Once you have set up your program(s), you can start adding your activities.  

Via the Activities>Edit subtab: 

  • Choose the program that will contain the activities you are building. 

  • Click the Operations button and select + New Activity

  • A window on the right side appears. This is where you will configure your activity.

NOTE: You can change the activity order by clicking and dragging on an activity. To scroll up or down the screen, bring your cursor (while holding the activity) onto the up arrows to the right of the screen. 



Information  

In your Amilia store, clients can locate activities by drilling down a 4 level structure. Your program is the first level. The others, Category, Subcategory and the Name of the activity are required to show your activity in the store.

To ensure you have labeled the levels clearly, simply read it like a sentence: I want to enroll my child in Recreational Gym (Category) for beginners (Subcategory) on Saturday at 9am (Name of the activity).  Another example could be:  I wish to register to Dance (Category) for girls (Subcategory) every Monday at 6pm (Name of the activity). Keep in mind these are suggestions. You ultimately decide how to establish your structure.  

  • Billing label (optional): If this field is left blank, the program, category and subcategory names will be visible on the client's invoice. You can replace that with a billing label.

  • Ledger code: You must assign a ledger code to your activity. 

  • Tags (optional): Tags are like keywords that clients can use in your store to help them find what they're looking for. 

  • Location (optional): This section is only visible if you have not linked your activity to a facility.

  • Description: The description of your activity is visible in your store. 

  • Prerequisites (optional): Inform your customers of specific prerequisites for this activity. Information included here does not prevent clients from registering.  

  • Note (optional): You can specify additional, important information for this activity in your store (ex: what to bring). You can display the note to the final invoice by checking the option. 

  • Status: Normal means your activity is visible in your store to clients (provided the program is also visible).  Hidden allows administrators only to view the activity and make registrations. Cancelled means your activity is visible in your store to clients but labelled as 'cancelled' and cannot accept registrations. 

  • Secret link: If your activity (or program) is Hidden, you can send this link to specific clients to allow them to register. 


Schedule & Resources 

  • Schedules:  + Add your activity's schedule(s). 

  • Occurrences:  Based on your activity's schedule, Amilia calculates how many times your activity takes place. You can modify specific occurrences if required.

  • Calendar: Once a participant has enrolled, you can opt to send them a calendar invitation via email.  There is another calendar option further down that sends a calendar invitation to staff assigned to the activity. They receive the invitation after the first client registers to the activity.  

  • Holidays: If you saved holidays or closed days via the Account>Calendar subtab, these will be incorporated in your schedule. You can decide whether the activity still takes place during these holidays.   In this section, you can also choose additional information to display in your store or the client's invoice. 


Session

  • Session: Check this box if you are selling this activity as a session.

  • Price of activity: How much does your activity cost in $?  

  • Pro Rata (optional): If a client registers to an activity after its start date, you can choose to pro rate the cost of the activity based on how far into the session they register.  You can also decide whether or not you want eligible discounts enabled  on a prorated price.  

  • Spots available:  Indicate if there are a maximum number of spots available in the activity. 


Drop-ins

  • Drop-ins: Check this box if you are selling this activity as a drop-in. This allows clients to register to the activity on specific days in the calendar. You can still offer an activity as a session and a drop-in. NOTE: The number of spots available for drop-ins is added to the number of spots available for the session.    

  • Price:  You can toggle a price for a drop-in class. If you created MultiPasses, you can also choose whether a client must their MultiPass in order to enroll for the drop-in. 

  • Registration start/end: Decide how long before the beginning of each drop-in can a client register.  NOTE: Clients are usually unable to cancel a class themselves. However, you can choose whether clients with a MultiPass can cancel the drop-in via their user account. 


Taxes

  • Taxes: Indicate if taxes are Not included, Included or Waived on the price of the activity.  You must specify if GST and/or QST are applicable.


Payments

List the possible methods of payment for the purchase of this activity. If the activity is eligible to be paid in installments, check the option and select the Installments configuration you created in the Accounting and finance>Installmentssubtab.  



Additional Settings & Restrictions

  • Image (optional):  Add an image that will be visible in your store.

  • Required age (optional):  If you enter an age restriction, clients will need to specify their birthday in their user account. Make sure your forms have the Date of birth option toggled to Visible Required. Admins can update birthdays in the client's account via the Clients tab. 

  • Required gender (optional): Clients do not need to specify their gender unless an organization requires it. If you have activities with gender restrictions, be sure your forms have the Gender option toggled to Visible Required.
     If your activity restricts enrollment to females, only participants who have identified their gender as 'Female' may register.
     If your activity restricts enrollment to males, only participants who have identified their gender as 'Male' may register.
     If your activity restricts enrollment to clients who preferred not to say their gender, only participants who have chosen 'Prefer not to say' may register.
     It is possible to choose more than one option. For example, your activity may restrict enrollment to 'Females' and people who 'Prefer not to say'. 

  • Waiting list (optional): If you specified a maximum number of spots available for your activity, you can give your clients the opportunity to add their names on the waiting list.
     If you specify 'Yes', clients can add their names to the waiting list and when a spot becomes available, an administrator can complete the client's registration on their behalf.
     If you specify 'Yes- automatic emails', an automated email will be sent to all clients on the waiting list when a spot becomes available. Clients can register on a first-come, first-served basis. 

  • Skills (optional): If you created Skills, you can link them to this activity and restrict participants from registering if they do not have the required skill. 

  • Memberships (optional):  If you created Memberships, you can link them to this activity and restrict participants from registering if they do not have the required membership.  However, Amilia will ask the client if they want to add the membership to their cart in which case they would be allowed to register to the activity. 

  • Subscriptions (optional):  If you created Subscriptions and you are selling your activity as a Session, you can link one or more subscription plans to your activity. Clients will pay the subscription price per month as opposed to the full price of the activity.  

  • Community Segments (optional): If you have enabled the Community Segments feature, you can restrict registration to clients who live at specific addresses.  

  • Merchandise (optional): If you created Merchandise, you can make them mandatory for purchase upon registering to the activity. You can also choose to suggest items from your store that clients can add to their shopping cart. 



Duplicate an Activity

Once you've created an activity, you can duplicate it so you don't have to redo all the work.

  • Click on Activities>Edit.

  • Select the activity you want to duplicate.

  • Pull down the Operations menu and choose Duplicate activities.

  • Click on Duplicate

The duplicated activity will appear under the initial activity, with an asterisk. Click on the duplicated activity to enter the changes and Save.




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