Setting up early-bird discounts

One of the ways we hope Camp & Class Manager can make things easier for you is in simplifying everything having to do with collecting money, so the way we designed it is so that once you set things up, the system can handle the whole process, from taking payments online and collecting balances all the way to depositing the funds into your bank account.

Part of how you can configure the system to do this work for you in just the way you want is to allow for different kinds of discounts to apply automatically, as well as being able to set up deposit amounts, and getting registrants signed up for payment plans to collect the remainder of their balances automatically.

Since you’re probably just at the beginning of getting things setup for next summer’s camp season, maybe a good type of discount to take a look at today is early bird discounts.

Setting up early-bird discounts

Early-bird discounts are set up in association with each session in a season, and specifically, at the level of each tuition, or price level, for each session. So, you can actually set different early bird discounts for different price levels, or even discount one price level but not another.

Just set a cutoff date for when is still considered ‘early’, and enter the early-bird price for each price level, and save the session, and that’s it.

Setting up early bird prices

After you save this configuration, your customers will see this price online, and will know how much of a discount they can still get if the register before the cutoff date (hovering over the question icon tells them how much the price will go up after the cutoff.)

Early Bird Price in Registration Form

And when you register someone internally too, you will see that the early-bird price is still in effect, but you have the option to charge them the standard price as well. You can even give someone the early-bird price after the cutoff date too, but we won’t tell anyone that if you don’t.

Early Bird Discounts Internally

So, that’s early bird discounts in a nutshell.

Next time we’ll talk about setting up deposits and payment plans and until then, hope you are enjoying the fall weather, and that you are feeling good about starting to get set-up for the 2015 camp season.

A rest, and then back to work…

Did you take that much-needed break after your busy summer camp season?

After running all your reports and collecting outstanding balances, this should be the time of year when you’ve been able to finally unwind and relax a bit.

But as you know better than anyone, running and administering a camp is a full-time job, and you are probably already starting to think about and plan for your next summer camp season! On the bright side, it’s never too early to start planning though, right?

Thinking about setting up a new season then, it’s a good moment to think about what we mean by a “season”. Well, in the way it’s meant to help you keep things organized in the Camp & Class Manager System, it’s a similar group of sessions that take place around the same time. So for example, if you run a sports camp, Summer Soccer 2014 may be a season you will want to set up. Within that season, you could have ‘Junior girls’ as one session, and ‘Junior boys’ as another, as distinct sessions that people could register for. A season begins on that start date of the earliest session and ends on the end date of the last session.

Click here for a step by step article to see how simple creating a season can be.

Will your future seasons be similar in setup or even identical to a season you’ve already run? Well then you can save yourself some time by copying an existing season. All the season and session information fields will be pre-filled for you; all you need to do is review and edit the details that are different in the new season.

We certainly hope you did get some time to rest, but as soon as you are ready to dive back in, we wish you the best of luck in getting your next seasons up and running. If you need any extra guidance, be sure to visit our Support Help Center for more tips and tricks, and as always, reach out directly to your account manager and our support team.

Meet the Camp & Class Manager Team – Zhang Na

We consider it a job well done if the features in Camp & Class Manager come out so intuitive and easy to use that you would think they were a breeze to build. As with any software product though, there’s a lot more than meets the eye in making something seem so simple in the end.

And therein lies the art.

This week’s post then is to introduce one of the talented “artists” behind the scenes, our development project manager Zhang Na.

Zhang Na was a math major in college, but has been working in software since graduation, including the last seven years with ACTIVE Network. She says she can’t remember much calculus now, but with the way she keeps track of numbers and remembers pretty much everything else, that may be the one thing you’d want to get a second opinion on when talking to her.

Zhang Na

Follow-up forms

There are two parts to taking registration for a camp or a class:

  • The essential administrative details of payment information and the basic biographic information about a participant and a parent.
  • All the more interesting and specific information about your registrants relative to the activity they are registering for.

With Camp & Class Manager’s new online follow-up forms, you can allow people to handle the essential administrative matters quickly, and then come back and add the more interesting information later at their leisure once their spot has been secured and the initial payment has been made.

Setting up follow-up forms

Follow-up forms are set up in the season setup workflow, in the same area where supplemental documents and forms could be configured before in the Registration forms step. You can still configure those items just like before (for items you want your customers to scan and upload via their online account) but now you can also set up online forms that your customers can fill in right inside the web-page in their online accounts.

Select Follow-up form as the Type of supplemental form you would like to create to you can start building an online follow-up form:

New Follow-up Form

The form creation process here works the same as when creating your primary registration form. The only difference is that online follow-up forms don’t include parent/guardian questions or any of the default participant questions.

Like the regular form builder though, you can add custom text blocks and subheaders, as well as custom questions from your question library and set conditions on each to only appear for registrants in specified sessions.

Building your form

And, like you could with supplemental forms and documents, you can set the entire follow-up form itself to only apply to registrants is specified sessions, as well as setting up a notification email that reminds your customers when it is close to being due.

How your customers fill out follow-up forms

Once you have saved a follow-up form for a season, your registrants will see a prompt to fill it out in their online account.

Of course if you set the form to only show for certain sessions in a season, it will only show for people in one of those sessions.

Follow-up form in SSUI

Filling out in SSUI

Your customers can fill out in one sitting if they want, or save as a draft to complete later, but either way they can take as long as they like.

Once they save it with all the required questions answered however, it will show as completed, and they will no longer be able to edit.

Before and after they finish though, the information that they enter, and the completion status is available to you from within the Camp & Class Manager system.

Reviewing and managing following up forms

Once you set them up and your customers start filling them out, there are a number of ways you can track and review follow-up forms within the Camp & Class Manager system.

On an individual level, you can see and manage a particular registrant’s follow-up forms, together with any scanned and uploaded documents, on the new Registration forms tab in the Registration view for that registrant.

Follow-up form in Reg View

At a higher level, you can track groups of follow-up forms (together with scanned and uploaded documents) on the Supplemental forms tab within any season:

Supplemental Forms Tab

You can also include questions included on a follow-up form in your custom reports, and both the status of and answers to all relevant follow-up forms will be included on your system standard Registration form report.

Making our system elegant to make your work easy

As always, our goal is to make our system take the parts of your job that are messy and time-consuming and make them simple and elegant. We hope that this new functionality does that for you, and we look forward to seeing the creative things that you will do with it, and also to hearing back how we can make it work even better.

Either way, our passion is helping you, so let us know, and until then, our warmest wishes enjoying the final days of summer.

Back to school!

Congratulations on making it through another camp season, and our best wishes on wrapping things up in the best possible way.

In the spirit of ending the summer and going back to school, this week’s blog post is a very basic refresher on the three basic system areas that make up Camp & Class Manager.

Don’t worry though, there’s no test at the end, and you can refer back to here as often as you like.

The Management System

As someone who works for a camp or school, this is the part of the system that you will spend the most time with. This is where you setup your camps and classes and the registration form for each season, where you see information about who has registered, and where you can review your finances and send out emails.

There is really a lot that can be done in this part of the system, and you can think of it having a few different general ‘modes’ that you can be in, depending on what you are trying to do.

You can get to any of these modes from your home page, which since it is the home page, appropriately functions as something like a home base.

Homepage current

Setup Mode

Setup or “season setup” is where you create and configure everything about a set of sessions that are grouped together as a season, including the sessions themselves.

Season setup is organized as a set of steps meant to be in logical order, starting from naming and categorizing the season itself, and then creating the sessions and discount rules and so forth for the sessions in that season, right through to flipping the switch and making registration available to the public.

Oh, and you can also design and configure the registration forms and follow-up information you want to collect from registrants, but more on that next week.

Season setup

Front Desk Registration

Front desk registration, or internal registration, is the workflow in which you can sign someone up who for whatever reason doesn’t want to or can’t sign up online. When you sign someone up yourself through the management system, you will be prompted to pay the amount of what would have been the deposit amount if they would have signed up online, but you can pay any amount you want, or nothing at all, and you can also make a record of payments given to you directly as check or cash.

Register someone link circled 2

General Management

Management is pretty much everything you will do in day to day operation once your seasons are setup and registration is started. You can drill into any particular season and see registration numbers and details for each session, you can run reports about your registrants, and you can group participants into cabins and other groups.

In general management mode, you can also send out mass emails, manage your finances, and search through a master list of your customers.

There’s way too much there to try to cover in a blog post, but if we’ve done our job right it should be pretty self-explanatory.

Management System

Account Settings

Account settings is where you can configure and update things about your organization. In addition to the basics like name and address, you can configure your official Facebook and Twitter identities, maintain a list of GL codes for use across seasons, and manage the list of users who can access your management system.

Organization Branding

The Registration Form

While the management system is for you to use in running your business, the registration form is the most important part of your offering to your customers.

Your organization only has one ‘root’ registration form, but once a registrant selects which season they would like to register for, what they see after that will all be according to how you have configured it specifically for that season.

You can also send out specific links that allow registrants to bypass the season selection step, as if they have already selected a particular season, and the same for specific sessions.

Depending on how you configure it, registrants can be required to pay in full in order to complete their registration, or pay a specific deposit amount, or nothing at all. It’s really up to how you want to configure things for each season.

Registration Form

The Online Account

In addition to the online registration form, the other main thing that you offer to your registrants is the online account. Everyone who registers online creates an online account in the process, and for those that are registered internally, you can invite them to create an online account too.

The link to your online account portal can be found or your management system homepage, and we recommend you put it prominently on your organization’s main website.

In the online account, your customers can check the status of existing orders, update information submitted at the time of registration, and submit photos and other documents that you want them to submit.

Online Account

One more thing…

Since this is the back to school edition, we would be remiss if we did not point you to where you can turn for further study.

The online help file and the support portal are always there for more in depth explanation of any system area, and an (admittedly, in need of an update, but still pretty useful) PDF Quick Start guide can be downloaded here.

But on that note, we  promised no exam, and none shall there be, and if the kids are indeed safely away at school, maybe there’s something more fun that you want to do with your day anyways.

It’s been an honor serving you through this summer and camp season, and we look forward to another wonderful year ahead, making the management part of your work easy, and leaving you free to do what you love most and do best.

Warmly,

The Camp & Class Manager Team.

 

 

Rich text blocks in registration forms

Your registration form is a kind of an emissary for your organization; if it works well and is clear and confident, it can create a good impression and simply get the job done.

Camp & Class Manager’s new rich text blocks let your registration forms get the job done even better by giving them the means to communicate plainly about the specific things your registrants need to know during the registration process.

To add a rich text block to your form

In the Form Builder, click Add form element in the upper right and select Text block.

Select text block

This opens the rich text editor, where you can set header and normal level text, use different colors and styles, and add links and bullet lists.

And don’t worry, links you add will always open for your registrants in a new tab or window, and will never take them away from the registration process

Create Text Block

Click Apply when you are done, and then drag and drop to get in the right place on your form, and then after you save your form, it will show up online looking pretty much exactly like it did in the form builder, just blended in a little depending on whether it’s being viewed in a registration form or in your customer’s online account.

Text block in Reg Form

And that’s really all there is to it to be able to add customized and very specific rich text instruction to your registration forms.

But there is one more thing actually if you want to get a little tricky.

After you save a text block to your form, you can come back anytime and use the Session applicability tab to set the text block to only appear for people registering for specific sessions.

Session Applicability

Conditional questions in registration forms

The point of an online registration form is to automate the flow of information between you and your customers. You send out a link, your customers fill in a form, and information flows seamlessly to a safe and secure place from which you can access it how and when you need.

The art then, is in asking the right questions in the right way, and making the whole process quick and enjoyable.

To that end, the new conditional questions feature is meant to make it easier and more to the point for registrants to only have to see and interact with the questions that are relevant to the sessions they are registering for.

Or, to put it another way, it allows you to ask the very specific questions to very specific groups of registrants without having to worry about bothering others.

Conditional questions

To set up questions on your registration form so that they are only seen by registrants from certain sessions, start by clicking the edit link in the form builder corresponding to any custom question you have added to a form.

Click edit link

You will notice that there is a tab called Session applicability:

Check the sessions you want

All sessions are checked by default, but after you adjust and click Apply, that question will only show up for people registering for one of the sessions you checked.

This applies both to the registration process itself, and to coming back later and editing in the online account, but it will always show up for you in the Camp & Class Manager system and in reports if you want to store information about registrants even if you didn’t ask or require it of them.

Note that you can easily tell which questions have conditions applied to them versus which display to all registrants:

Selected versus all

Also note that session applicability can be used for sub-headers and text blocks the exact same way as for questions, so you can set entire sections and more detailed instruction to only show for the people need to see it.

Add form element

To tell the truth, there’s quite a bit that can be done with session applicability, and as much as you want to do to customize and program your registration form, be our guest, but our hope is that you can quickly and easily create the registration form that is the quickest and easiest for your customers.

Because it’s a big world, and the sun is shining, and we’ve all got better things to do than filling out online forms, yeah?

Rebuilt and Redesigned Form Builder

Your goal is to provide amazing and life-changing experiences to the people in your community.

Our goal is to help you do just that more easily and efficiently, and to that end we are happy to share with you the newly redesigned and fully rebuilt form builder that lets you easily and intuitively create your custom registration form.

Building a form

To build or edit a registration form for a season, click setup on your home page corresponding to any season:

Click Setup Link

and then click Registration forms and Customize registration forms:Click Reg Forms and Customize

What you will see then hopefully requires very little explanation, but maybe there are a few things worth pointing out that will help you make the most of the new form builder.

The questions on your registration form are divided into two main sections; participant questions and parent/guardian questions. When the registrant is an adult, these questions will be integrated together, but when the registrant is a minor, the questions will be displayed in the registration form just like they are show in the form builder, divided into two distinct sections.

Between these two sections, there are three different types of questions:

  • Required default questions which must be included on all forms.
  • System default questions which can be included or not.
  • Custom questions, stored in your custom question library.

The default questions which are required to be on your form say Required by ACTIVE on the right. And while they cannot be removed, you can customize some things about the way they appear by clicking the edit link on the right.

The optional system default questions can also be customized in the same way, and you can also choose whether or not to include them at all by simply clicking Add or Remove depending on the state the question is already in.

Make it personal with your own custom questions

Custom questions are a little more interesting and let you really customize your form to get the specific information you need about your registrants.

To add custom questions to your registration form, click Add custom questions at the top of the form builder.

Add custom questions

You will then see a popup that lets you create new custom questions you need, and select the ones you want to include on the current season’s form.

Add custom question popup

The items you check on the left will be included on your form when you click Apply, and newly added items will show up at the bottom of the participant questions section, but you can then easily drag and drop to reorder, and also add subheaders to visually group questions together .

Add a subheader

Add a subheader popup

Looking forward

While we hope this is a big improvement in letting you create your custom registration forms quickly and enjoyably, we are look forward to sharing even more improvements with you in the near future.

Not to give away all our secrets, but what we’re working on next is the ability to configure questions to show up only for people registering for specific sessions, and also rich text blocks that can be included in your forms. And hopefully a lot more after that, but look for those two enhancements in just a few weeks.

In the meantime it is our pleasure, as always, helping you do the wonderful things you do in the world, and we welcome you to get in touch and let us know how we can do it even better.

To a happier, healthier, and more active world,

-The Camp & Class Manager team

Easy Self-Signup for ACH Direct Deposit

Our goal is to handle the busywork of running your organization as intelligently and elegantly as possible.

One of the ways we’ve always been happy to do that for you is by automating both payment collection and disbursement, and with our latest release we’ve made it even easier to get your agency signed up for seamless and secure ACH direct deposit.

Set up ACH direct deposit

To get started setting your agency up to receive funds deposited directly to your bank account via secure ACH direct deposit, click on the link to your Account settings in the upper right of your system.

Account Settings LinkYou’ll notice that there’s a new sub-page here especially for your financial settings, and note that only the organization owner or a designated administrator can make any changes in this area, but if this is you, go ahead and click the Financial settings link.

Financial Settings Link

Then, under How ACTIVE.com sends you payments, select ACH (Direct deposit), and enter the bank and account information where you would like your funds deposited.

Enter Bank Information

After you enter your bank information and Save, ACTIVE Network will make two small deposits to your bank account. This part can take up to 3-5 days, and if we could make it happen faster we would, but it’s worth it for the security of being certain your money is going to the account you want it to.

While you are waiting for the deposits to be made, here is what that area will look like:

Deposit Pending State

But as soon as the deposits have been made (again, apologies for the wait), it will change to look like this, where you can enter the amounts of the deposits that have been made to the account you specified. Note that they will show up in your account as being from Active Network, LLC, and also that the order you enter them in doesn’t matter.

Enter Deposit Amounts

Once you enter the correct deposit amounts and click Validate account your account is confirmed, and starting with the next full billing cycle your payments from ACTIVE Network will be automatically deposited to that account. At which point, it is our hope that you will have even one less thing to think about that takes you away from providing amazing experiences to those you are passionate about serving.

Which, speaking of…it’s summertime, so take two minutes to start the process of signing up for direct deposit, and then turn off your computer and get outside!

Custom Internal Discounts

Warm greetings from the Camp & Class Manager team! We hope the warmer weather is going hand in hand with a heating up of your registration numbers, and a rising excitement for camp season in general.

This month’s system enhancement is to help you care for and serve each of your customers by being able to easily adjust the price of a registration for people that need or deserve it for different reasons.

Creating a discount library

To be able to apply discounts you first need to create them in your internal discount library. Your internal discount library can be found at the discounts step of the season setup process for any season, but unlike most everything else in the season setup process, the contents of your discount library are universal across all seasons. So, if you create a ‘Financial hardship’ discount for one season you will be able to apply it to registrations in other seasons as well.

Internal discount libraryNew Internal Discount WindowInternal discounts list

Note that the dollar amount you set for a given discount is just the default that will be suggested each time it is applied. You will have the ability to change this number in case you want to award an alternate amount.

We’ll get to that…

Applying internal discounts

Once you have created the discounts you want to use, the next thing to do is to apply them. True to the name, internal discounts can only be applied internally, by you and at your discretion, but you can add them either at the time of registration to new orders, or after the fact to existing registrations.

Applying to new registrations

To apply an internal discount to a new registration, proceed through the registration process to the Review order and check out stage, and click the Add other discount link at the bottom.

Add discount to new registration

You can then choose the discount you want to apply, and set the amount you want to apply it for in this instance.

Add discount to order

And you will see the discount added as a line item to the registration.

Discount applied to new order

Note that if there was more than one registration on the order the discount would automatically apply to the most expensive session, and then, if there were funds left over the remainder would apply to the next most expensive session, and so on.

Applying to existing registrations

You can apply internal discounts to existing registrations just as easily as you can to new registrations. For a registration you want to discount, just find the order in Order view, and select Apply Discount > Add other discount. And just like with a new order, you can select the discount you want to apply and set the amount for that specific case.

View Order

Add Other Discount

Reporting on discounts awarded

Once you have given discounts, something you will probably want to do is to report on how many you have given, and in what amount. The new Internal discount report will help you do this easily.

To run the Internal discount report, just click the link in the right sidebar of the Financial Center.

Internal Discount Report Link

For the season and date range you specify (or you can select All Seasons) the report will show you the number of sessions discounts have been applied to, what the largest instance of each discount was, and the total amount discounted with a particular discount.

Internal Discount Report

In addition to this special report, discounts are also included in Camp & Class Manager’s standard transaction reports. This report will include the GL codes associated with your discounts if you choose to assign, and can be exported to Excel for further analysis.

As with all we do, we hope that this new capacity in Camp & Class Manager helps you be better at what you do – bringing people together to make themselves and their communities healthier, stronger, and wiser. That is what gets us all out of bed in the morning, and we are honored to have the chance to help you do it.