Registration configuration

This page is used to define default settings for the registration module of the agency websites.

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Enrollment Settings

Online Receipt Email Settings

Activity Numbering Settings

Grade Settings

General Settings

Default Settings

Instructor Notification Email Settings

Team/Group Settings

Registration Roll-Over Settings

Attendance Options

Location

Administration > Registration Settings > Configuration

Modifying Settings

On the Registration Settings - Configuration page, you will find the following input fields with the option to Save at the bottom of the page:

Name of Field	Type	Description
Enrollment Settings
Maximum Online Enrollment (percentage) Until number Days after in-person registration starts	Numeric	Enter a percentage value 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 percentage refers to the maximum percentage of overall enrollments that you allow from the customer (public access) site. Use this percentage to limit the number of enrollments on the customer site and to reserve a specific percentage of enrollment slots for in-person registration. For maximum flexibility, the recommended value is 100 (also the default value if left blank). After specifying a percentage, enter a number of days after which the restriction on online enrollments will expire. For example: If you have activities that fill up quickly as soon as they are 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 a given 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.
Check Age during Enrollment?	Checkbox	Option to check age of customer at the time of registration against age restrictions maintained in the activity. If the customer does not fall within the age restrictions, override authority will be required to continue with the registration.
Check Membership Expiration during Enrollment?	Checkbox	Select to automatically check the expiration date for prerequisite memberships when enrolling a customer in an activity. If the customer’s current membership is a prerequisite for the activity, and the membership will expire before the end of the activity, a warning message appears. With the Front Desk: Registration/Daycare/Membership - Registration Override Authority profile, you can override the message and continue enrollment. Otherwise, the customer is charged to renew the required membership. If the prerequisite membership is a new membership that will expire before the end of the activity, auto-renewal fees are automatically included in the order confirmation and receipt.
Check for Duplicate Enrollments?	Checkbox	Option to check if the customer has already registered in the activity prior to registration. If the customer has already registered (or has a deposit on a registration or is on the waitlist), override authority will be required to continue with the registration.
Default to no quantity-based enrollments?	Checkbox	Option to default new activities to 'no quantity-based enrollments'. This can be overridden when creating individual activities.
Scholarship discounts activate based upon activity start date?	Checkbox	Option to have the scholarship discount activated on the date that the activity starts rather than the date of transaction.
Recreate payment schedules when modify enrollment?	Checkbox	If this option is selected when you modify an enrollment, ACTIVE Net will recalculate any payment plan amounts based on the current configuration (found at Administration > Registration Settings > Activities > Change Payment Plans) of the payment plan that you specified during the original enrollment. If there has been a change in the payment plan’s configuration since the original enrollment, ACTIVE Net will use the new configuration in recalculating payment plan amounts. If this option is disabled when you modify an enrollment, ACTIVE Net will recalculate any payment plan amounts based on the configuration that was in effect at the time of the original enrollment for the payment plan that you originally specified. ACTIVE Netwill not take any recent changes to the payment plan's configuration into account when recalculating payment plan amounts.
Ignore withdrawal date and delete all attendance and private lessons upon withdrawal?	Checkbox	Select this option to delete all attendance records and private lessons (both in the past and the future) when you withdraw from an activity and process a refund.
Allow Pre-Book Private Lesson Only?	Checkbox	Select this option to allow pre-booking of private lessons on the staff site.
Allow Pre-Book Private Lesson Only Online?	Checkbox	Select this option to allow pre-booking of private lessons on the public site.
Pre-Book Private Lesson Online Instruction Text	Text	Instruction text to display on the public site for pre-booked private lessons.
Regular Private Lesson Online Registration Instruction Text	Text	Instruction text to display on the public site for regular private lessons.
Enable activity express registration	Checkbox	Select this option to enable activity Express registrations to allow consumers to register in an activity without signing into or possessing an ACTIVENet account. After selecting this checkbox, enable Express registrations for a specific activity by selecting the AUI > Administration > Registration Settings > Activities > Add New button or (an activity > Name and Details > Change Details) > Options > Allow Express Registrations? checkbox.
Online Receipt Email Settings
Include Online Account Access Link?	Checkbox	Option to have the online account access instructions and link included in the receipt emails. If this checkbox is deselected, the online account access instructions and link will not be included in receipt emails.
Include Custom Questions?	Checkbox	If you select this checkbox, all the custom questions and answers will be included in the confirmation email sent after users register on the public site.
Receipt Email Subject	Text	Subject line of the email when a receipt is emailed to a customer. If this field is left blank, the default text will automatically be used.
Receipt Email Header	Text	Text that will be in the header of the email when a receipt is emailed to a customer.
Receipt Email Footer	Text	Text that will be in the footer of the email when a receipt is emailed to a customer.
Activity Numbering Settings
Use system generated activity numbers	Radio button	Option to use system-generated activity numbers. If this option is selected, new activities will be automatically assigned activity numbers when they are created.
Start activity numbers at	Numeric	Starting number when using system-generated activity numbers. For example: the first activity defined may be assigned 1, then 2, 3, and so on; or it may start from 1000, then 1001, 1002, and so on. This field is only enabled if using system-generated activity numbers.
Use custom activity numbers	Radio button	Option to use the custom activity numbering system of ACTIVE Net. The other fields below are only enabled when this option is selected.
No duplicate activity numbers across sites?	Checkbox	Option to enforce distinct activity numbers between sites. If this option is not selected, the same activity number can be repeated between sites even if the activities are not yet retired.
Only digits and decimal points allowed?	Checkbox	Option to restrict activity number to numbers and decimal points. If this is selected, the activity number cannot be alphanumeric or contain special characters.
Enforce activity number mask?	Checkbox	Option to enforce a predefined activity number mask. If selected, activity numbers must conform to the prescribed format. For more information, please refer to the activity numbering page.
Mask	Text	Activity number mask that will be enforced if the Enforce activity mask option is selected. Mask must be defined using hash (#) symbols.
Activity Group Match Characters	Numeric	The number of digits in the activity number which must match in order to qualify the multi-person discount for the activity fee. For example: If Activity Group Match Characters is set to 2, then activities with the same first two digits of their activity numbers will qualify for the multi-person discount.
Position used to designate Parent Season	Numeric	Set the position (character) in the activity number which represents the parent season for the activity. Example: In an activity number 1234.567, with 6 as the position for the parent season, 5 is the parent season.
Position used to designate Child Season	Numeric	Set the position (character) in the activity number which represents the child season for the activity. Example: In an activity number 1234.567, with 7 as the position for the child season, 6 is the child season.
Grade Settings
Calculate Grade Based on Age?	Checkbox	Option to automatically calculate children's school grades based on their ages. To allow system users to assign grades to customers independently of customer ages, disable this option.
Grade Determination Date	Date	Date that will be used to compute a customer's age to determine the grade level. For example: A customer has to be 6 years old as of Jan.1 (Grade Determination Date) to be admitted to the 1st grade.
Grade Advance Date	Date	Date that will be used to advance a customer to another grade. For example: A customer can be advanced to the next grade by Sept.1 (Grade Advance Date).
Enable GPA Tracking?	Checkbox	Click the Enable GPA Tracking? checkbox to track GPA on the basis of per activity type.
General Settings
Require Parent Seasons?	Checkbox	Option to require parent seasons to be selected when defining new activities.
Enable Usage Fees	Checkbox	To turn on usage fees (fees customers must pay before registering for activities), select this option.
Require payment information for non-monetary enrollment?	Checkbox	Select this check box to turn on the setting Require payment information for non-monetary enrollment in the system. When customers register for a free activity (on the staff or public interface), they must enter their credit card / electronic check information to finish the enrollment.
Bypass Activity Date Review?	Checkbox	Option to save the dates without requiring review.
Auto Copy League Dates to Activity Dates when Linked?	Checkbox	Option to attach an activity to a league.
Hide Date & Time for Parent Activity?	Checkbox	For activities where sub-activity settings determine the available dates and times, select this option to hide dates and times for the associated parent activity. This option can reduce confusion when customers register for sub-activities.
Enable "All Sites" Selection for Parent Activity?	Checkbox	To assign a sub-activity to a different site than the parent activity, select this checkbox. To keep sub-activities assigned to the same site as the parent activity, de-select this checkbox.
Allow Partially Reschedule Private Lesson Dates?	Checkbox	Use this function to reschedule a portion of a private lesson. For example - if part of a lesson is completed but you need to reschedule the remainder of the lesson. Select Allow Partially Reschedule Private Lesson Dates? In the Calculate Private Lesson Fees based on? dropdown list, select the method to use to calculate the private lesson fees for the remainder of the lesson: Original Duration (uses the original charge, prorated for the remaining amount of time) Fee Configuration (uses the activity level fee configuration)
Set ‘Ignore maximum participants’ for parent activities and 'Ignore parent activity's maximum participants' for sub-activities checked by default?	Checkbox	Option to ignore the maximum number of participants for parent activities and sub-activities. This option would most commonly be used for sub-activities where there is no limit. This checkbox is checked by default for newly created and attached sub-activities. Notes: After creating new sub-activities, user will be automatically directed to the Sub-Activity List page to make possible modifications to the number of participants. After attaching sub-activities, user can manually navigate to the Sub-Activity List page to make possible modifications to the number of participants.
Charge Payment Plan Surcharge Once per Family per _____	Checkbox; dropdown list	Select this option to charge payment plan service fees only once per family per season (in the dropdown list, select either Parent Season or Child Season). Once one family member is charged the service fee, other family members are not charged.
Levels of Sub-Activity for Activities Copy	Numeric	Enter the number of levels of sub-activities to copy when you batch copy activities. This setting also applies when you batch retire activities. For example: An activity Saturday Skating lessons might have the following nested sub-activities (i.e. sub-sub activities): Adult > Beginner Level > Class 1 > Session #1234. This is 4 sub-activity levels.
Allow Filter Transaction by Season/Term for Modify Enrollment and Modify Lesson?	Checkbox	Option to enable filters by season and term when searching for activities during a Modify Enrollment or Modify Lesson transaction.
Auto Close Activity after Last Date?	Checkbox	Option to enable a daily process that automatically sets activities to a status of Closed if the last date has passed.
Sort Instructors/Supervisors by Last Name in Dropdown Lists?	Checkbox	Option to always display lists of instructors or supervisors sorted by last name.
Free Charges' Online Description When Activities Do Not Allow Internet Registration	Text	Enter text to display on the customer (public access) site for $0 charges in activities that do not allow internet registration.
Do not Auto Reserve Seats for Customers on Wait List?	Checkbox	• If it is unchecked and the number of enrollees is less than the maximum participant capacity,for open activities the system automatically reserves open seats for any customers on the waiting list. • If it is checked, the system will not auto reserve seats for customers on the waiting list.
Default Days of Week for public Lesson Booking	Dropdown list	All Blank: Do not use any default days of the week for private lesson bookings. Use Activity Dates: Use the default days of the week that are specified for each individual activity’s private lesson bookings.
Enable Instructor Availability Approval?	Checkbox	Allow users to approve availability hours (on the staff site) or confirm availability hours (on the public site).
Allow refunds by individual classes for standard activities	Checkbox	Allow users to refund individual classes in a multiple-class activity registration.
Refund by the number of classes	Checkbox	Allow users to refund individual classes by the number of classes in a multiple-class activity registration (default).
Refund by selecting the classes to refund	Checkbox	Allow users to refund specific selected individual classes in a multiple-class activity registration.
Default Settings
Default Search Criteria
Activity Type	Dropdown list	The activity type, as selected from a predefined list. For example: Activity Package, Personal Training or Private Lessons.
Status	Dropdown list	The status of the activity, as selected from a predefined list.
Include	Dropdown list	The different kind of activities, as selected from a predefined list.
Default Settings for New Activity
Activity Type	Dropdown list	The activity type, as selected from a predefined list. For example: Activity Package, Personal Training or Private Lessons.
Status	Dropdown list	The status of the activity, as selected from a predefined list.
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.
No quantity-based enrollment?	Checkbox	To prevent customers from selecting more than one spot in the registration process, select this option. If this checkbox is not selected, 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. Enabling this option requires customers to pass the activity prior to registering in any other activities that have this activity as a prerequisite. If this option is not selected, a registrant must simply have completed the activity to meet prerequisites. Registrants are recorded as pass or fail 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 which have the Use pass or fail option selected.
Allow Enroll with Deposit?	Checkbox	To allow customers to enroll with a deposit for this particular activity, select this option.
Require withdraw reason?	Checkbox	Option to make the reason for the customer's withdrawal from an activity mandatory. If this option is selected, entering a reason for the withdrawal on the Refund Transaction page will be mandatory.
Include in catalog?	Checkbox	Option to include the activity in the activity catalog.
Show system-generated price info online?	Checkbox	Select to show the online Price field at the activity level. If not selected, you cannot see a price breakdown (e.g. per hour) of the activity cost on the customer (public access) site.
Show Scholarship Online?	Checkbox	To hide scholarship discount information on the online activity details page by default, disable this option. Note: This option is automatically disabled if Show system-generated price info online? (above) is disabled.
Allow Waiting List?	Checkbox	Option to create a waitlist for the activity. If this checkbox is selected and the activity is full; there will be the option to either put the customer on a waitlist or to over enroll in the activity. If this checkbox is not selected and the activity is full; there will only be an option to over enroll. No waitlist will be available.
Allow selling prerequisite membership when wait listing online?	Checkbox	Note: To use this function, you must select Allow Waiting List? above. Use this option to configure selling prerequisite memberships for an activity: To allow selling a prerequisite membership to a wait listed customer, select this option. To restrict selling a prerequisite membership to a wait listed customer, leave this option blank.
Allow Instructors to Edit Participant Skills Online?	Checkbox	Option for instructors to edit and review customers' skills on the customer (public access) site. Note: Only skills attached to each specific activity will be available.
Default Online Activity Detail Notes
Activity is Full	Rich text	Enter the message to display on the public access site for an activity that is full.
Online Quota is Full	Rich text	Enter the message to display on the public access site for an activity whose quota for online enrollments has been reached, if applicable.
Instructor Notification Email Settings
Enable Enrollment Notification Emails? To enable new enrollment and enrollment modification email notifications by default for new activities, select this option. The options below are visible when this option is selected.
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 and dimmed in order 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 by default for new activities, select this option. The options below are visible when this option is selected.
Include withdrawal date	Checkbox	To include the withdrawal date in notification emails, select this option.
Include withdrawal reason	Checkbox	To include the withdrawal reason in notification emails, select this option.
Include activity meeting dates and times (or date description)	Checkbox	To include activity-level meeting dates and times 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 and dimmed in order 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.
Withdrawal Email Subject	Text	Enter the email subject for new withdrawal notification emails. Default text: "Withdrawal Notification"
Withdrawal Email Header	Text	Enter the email header for new withdrawal notification emails. Default text: "Hello, This is an automated withdrawal notification. Please see the details below."
Withdrawal Email Footer	Text	Enter the email footer for new withdrawal notification emails. Default text: "No action is required. This is simply for your information. Thank-you."
Team/Group Settings
Enable Enrollment Notification Emails for supervisors/Team contacts/group contacts?	Checkbox	Option to customize enrollment notification email contents for supervisors/team contact/group contacts.
Enrollment Email Subject	Text	Enter subject for the enrollment notification email. Note: This option is only visible if Enable Enrollment Notification Emails for supervisors/Team contacts/group contacts? is selected above.
Enrollment Email Header	Text	Enter header text for the body of the enrollment notification email. Note: This option is only visible if Enable Enrollment Notification Emails for supervisors/Team contacts/group contacts? is selected above.
Enrollment Email Footer	Text	Enter footer text for the body of the enrollment notification email. Note: This option is only visible if Enable Enrollment Notification Emails for supervisors/Team contacts/group contacts? is selected above.
Registration Roll-Over Settings Use this section to hold private lesson slots for returning customers for the next season/term. In the Hold Roll-over Registration Seats for ___ days or until ___ fields, do one of the following: Enter a number of days to hold seats for, OR Click the calendar button to specify an expiration date for holding the private lesson slots.
Attendance Options
Mark all meeting dates as attended by instructor as the default?	Checkbox	Option for all instructor attendance to be marked as attended by default. By turning this option on, you will only have to change an instructor's attendance record if the instructor is absent. Note: If you create activities with this option selected, then later deselect this option, meeting dates are still shown as attended by the instructor by default. That is, once an activity is created, you cannot reverse this setting to change instructor attendance records for that activity.
Mark all meeting dates as attended by customer as the default?	Checkbox	Option for all customer attendance to be marked as attended by default. By turning this option on, you will only have to change customer's attendance record if the customer is absent. Note: If you create activities with this option selected, then later deselect this option, meeting dates are still shown as attended by the customer by default. That is, once an activity is created, you cannot reverse this setting to change customer attendance records for that activity.
Require Attendance Code for Attendance Entry?	Checkbox	To require users to enter attendance codes in order to save attendance entries, select this option.
When you select both Mark all meeting dates as attended by instructor as the default? and Require Attendance Code for Attendance Entry?, the Default Instructor Attendance Code dropdown list appears.
When you select both Mark all meeting dates as attended by customer as the default? and Require Attendance Code for Attendance Entry?, the Default Customer Attendance Code dropdown list appears.