option, a registrant must have completed this activity to meet prerequisites.

Pass or fail grades are recorded for registrants on the Activity Roster.

Allow internet marking

Checkbox

Option to allow instructors (or any authorized personnel) to record participant grades online on the customer site for activities that have the Use pass or fail option selected.

Require withdraw reason

Checkbox

Option to make the reason for the customer's withdrawal from an activity mandatory.

If you select this option, then a reason for the withdrawal is required on the Refund Transaction page.

Require Authorized Pickups during Enrollment

Checkbox

Option to require an authorized pickup during activity enrollment. If this checkbox is selected, then end users must select an authorized pickup during activity enrollment.

Default: Unchecked.

To require end users in the CUI to select an authorized pickup, select the System Settings > Configuration – Online > Change their authorized pickups setting. If this setting is unchecked, then in the CUI, during activity or FlexReg program enrollment, the Authorized Pickups section is hidden.

Allow Ignore Schedule Conflict?

Checkbox

Select this option to allow consumers in the CUI to ignore schedule conflicts and proceed with their registration for activities of this category.

This option can be selected only if the Allow users to ignore schedule conflicts except for conflicts in the same activity/program category (for the redesigned workflow) option below is NOT selected.

Allow users to ignore schedule conflicts except for conflicts in the same activity/program category (for the redesigned workflow)

Checkbox

Select this option to allow consumers in the CUI to ignore schedule conflicts (except for conflicts within the same activity/program category) and proceed with their registration for activities of this category.

This option can be selected only if the Allow Ignore Schedule Conflict? option above is NOT selected.

Show system-generated price info online

Checkbox

Select this option to show the online Price field at the activity level.

If this option is not selected, then online customers cannot see a price breakdown (e.g. per hour) of the activity cost on the customer site.

Show primary fee only

Checkbox

To display only primary fees and hide all non-primary fees on the online activity details page, enable this option.

Note: This option is automatically disabled if Show system-generated price info online (above) is disabled.

Show Scholarship online

Checkbox

To hide scholarship discount information on the online activity details page, disable this option.

Note: This option is automatically disabled if Show system-generated price info online (above) is disabled.

Allow Express Registrations?

Checkbox

Select this checkbox to allow drop-in customers to register for this activity without signing into or possessing an ACTIVENet account.

Note: Selecting this checkbox automatically unselects and disables the Allow Waiting List? checkbox.

Allow Waiting List

Checkbox

Option to create a waitlist for the activity.

• If you select this checkbox and the activity is full, then staff have the option to either enroll the customer in a waitlist or to overenroll in the activity.

• If you do not select this checkbox and the activity is full, then staff only have the option to overenroll. No waitlist is available.

Allow selling prerequisite membership when wait listing online

Checkbox

Note: To use this function, select Allow Waiting List above.

Use this option to configure selling prerequisite memberships for an activity:

• To allow selling a prerequisite membership to a waitlisted customer, select this option.

• To restrict selling a prerequisite membership to a waitlisted customer, leave this option blank.

Allow Enroll with Deposit

Checkbox

To allow customers to enroll with a deposit for this particular activity, select this option.

Show teams and groups as individual registration selections

Checkbox

Option to show teams and groups as individual registration selections.

Flag as new activity on internet until

Checkbox

Option to flag new activities on the customer site up to a specified date.

If this option is selected, a New! icon is displayed beside the activity name.

If you do not specify a date, the activity is always flagged as new on the customer site unless this checkbox is deselected.

Display on Online Calendar

Dropdown list

If you want this activity to display on an online calendar, then select the calendar from the list.

The calendar list displays all calendars that are for the same site as this activity.

This option does not affect how this activity displays on the activity search page on the public site.

Note: This option is disabled if the Hide on internet option (above) is selected.

Hold Roll-over Registration Seats for ___ days or until ___

Checkbox, Numeric, Date

To hold private lesson spaces for returning customers for this activity:

1. Select the checkbox.

2. Do one of the following:

• Enter a number of days to hold seats for, OR

• Specify an expiration date for holding the private lesson slots.

Note: This option overrides the global registration roll-over option on the Registration Configuration page.

Allow Instructors to Edit Participant Skills Online

Checkbox

Option for instructors to edit and review a customer's skills on the customer (public access) site.

Note that only skills attached to each specific activity are available.

Allow Attendance Entry

Dropdown list

Option to specify whether or not you want to be able to track attendance for this activity.

Select Use Default Value if you want this activity to allow or disable attendance based on whether its activity type (in the General Information section above) allows or disables attendance.

Otherwise, select either Yes or No.

Require USA Hockey number

Checkbox

Option to enable USA Hockey integration for a specific activity. (disabled by default)

An activity with this setting enabled will require a USA Hockey number to complete an enrollment.

To enable USA Hockey integration for your organization, please contact your ACTIVENet Account Manager.

USA Hockey Season

Listbox

This section is displayed when the Require USA Hockey number setting is enabled.

You can optionally move the required seasons from the Available box to the Selected box. In both the AUI and CUI, when a customer enrolls in an activity with USA Hockey seasons, the system validates if the provided USA Hockey number is valid for the selected seasons.

Racing Options

Note: This option needs to be enabled by Active staff in order for these fields to appear.

This Activity is a race?

Checkbox

Option to define this activity as a race.

This option enables all other racing options.

Manage bibs ranges for sub-activities

Checkbox

Option to manage bibs at the sub-activity level (and so no longer manage them at the activity level).

Immediate bib assignment?

Checkbox

Option to enable immediate bib assignment during enrollment.

This feature is not available for online registrants until the Race Organizer has run an initial group creation. After this, the batch bib assignment can be run which establishes a series of bib numbers.

All subsequent registrants (including online registrants) are able to have their bib assignments at the time of registration.

If you disable this setting and there are registrants waiting to be batch bib assigned, ACTIVE Net displays a warning that a batch bib assignment should be run. This is to honor the participants who registered first.

Note: If you disable this setting, only staff whose profiles are assigned the permission to manually change bib numbers are able to assign bib numbers.

Enter expected finish time?

Checkbox

Option to enable the minimum and maximum expected finish time dropdown boxes.

This option enables participants to include their expected finish times during the registration process.

Manage bib groups by number of participants?

Checkbox

Option to manage bib groups by the number of participants.

Select this checkbox to create groups by the number of participants. Enter the maximum number of or participants for the activity groups. ACTIVE Net then calculates the maximum expected finish time based on the registration up to this point, as well as the number of expected participants entered.

Disable this option to create groups by the expected finish time. Enter a maximum expected finish time for the activity groups. The maximum number of participants for the groups is only restricted by the bib numbers available.

Order batch bib assignment by

Radio buttons

Option to order the batch bib assignment either by:

• Expected finishing time: Bibs are assigned according to participant's expected finish times (from fastest to slowest).

• Name: Bibs are assigned according to alphabetical listing of participants.

Minimum expected finish time

Dropdown numbers

Minimum amount of time expected to finish the race.

If a minimum finish time is not required, leave this time at its default of 00:00:00.

Maximum expected finish time

Dropdown numbers

Maximum amount of time allotted to finish the race.

If a maximum finish time is not required, leave this time at its default of 00:00:00.

Confirmation cards available from

Date

The date upon which confirmation cards are made available to participants through their online accounts.

(This is only relevant if the cards are accessed online. Otherwise, the mailed cards are sent out using regular mail.)

Custom Question for Division

Dropdown list

List of all custom questions maintained in the system that can be attached to activities and their divisions (or daycare programs, membership packages, facility event types).

An activity can have multiple questions and a question can be attached to multiple activities.

Custom questions are asked when a customer registers for an activity.

Instructor Notification Email Settings

Enable Enrollment Notification Emails

To enable new enrollment and enrollment modification email notifications for this activity, click Add New.

To use the default options in the Instructor Notification Email Settings section on the Registration Configuration page for this activity, click Use Default.

The options below are available when this option is set to Add New.

Include registration effective date

Checkbox

To include the registration effective date in notification emails, select this option.

Include activity meeting dates and times (or date description)

Checkbox

To include activity-level meeting dates and times (if applicable) in notification emails, select this option.

Include activity location (or location description)

Checkbox

To include the activity-level location in notification emails, select this option.

Include private lesson bookings

Checkbox

This option is always selected to indicate that private lesson bookings are always included in email notifications, where applicable.

Include price

Checkbox

To include the price in notification emails, select this option.

Include staff notes

Checkbox

To include staff notes in notification emails, select this option.

Include receipt notes

Checkbox

To include receipt notes in notification emails, select this option.

Enrollment Email Subject

Text

Enter the email subject for new enrollment notification emails.

Default text: "Enrollment Notification"

Enrollment Email Header

Text

Enter the email header for new enrollment notification emails.

Default text: "Hello, This is an automated enrollment notification. Please see the details below."

Enrollment Email Footer

Text

Enter the email footer for new enrollment notification emails.

Default text: "No action is required. This is simply for your information. Thank-you."

Enrollment Modification Email Subject

Text

Enter the email subject for enrollment modification notification emails.

Default text: "Enrollment Modification Notification"

Enrollment Modification Email Header

Text

Enter the email header for enrollment modification notification emails.

Default text: "Hello, This is an automated enrollment modification notification. Please see the details below."

Enrollment Modification Email Footer

Text

Enter the email footer for enrollment modification notification emails.

Default text: "No action is required. This is simply for your information. Thank-you."

Enable Withdrawal Notification Emails

To enable withdrawal email notifications for this activity, select Add New.

To use the default options in the Instructor Notification Email Settings section on the Registration Configuration page for this activity, select Use Default.

Checkbox

Checkbox

Override Site and System Settings

Check for Duplicate Enrollments

Dropdown list

Option to override site and global system settings for checking for duplicate enrollments for this activity.

If you leave this option blank (default), ACTIVE Net uses your global settings.

If you set this option to Yes, ACTIVE Net checks for duplicate enrollments for this activity (regardless of global settings).

If you set this option to No, ACTIVE Net does not check for duplicate enrollments.

Associated Personnel

Instructor

Dropdown list

The instructor for this activity.

Tip: Click the binocular icon to open the Instructor Search page.

Note: When you create an activity, ACTIVE Net prompts you to add instructors who match the activity type for the activity. When you edit the activity, you are not prompted to add instructors. See Adding Instructors to an activity.

Supervisor

Dropdown list

The supervisor for the activity.

Skills

Available

Listbox

List of all skills in the system that you can attach to activities.

You can use activity skills to search for or report on activities.

Select a skill, then click the right-arrow button to attach it to the activity (the skill is transferred to the Selected list).

Selected

Listbox

List of skills attached to the activity.

Select a skill, then click the left-arrow button to remove it from the activity (the skill is returned to the Available list).

Award Codes

Available

Listbox

List of award codes that you can attach to activities.

An award code represents a single qualifying criterion for an award.

A single award code or a combination of award codes can be required to earn a particular award. Award codes are assigned to specific activities.

When registrants complete these activities, they earn the award codes towards a particular award.

Select a skill, then click the right-arrow button to attach it to the activity (the award code is transferred to the Selected list).

Selected

Listbox

List of award codes attached to the activity.

Select an award code, then click the left-arrow button to remove it from the activity (the skill is returned to the Available list).

Commission Qualification

Select whether the transactions involving this activity qualify for sales commission:

• Use Activity Category Default - Use the same setting as the activity category this activity belongs to.

• Yes - Transactions involving the activity qualify for sales commission (this overrides the activity category setting).

• No - Transactions involving the activity do not qualify for sales commission (this overrides the activity category setting).

Active.com Search Channels

To specify the search channels on Active.com that will categorize this activity, choose one of the following:

• To select sub-channels for this activity within the default channels specified on the Activity Category page:

1. Select Select Sub Channels under the Default Channels.

2. Select the sub-channels that you want to use for this activity.

• To select from all possible channels or sub-channels for this activity:

1. Select Override Default.

2. Select a channel for this activity from the Channel 1 list.

3. Select the sub-channels to use within this channel.

4. To add another channel, click Choose Another Channel.