Registration
The registration process for new parents
The registration flow was thoughtfully designed to be smaller forms which are easier to digest and allow a parent to return to their previous spot when they need to step away.
The registration form is currently broken out into several sections, which correspond to the sections in the registration form builder, including some extras mentioned below.
Once a parent registers, they will be brought through the following sections
Parent Contact Info
Parent Demographics
Participant Info
Participant Contact Info
Participant Demographics
Participant Medical
Participant Academics
Participant Emergency Contacts
Once a parent finishes the emergency contacts section, they have the choice to continue forward, or add another participant.
If they choose to continue, the registration form will be processed and any data associated with your custom fields will be saved.
If one choses to add another participant, they will be brought back to the beginning to repeat the form sections again.
Once they continue, they will be brought to the membership or enrollment sections - based on your portal settings.
Membership
Memberships are a new component to online registration via the parent portal. Since memberships are a required component to OnTrack, we thought it would be best for the parent to see what other fees may be associated with registration - up front.
However, any given organization can operate differently, including not ever utilizing a membership. In that case, we've designed the portal settings to be able to skip the membership selection page, by selecting a default membership level and checking the Skip Membership Page checkbox. This will assign a membership level to every participant in the registration who does not already have a valid membership for the default level selected.
Membership levels shown online are controlled by the membership level in site setup. There is a Displayed Online property. There is also a Display Order property which controls the order in which they are displayed.
Enrollment
In an ever evolving and changing enrollment structure, with various restrictions, availability and fees, the registration enrollment section has some uniqueness that warranted a detailed explanation.
Be sure to look over your enrollment settings to see if this applies to your organization. If you're an outreach based organization, you can configure this section to be skipped.
Wait Lists
When a max attendee count has been reached, and a staff user has enabled wait listing (enabled by default) the parent will see a separate line for enrollment into the wait list. They can continue as normal, which will apply any fees, and the staff can make a discretionary decision on what to do next. e.g. enroll, change classes, refund.
Participants set to be wait listed will show the status of 'Waitlisted' on your Schedule Rosters.
Program Fees
The fee shown to the user will be the total combined fee for every level in the tree from the leaf (shown online) to the root (parent level). For example, a Program level set to show online, has a Session and Enrollment parent level with the following fees.
Enrollment: $10
Session: $10
Program: $10
The total fee displayed would be $30.
For each level that has a fee greater than $0.00, a line item will be placed on the open invoice for the participant. It will be linked to the level, with the name of the level as the line item description.
In the example above, three line items will be added to the invoice for each participant enrolled.
Best practice is to use fees sparingly. If you need to charge for certain levels, consider changing the level available online, or baking fees into the membership.
Dates
Only the displayed online level’s start and end dates will be shown online. It will not show any parent date ranges, even if they fall out of range.
By default, if the current date is past the end date of the level, the level will excluded from being shown for enrollment.
Best practice would be to have a wider date range at the top of the tree, getting narrower as you go into the tree.
Ages
The displayed age range will be the highest min and the lowest max for the given tree level and it’s parents. Or in other words, it will show the most narrow age range.
For example, it would be a mis-configuration to have a tree with the following.
Session: Min Age 15, Max Age 20
Program: Min Age 10, Max Age 16
In this example, a participant of 15 or 16 can only enroll at the Program level.
It would be best practice to use a wider age range at the top of the tree, and narrow it down as you go further into the tree.
For example.
Session: Min Age 10, Max Age 20
Program: Min Age 15, Max Age -1
This will allow ay 15 - 20 year old to enroll at the Program level. A value of -1, 0 or empty, will be ignored.
Min / Max Attendees
The max attendee count is just like ages. It will show and use the lowest max attendee value for that given level of the tree or it’s parents.
Only the max attendee count is used for restrictions. The min value is not shown online. It can be used internally.
It would be a mis-configuration to have a parent level allow less attendees than a child level. If a parent level max attendee count is used, the remaining spots will be calculated from that level’s roster. It will also use the wait list allowed option at that level.
If the require enrollment option is selected, and a parent has one or more participants to enroll over the max amount allowed, they can select which ones will be enrolled and which ones can be ‘enrolled later’. Staff can then make a discretionary decision.
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