Did you miss the webinar or want to revisit what we talked about? Look no further! Scroll down to see the timestamped video recording with answers to your questions. There's also an FAQ section to help shed more light on the topic.
💙 Bonus! Download this checklist to help prepare for your registration season!
Agenda (1:18)
Set yourself up for success (3:45)
Check your contact info, admin access & email preferences (4:00)
Set up registration forms (6:20)
Use tags to make your store items easy to find (9:58)
Assign registration forms to your activities! (11:49)
Create your skills (13:15)
Mass assign skills (15:06)
How to restrict activities to those with a skill (18:05)
Preregistration options (secret links, access codes, etc.) (19:46)
Verify all your activity configurations in one report (24:50)
Can I use forms so that clients can authorize contacts to pick up a child? (28:26)
Does the registration form erase previously saved info when the client has to fill it in? (29:00)
In email preferences, what's the difference between bookings vs all purchases? (29:56)
Configure a wait list for an activity (31:55)
Monitor a wait list (34:40)
Contact clients on a wait list (38:00)
Export wait lists (38:40)
How can admins add a client to a wait list? (39:18)
Can I change my wait list settings at any time? (40:37)
How do clients put themselves on the wait list? (42:46)
Can we add more than one email to receive notifications? (43:40)
Do we have a limit on how many staff can use Amilia University? (44:01)
Use the replacement tool to easily replace an activity or membership (45:08)
Reporting on registered participants and attendance lists (48:02)
Reporting on installments and payment status in the PAC (52:38)
How to use the mass email tool (56:07)
How to import a program from one year to the next (57:33)
When should I import a new program or duplicate an activity within the same program? (1:00:20)
Can I import the same program more than once into different programs? (1:01:31)
Do registration periods need to be set up for each activity? (1:01:48)
Find articles in the KB, send us a message or visit Amilia University (1:02:49)
Frequently Asked Questions
How can I duplicate a program from one year to the next?
In the Activities>Edit subtab, choose your current program and hit Operations>Import Program to select the program you want to import. Remember to update the activity schedules (if necessary) and save. Learn more about programs here.
Are clients able to de-register themselves?
Clients can de-register themselves from eligible activities using the Amilia app. Keep in mind this is only possible if your organization has configured Cancellation policies.
How do I access cancellation policies in SmartRec?
You can download cancellation policies for free in the Apps tab.
Can we minimize the fees associated to canceling and re-registering clients?
Our replacement tool helps avoid new service fees when canceling and re-registering for certain activities or memberships. Click here to learn more.
Can we replace a child for another on an invoice?
No. In this case, you'll need to cancel the registration, and apply the credit to the new purchase (i.e., registration) for the proper child.
Can participants fill in skipped form questions after checkout?
It's normal that an admin registers a participant (in the store) and skips questions on the registration form.
In the Members tab of their personal account, clients can scroll down and edit their answers on a registration form. The info is updated for the organization.
Can account credit be limited for use to certain activities or memberships?
Not at this time. If there's a credit on the account, it will be available for use on any purchase in the store.
If I send one secret link only, can clients benefit from multi/combo discounts?
Secret links can be sent for both programs and activities. Discounts are applied as usual, even if a certain program or activity is hidden. Multi and combo discounts are applied if all eligible purchases are completed in the same transaction.
A client can use several secret links at the same time. As long as the eligible purchases are purchased at the same, discounts will apply as expected.
Who do I contact if I have questions about the API?
Please send your questions to api@amilia.com to speak with an expert.
Can participants get notified of upcoming classes?
Clients are not sent a notification for upcoming events, but there are other ways they can stay up-to-date!
When editing an activity, scroll to the Schedule & Resources section and enable the option to send a calendar invitation by email. After registering to an activity, clients are sent a calendar invite for the activity's Start date.
Clients can check out their schedule from the Home tab in their personal account.
Can I set up notifications for failed payments and purchase confirmations?
To set up email notifications for failed payment transactions and/or purchase confirmations, you must activate the Notifications feature from the Apps tab and have the right permissions!
Does the Staff feature track hours and send schedule notifications?
SmartRec's Staff feature lets you create and assign staff members to your events.
Staff can upload their availability & view their schedules in the Amilia app.
Staff can be notified of the first registration to an event.
Export data that includes pay rate and total hours worked per activity occurrence.
Click here to learn more about Staff Management.
Can a participant be removed from the wait list?
Not at this time, but we're planning improvements to the wait list so stay tuned! In the meantime, please 'Skip' the participant on the wait list.
Are wait list notifications sent in English and in French?
Wait list notifications are sent in the participant's preferred language (the one set in their personal account). If no preferred language was set by the participant, the notification is sent in the organization's main language (Account>Main Information).
What happens when your time's up on the wait list?
If someone's time is up, their name stays on the wait list, but they won't be notified of new spots, nor can they register unless the spot becomes available to the public. Admins can register participants anytime.
Does a wait list 'restart' if other spots open?
An automated wait list will restart after everyone has had a turn, but only if someone registered to the previous open spot. In addition, only participants with a 'Waiting' status are notified of the new spot. This means that if someone is Skipped or has Time's up, they won't be notified of a new spot.
In wait lists that offer spots in order, participants with a Time's up status will not revert to waiting if another new spot opens.
Is the wait list accessible even outside the registration period?
The wait list is accessible when all these criteria are met:
The activity is visible in the store. It doesn't matter if the classes are finished.
The activity is fully booked.
A client can add themselves to the wait list even if they're not eligible for the activity itself. However, when a spot opens, they won't be able to register to the activity unless an administrator does it for them.
My wait list doesn't seem up to date. Is this normal?
Contact us at support@amilia.com if your wait list isn't up to date or seems incorrect.
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