Activity fees

Primary Charge

Charge Name

Dropdown list

The description of the charge to attach to this activity.

Required.

General Information

Charge Name

Text

A brief description of the fee for this activity.

This field defaults to the text from the charge description.

Required.

Charge Type

Text

The type of the charge. The options are:

• Fee - This is a standard fee that is charged to the customer (the Fee Information section is displayed).

• Discount - This is a discount that can be applied to fees (the Discount Information section is displayed).

Allow Override

Dropdown list

The option to allow a user to change the amount of this fee at the time of sale.

Possible values are Always, Never, and By Password (authority to override depends on the staff user's login permissions).

Required.

Fee Order

Numeric

The order defining where this fee appears in the list of charges.

In cases where multiple fees apply to an activity, arrange your fees so that the most commonly used fee appears first on the list.

Required, and must be greater than zero.

Customer Type

Dropdown list

The fee applies to customers of this customer type.

The customer type determines the charges applied for facility reservations, as specified in the Charge Matrix.

Specify the default customer type at Administration > System Settings > Configuration - Online.

Description

Text

Description of the charge.

Click the arrows to increase or decrease the size of the box.

Primary Fee?

Checkbox

Option to make this fee a standard fee for the activity.

Primary fees are displayed on the customer (public access) site as the standard fee.

Primary fees are also used when calculating instructor payments if the instructor is being paid based on a percentage of primary fees.

Fee Information

G/L Account

Dropdown list

The general ledger account to which the revenue from this fee goes.

This field defaults to the G/L account from the activity category attached to the activity or the G/L account from the charge record if there is no G/L account in the activity category (or if no activity category is attached to the activity).

Note: Only Expense type G/L and unclassified accounts are available.

Required (if charge is not a discount).

Charge Amount

Numeric

The amount of this fee.

If you entered a default amount when creating the charge record, this field defaults to that amount, but you can still change it.

Note that this is an optional field, so you can specify a zero dollar value for the fee for tracking purposes.

Trial class fee?

Checkbox

If you select this checkbox for the fee charge and attach it to an activity or program's fee charge structure, it is treated as the trial class fee and applied when you book a trial class for that activity.

Discountable?

Checkbox

To allow discounts to be applied to this fee, select this option.

To prevent discounts from being applied to this fee, leave this option blank.

Use Regional Pricing?

Checkbox

Option to enable regional pricing fields where you can create and assign different activity fees for different regions.

Enable this option to enable the regional pricing fields below. Here you can create any number of region and fee combinations.

Note that a region is comprised of a combination of one country and one or more provinces and/or states.

Per Booking Fee?

Checkbox

To apply a volume pricing plan to the activity, select this option.

Per Booking Per Hour Fee?

Checkbox

To apply a volume pricing plan to the activity, select this option.

Pro-rate during refund?

Checkbox

Option to calculate the refund based on sessions remaining for refunds.

Pro-rate during enrollment?

Checkbox

Option to calculate the charge based on sessions (classes of the activity) remaining for late enrollments.

Apply prorated amount from earliest to latest

Checkbox

Option to prorate the charge amount by total number of activity months (excluding months outside the enrolled date range).

Note that if the Pro-rate during enrollment setting is unselected, then this Apply prorated amount from earliest to latest setting is greyed-out and unselected.

Per Booking Fee Qualifications

Note: To enable this section, select Per Booking Per Hour Fee above.

To specify the time range where a per booking per hour fee applies, enter the minimum and maximum number of minutes.

Tip: This function is useful for bookings of less than an hour where the hourly rate does not scale equally to the time. For example, if the standard hourly fee is $100, but the 30 minute fee is $60, set the minimum to "0" and maximum to "30".

Minimum Minute(s) Per Lesson

Numeric

Enter the minimum number of minutes where the Per Booking Per Hour Fee applies.

Maximum Minute(s) Per Lesson

Numeric

Enter the maximum number of minutes where the Per Booking Per Hour Fee applies.

Tax Information

Taxable by?

Checkboxes

Option to select which taxes (as defined in the site record) are charged for this activity.

Charge - Prefill

Prefill Condition (Override)

Dropdown list

The condition under which this fee is automatically charged:

• Never: The fee is displayed but is not charged automatically, unless manually selected.

• Always: The fee is always charged automatically, unless deselected.

• If Resident: The fee is charged automatically if the customer is a resident.

• If Non-resident: The fee is charged automatically if the customer is a non-resident.

• If Minor: The fee is charged automatically if the customer qualifies as a minor based on the system setting age for minors.

• If Senior: The fee is charged automatically if the customer qualifies as a senior based on the system setting age for seniors.

• If Internet: The fee is charged automatically if the transaction is on the customer (public access) site.

• If Member: The fee is charged automatically if the customer has a current membership.

• If Non-member: The fee is charged automatically if the customer does not have a current membership.

All fees with applicable prefill conditions are charged.

For example: If the prefill condition on one fee is Resident and the prefill condition on another fee is Member, and the customer is a resident member, then both fees are charged.

Required.

Activity Team/Group Category

Dropdown list

Activity team/group category for which the charge is applied.

Only teams/groups belonging to the specified category are charged.

Team Prefill Condition

Dropdown list

Team or group conditions under which the fee is charged:

• No Teams/Groups: Fee is charged only if the customer does not belong to any team or group.

• Teams and Groups: Fee is charged if the customer belongs to any team or group.

• Teams Only: Fee is charged only if the customer belongs to any team or group.

• Groups Only: Fee is charged for groups only.

Activity Registration Qualifications

Activate (and show) Qualifying Activity Options?

Checkbox

Option to activate and show qualifying activity options.

This triggers an activity fee or discount based on a customer’s previous registration for any activity.

Activity

Listbox

Link to the activity search page, where you can select activities for which the global discount is valid.

Activity Category

Listbox

Link to the Activity Category page, where you can select categories for which the global discount is valid.

Activity Group Number

The number of activities (outside of the activity where the multi-person discount is defined) whose enrollments contribute to the defining activity’s global discount.

Customers registered in activities (other than the activity where the multi-person discount is defined) receive only a global discount if their activity also has a multi-person discount attached.

Note that you must set the Activity Group Match Characters setting to 0 on the Registration Settings - Configuration page for this option to be available.

Any Activity?

Checkbox

If you select this option, all activities qualify for the discount.

If you clear this option, only the specified activities qualify for the global discount.

Quantity

Minimum Number of Registrations

Numeric

Enter the minimum number of registrations for the qualifying activity during the specified time range needed to qualify for the discount.

Maximum Number of Registrations

Numeric

Enter the maximum number of registrations for the qualifying activity during the specified time range permitted to qualify for the discount.

During

Note: These options apply to both activity registration qualifications and multi-person charge qualifications.

Within the last _____(months) Optional

Numeric

Option to define a time range for displaying activity options.

Parent Season

Listbox

Link to the Parent Season List page where you can select seasons for which the global discount is valid.

Child Season

Listbox

Link to the Child Season List page where you can select terms for which the global discount is valid.

Regional Pricing

Select Use Regional Pricing to make these fields appear.

Add new regional pricing

Hyperlink

Click this link to display the fields where you can create new regional pricing definitions.

The regional pricing fields represent a combination of the Country, State, and Charge Amount fields.

Country

Dropdown list

Country to which the regional pricing is applied.

States

Listbox

States or provinces of the selected country to which the regional pricing is applied.

If the selected country has no states/provinces defined, this field remains disabled and the regional pricing is defined for the entire country.

To select multiple states/provinces, click each state/province while pressing the Ctrl key.

Charge Amount

Numeric

Financial charge amount to assign to the region.

Save Region

Button

Save the regional pricing definition.

Delete

Hyperlink

Delete a corresponding regional pricing definition.

Charge Override - Discount Information

This is a Discount

Checkbox

Specify that this fee is a discount and not a charge.

Discount Order

Numeric

Discount Group Number

Numeric

Enter a discount group number. Discounts with the same group number will be treated as part of the same discount group.

(The group number should be any positive integer from 0 to 1000 and must be a whole number.)

Discount Type

Dropdown list

Select whether this is a fixed amount or percentage discount.

Discount Percent

Numeric

The discount percentage (if it is a percentage discount).

Note: If the discount is a fixed amount discount, enter the discount amount in the Charge Amount field above.

Exclude other discounts in same group number?

Checkbox

Select this option to prevent combining the discount or scholarship with other discounts or scholarships in the same group number.

Online Settings

Prefill condition must be set to Never to use Online Settings.

Online Question

Text

Question to ask on the customer (public access) site to determine if this charge (or discount) applies to the registration.

This question is displayed along with a checkbox for the customer to select, so word this question appropriately.

Activation Code

Text

Password required to activate this charge (or discount) on the customer (public access) site.

For example: Members may be eligible for a special price, and may be given the activation code to take advantage of this price.

Allow Qty to be selected online

Checkbox

Option to allow registrants on the customer site to select how many units of the fee to include in the charge.

Minimum Qty Allowed

Numeric

Minimum number of units of the fee required to qualify for the charge.

For example: A family may need to purchase at least 3 tickets to qualify for the family price.

Maximum Qty Allowed

Numeric

Maximum number of units of the fee allowed to qualify for the charge.

For example: Only up to 5 family members are allowed to pay the family price.

Qualifies for Multi-person Registration

To qualify for a multi-person fee, persons must be less than __ years old.

Text

This maximum age is configured for each activity on the Change Activity page.

Minimum people

Numeric

The minimum number of people that must be registered in order to be eligible for the discount or fee.

Maximum people

Numeric

The maximum number of people that can be registered in order to be eligible with the multi-child discount or fee.

If the number of people is outside of the range, then the multi-person discount or fee does not apply.

Applies to all registrants up to a max?

(Otherwise applies to min - max only)

Checkbox

The fee is applied to each registrant used to reach the Minimum people and up to the Maximum people.

For example: if the Minimum people is set to 2 and the Maximum people is set to 4, and 5 people are registered, the fee is applied to persons 1 to 4 but not 5.

If this checkbox is not selected, the fee is only applied to the Minimum people to Maximum people registrants.

For example: if the Minimum people is set to 2 and the Maximum people is set to 4, and 5 people are registered, the fee is applied to people 2 to 4 but not 1 or 5.

Applies to lower cost enrollment on current receipt?

Checkbox

When you apply a multi-person discount to multiple enrollments (e.g. multiple activities), select this option to apply the discount to the cheapest enrollment.

Include prior registrations...

Within the last (Optional) ____ (months)

Numeric

Enter the time period during which to include immediate family member registrations to determine if multi-person fees are applicable.

Parent Season

Listbox

Link to the Parent Season List page where you can select seasons for which the global discount is valid.

Child Season

Listbox

Link to the Child Season List page, where you can select terms for which the global discount is valid.

Qualifies for Multi-activity Registration

Minimum activities

Numeric

The minimum number of activities that must be enrolled in on one receipt to be eligible for the discount.

Maximum activities

Numeric

The maximum number of activities that must be enrolled in on one receipt to be eligible for the discount.

Applies to all enrollments up to a max?

(Otherwise applies to min - max only)

Checkbox

If this checkbox is selected, the fee is applied to each enrollment used to reach Minimum activities and up to Maximum activities.

For example: if the Minimum activities is set to 2 and the Maximum activities is set to 4, and 5 activities are enrolled in, the discount is applied to activities 1 to 4 but not 5.

If this checkbox is not selected, the fee is only applied to the Minimum activities to Maximum activities enrollments.

For example: if the Minimum activities is set to 2 and the Maximum activities is set to 4, and 5 activities are enrolled in, the fee is applied to activities 2 to 4 but not 1 or 5.

Qualifies for Team Registration

Minimum members

Numeric

The minimum value of the estimated number of members field in the team record required to be eligible for the fee.

Maximum members

Numeric

The maximum value of the estimated number of members field in the team record required to be eligible for the fee.

Age Qualification

Minimum Age

Numeric

The minimum registrant age required to be eligible for the fee.

If left at 0 or blank, then there is no minimum age requirement.

Maximum Age

Numeric

The maximum registrant age required to be eligible for the fee.

If left at 0 or blank, then there is no maximum age requirement.

Alternate Key Qualification

Alternate Key Type

Hyperlink

Only the customers with this alternate key type are qualified for the activity fee:

1. Click the underlined Alternate Key Type link to display the Alternate Key Type List window.

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

3. Click Done to finish the selection.

You can use the Alternate Key Type page to learn more about alternate key types.

Alternate Key Status

Hyperlink

Only the customers with this alternate key status are qualified for the charge:

1. Click the underlined Alternate Key Status link to display the Alternate Key Status List window.

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

3. Click Done to finish the selection.

You can use the Alternate Key Status page to learn more about alternate key statuses.

Note: If you specify multiple alternate key types and alternate key statuses, customers who match at least one of the conditions will qualify for the charge.

Scheduled Fee Change

Charge Amount

Dates

Activation Date

Date

Date when the activity fee is in effect.

Expiration Date

Date

Date when the activity fee is no longer in effect.