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Add Forms and Checklist
The Forms and Checklists configured here will be shown in the public and sales site after completing their transaction. Based on the program type of the programs the appropriate Forms and Checklists will be shown. For example if the user chooses a public type program and camp type program, then the Forms and Checklists configured for Public program type and Camp program type will be shown in "Thank You" page.
 
Click Add New button
In the pop up window:
   
1.
 Select Program Type
2.
 Select Document Type.
3.
 Enter Form Name / Checklist Name (If the document type is Form then you must enter Form Name otherwise you must enter Checklist name)
4.
 Enter Description (Optional)
5.
 Click Browse button, In the Upload File window select the file and and click Upload button to upload the form/checklist file.
»
 You must upload pdf file only.
6.
 By default this will be set as active. If this is unchecked this form/checklist will not be shown in the public and sales site.
7.
 Click Save button.
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Edit Forms and Checklist Information
  1. Click E button
 
In the pop up window you can edit Form/ Checklist information.
 
2.
 Make the changes you want to make to the Form / Checklist.
 
3.
 Click Save button to update this edited information.
     
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Delete Forms and Checklist
1.
Select the Form(s) / Checklist(s) you want to delete. If you wish to delete all the Forms / Checklists displayed in that page, Click "Check All", to deselect all the Forms / Checklists click "Clear All".
2.
Click Delete button.
»
 The selected Form(s) / Checklist(s) chosen for deletion will be highlighted and displayed in the next page
»
 You have the option of deselecting the Form(s) / Checklist(s) if you do not want to delete.
3.
 Click Delete button to delete the selected Form(s) / Checklist(s).
  Or
  Click Cancel to move to the previous screen.
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Add Programs
Click Add New button
 
In the pop up window you can add programs for three types:
»
 Public
»
 Environmental Ed
»
 Camp
   
All the programs configured here will be shown in the public site. In the parks & recreation sales site the programs configured for the respective parks alone will be shown. For example if a program is scheduled for Park #1, then the programs configured for this park alone will be displayed.
   
1.
Select Program Type (Public, Environmental Ed, Camp).
»
 If Environmental Ed is selected "Requested" and "Scheduled" options will appear in this field. By default "Scheduled" will be selected. If "Requested" is selected in the public and sales sites, when the user selects this program they will be given the option of providing 2 dates of their choice.
2.
Select Park.
»
 If the required park is not available here, you can configure this in Configuration > Location. The programs scheduled for this park will be available in the public site and in sales site will be available for this park alone.
3.
Enter Program Name.
4.
Enter Description (optional).
This will be available to the public and sales officers when they click on Details button in their respective sites and when "Show Detailed Version" is checked.
5.
Enter Marketing Dates.
»
 During this period the program will be shown in the public and sales site, but the user will not be able to register for this. When they choose the program during this period in the pop up window the content configured for Marketing Content will be shown along with the registration dates. If Marketing content is not configured Registration dates alone will be shown.
6.
Enter Registration Date.
»
 The user can register for this program in public and sales site during this period only.
7.
Enter Program Date(s).
»
 This field will be hidden if "Requested" option is chosen for Environmental Ed program type.
8.
Enter Program Time.
»
 Enter program Start time in "From" fields and program End time in "To" fields. If a range of dates are provided in Program Date(s) then this time will be applicable to the days for the given date range.
»
 This field will be hidden if "Requested" option is chosen for Environmental Ed program type.
9.
Enter Total Seats.
10.
Enter Seats on Hold.
»
 The available seats that are displayed in the public and sales sites will be shown based on Total Seats - Seats on Hold.
11.
Enter Age.
12.
 Enter Maximum Group size (optional). This will be shown only for Environmental Ed program type.
»
 If this information is provided in the public and sales site when the user selects this program the number of seats cannot exceed this value per transaction.
13.
 Enter Maximum Adults per Group (optional). This will be shown only for Environmental Ed program type.
»
 If this information is provided in the public and sales site when the user selects this program the number of adults per group cannot exceed this value per transaction.
14.
 Enter Fees.
15.
 Enter Payment Due date.
»
 This has already been configured in Configuration > System Parameters. If the date is provided here, this will take precedence over the configuration done in Configuration > System Parameters. This will be displayed in the invoice when the user purchases Environmental Ed program. In the case of Camp program type and Public program type if the purchase value is not more than $10.00 or if the program(s) selected are in waitlist then this date will be shown in the invoice.
16.
 Check After Care. This will be shown only for Camp program type.
»
 If this is checked, this facility will be available when the user selects Camp program type in public and sales sites.
17.
 Check Before Care. This will be shown only for Camp program type.
»
 If this is checked, this facility will be available when the user selects Camp program type in public and sales sites.
18.
 Enter After Care Fees. This will be shown only for Camp program type.
»
 If nothing is filled in here, when the user selects this program in public and sales sites the cost will be shown as $0.00. If you would like to charge for this service ensure to fill in the cost in this field.
19.
 Enter Before Care Fees. This will be shown only for Camp program type.
»
 If nothing is filled in here, when the user selects this program in public and sales sites the cost will be shown as $0.00. If you would like to charge for this service ensure to fill in the cost in this field.
20.
 Enter Coordinator Name, Coordinator Telephone Number and Coordinator Email Address.
21.
 Enter Organization Code, Revenue Code, Sub-Revenue Code and Appropriation Code.
22.
 Check Waiting List.
»
 If you check this once the available seats (Total Seats - Seats on Hold) are completely sold out, then people who register after this will be put on waitlist. This quantity is restricted to the percentage configured in Configuration > System Parameters > Waitlist Value. (If the value is set as 100, then the number of seats to be allowed to be on waitlist is 100 % of Total Seats).
23.
 Check Active.
»
 Only if this is checked this will be listed in the public and the respective sales site.
24.
 Click Save button
»
 After adding a new program do not forget to enter the terms and conditions for this program by using T button in Actions column. Enter the Marketing content for this program by using M button in action column.
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Edit Program Information
1.
Click E button
In the pop up window you can edit program information.
»
 The program type cannot be edited.
2.
 Make the changes you want to make to this program
»
 If you are editing a program within the registration period and if some applicant(s) have registered for this program, then you will not able to change the Program Date and Time. If you want to change the program date you must use Postponement option, by clicking P button in Actions column.
3.
 Click Save button to update this edited information.
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Delete Program(s)
1.
Select the Program(s) you want to delete. If you wish to delete all the programs displayed in that page, Click "Check All", to deselect all the programs click "Clear All".
2.
Click Delete button.
»
 The selected program(s) chosen for deletion will be highlighted and displayed in the next page
»
 You have the option of deselecting the program if you do not want to delete.
3.
 Click Delete button to delete the selected program.
  Or
  Click Cancel to move to the previous screen.
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Search for Program(s)
»
You can search for a program based on County, City, Park, Program Type, Partial Program Name, Program Date(s) and Partial Coordinator Name.
»
 For example if you choose "Trap Pond" Park and "Public" Program type and when you click Search button, it will display all the public programs configured for Trap Pond Park.
»
 Close button will hide this filter.
»
 You can also Hide or View the search window by clicking "Search Filter" box.
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Add / Edit Terms & Conditions
»
 When the user selects a program in the public site this information will be shown in the Terms & Conditions pop up window. Only if the user click I Agree button in the pop up window the user will be able to proceed with the purchase.
1.
 Click T button in the Action column
In the pop up window
2.
 Enter the Terms and Conditions for this program in the box
3.
 If you want to display each condition in a separate line in the public site, click icon and a new row will appear below the previous one for the details to be entered
4.
 Continue the above process for multiple lines
5.
 After entering the Terms and conditions click Save button
 
»
 If you want to edit the Terms click T button, edit the information and click Save button to save the updated information
»
 If you want to edit the Terms click T button, check the unwanted terms and click Delete button
»
 Click Save button to save the updated information
   
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Add / Edit Marketing Content
»
 When the user selects a program in the public and sales site this information along with the registration dates will be shown in the Terms & Conditions pop up window. This will be shown only when the user selects this program during marketing period. If content is not provided here, the Registration Dates alone will be shown in the pop up window in the public and sales site.
1. Click M button in the Action column
In the pop up window
2.
 Enter the Marketing Content for this program in the box
3.
 If you want to display each condition in a separate line in the public site, click icon and a new row will appear below the previous one for the details to be entered
4.
 Continue the above process for multiple lines
5.
 After entering the Marketing Content click Save button
 
»
 If you want to edit the marketing content click M button, edit the information and click Save button to save the updated information
»
 If you want to edit the marketing content click M button, check the unwanted terms and click Delete button
»
 Click Save button to save the updated information.
   
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Postpone a Program
»
 When the program is postponed the information configured here will be sent to the Email Ids of the Applicants for this program.
»
 Apart from this in the public and sales site the postponed program record will be shown in yellow color and when the user clicks on P button in the action column in the pop up window the message provided in "Postponement Reasons" section will be shown.
»
 The old dates and time will be replaced with the revised registration date (if new) and revised program date and time in the public and sales site.
   
»
 Click P button in the Action column.
In the pop up window:
1.
 Enter Postponement Reasons.
2.
 Enter Broadcast Message.
In Revised Dates and Program Details:
3.
 Enter Description (Optional).
4.
 Enter the Revised Program date(s)
5.
 The Registration Dates configured for this program will be shown. If you want to revise the Registration Dates you can provide the new dates. If registration dates are provided it must be before the revised program start date.
6.
 Enter Program Time
7.
 Enter Payment Due Date (optional).
8.
 The Coordinator Name, Coordinator Telephone Number and Coordinator Email Address configured for this program will be shown. If you want to edit this information you can make the changes here.
 
»
 Before sending, to a take a preview of the email that is to be sent to the applicants and the message that is to be posted in the public and sales site click Preview button.
   
In the same window the following information will be shown:
Email message to applicants:
1.
 Today's date
2.
 The Subject will be shown based on the information provided in Configuration > Email Message > Program Postponement
3.
 The first paragraph will be shown based on the information provided in Configuration > Email Message > Program Postponement. In nothing was configured in this section. The email message will begin with Program Details.
4.
 The program details will comprise of County, City, Park, Program Type, Program Name and Previous Program Date(s) and Time.
5.
 Revised Date(s) and Time.
6.
 Contact Information will comprise of Coordinator Name, Coordinator Telephone Number and Coordinator Email Address.
7.
 The content provided in Broadcast Message will be shown.
8.
 After this the information shown here will be based on the information configured in Configuration > Email Message > Program Postponement > Footer Message
9.
 The Signature and Name of the user who logged in and postponed this program will be sent in the email.
»
 The Signature and Name will be shown based on the information provided in Security > Users.
   
Content to be posted in the public site:
1. The content provided in Postponement Reasons will be shown.
»
 If you want to edit the information shown in this page click Edit button otherwise click Send button to send this to the email ids of the applicants for this program and to post "Postponement Reason" in the public site.
   
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Cancel a Program
»
 When the program is cancelled the information configured here will be sent to the Email Ids of the Applicants for this program.
»
 Apart from this in the public and sales site the cancelled program record will be shown in red color and when the user clicks on C button in the action column in the pop up window the message provided in "Cancellation Reasons" section will be shown.
   
»
 Click C button in Action column.
In the pop up window:
1.
 Enter Cancellation Reasons.
2.
 Enter Broadcast Message.
   
»
 Before sending, to a take a preview of the email that is to be sent to the applicants and the message that is to be posted in the public and sales site click Preview button.
   
In the same window the following information will be shown:
Email message to applicants:
1.
 Today's date
2.
 The Subject will be shown based on the information provided in Configuration > Email Message > Program Cancelled
3.
 The first paragraph will be shown based on the information provided in Configuration > Email Message > Program Cancelled. In nothing was configured in this section. The email message will begin with Program Details.
4.
 The program details will comprise of County, City, Park, Program Type, Program Name and Program Date(s) and Time.
5.
 The content provided in Broadcast Message will be shown.
6.
 After this the information shown here will be based on the information configured in Configuration > Email Message > Program Cancelled > Footer Message
7.
 The Signature and Name of the user who logged in and cancelled this program will be sent in the email.
»
 The Signature and Name will be shown based on the information provided in Security > Users.
 
Content to be posted in the public site:
1.
 The content provided in Cancellation Reasons will be shown.
»
 If you want to edit the information shown in this page click Edit button otherwise click Send button to send this to the email ids of the applicants for this program and to post "Cancellation Reasons" in the public site.
   
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Copy Program Information
1.
Click CP button
In the pop up window, the details configured for this program will be shown.
2. You can make the changes you want to make and click Save button.
3. This will be added as a new program.

Search for Registration details
   
» You can view applicant's information based on County, City, Park, Program Type, Program Date(s), Partial Program Name, Partial Participant Name and Status.
» Status is mandatory and you can view applicant's details based on only one status.
» The statuses are Pre-Registered, Wait Listed, Payment Due, Payment Received, Accepted, Rejected and VOID.
   
Click Search Filter box to view / hide search filter.
 
1.
 Select Status.
2.
 You may choose the other criterias such as County, City, Park, Program Name, Program Date, Partial Program Name and Partial Participant Name.
3.
 Click Search button.
»
 Now the information based on the search criteria will be shown below the Search Filter.
4.
 Click Close button to hide search filter.
   
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Update Registration Status
 
 
»
 You can view Applicant details based on only one Status. The Statuses are Pre-Registered, Wait Listed, Payment Due, Payment Received, Accepted, Rejected and VOID.
»
 When you want to change "Payment Received" status to "Accepted" you can check if the applicant has sent the required forms (Form 1, Form 2 and Form 3) by clicking V button in Action column.
»
 In the Details pop up window, check Forms if you have received Form 1, Form 2 and Form 3 and then click Save button.
   
»
 If the Applicant has not sent the Form(s), and the difference between the current date and program start date is 3 weeks then a Send Email button will be shown in Action Column. Click Send Email button and 3 Week Reminder email message that is configured in Configuration > Email Message will be sent to the Applicant. Similarly if the difference between the current date and program start date is 2 weeks and 1 week. Send Email button will be shown in Action column for 2 weeks reminder and 1 week reminder. When you click on Send Email buttons the appropriate email configured for 2 weeks reminder and 1 week reminder will be sent to the applicant.
 
»
 When the results are shown based on Waitlist Status, in the Registration table the waiting list number of the applicants will be shown in "Waiting List #" column. For all the other statuses "0" will be shown in "Waiting List #".
 
1.
 Select the Applicant(s)
2.
 Select the Status you want to update to
3.
 Click Save button
 
»
 Based on the status selected the email message configured in Configuration > Email Message will be sent to the checked applicants.
 
»
 Before Proceeding to update registration details, ensure to provide appropriate email messages in Configuration > Email Message. Whenever the registration status is changed the email message configured in Configuration > Email Message for each status will be sent to the Applicant's email id. Email Messages have been configured for Payment Due, Payment Received, Accepted, Rejected and VOID. For Special Forms Reminder email messages have been configured for 3 Weeks Reminder, 2 Weeks Reminder and 1 Week Reminder.
   
You can change Pre-Registered status to:
»
 Payment Due
»
 Payment Received
»
 Rejected
   
You can change Waitlist to:
»
 Payment Due
»
 Payment Received
»
 Rejected
   
You can change Payment Due to:
  Payment Received
   
You can change Payment Received to:
»
 Accepted
»
 Rejected
»
 VOID
   
You can change Accepted to:
»
 VOID
   
You can change Rejected to:
»
 VOID
   
You can change VOID to:
»
 VOID Status cannot be changed to any other status.
   
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Check for Forms and Checklists Submission and send reminder(s)
 
When the status is changed from Payment Received to Accepted, you need to check if all the Forms are submitted.
»
 If the form has not been submitted by the applicant before 3 weeks of Program Start date, Send Email button will be shown in Action column.
»
 Similary Send Email button will be shown if the forms are nnot submitted before 2 weeks and 1 week ahead of the program start date.
»
 You can send a reminder to the applicant by clicking Send Email button shown in the action column. The email message configured in Configuration > Email Message will be sent to the applicant.
   
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