Registration periods define when registration for an activity is open and closed to different groups of participants in your online store. Once configured, SmartRec automates the priority registration process, eliminating manual intervention.

1. How to add a registration period

When you add the earliest registration period, its Start date becomes the earliest date that (eligible) clients may register to the activity. You may edit the period at any time.

💡 Tip: Mass edit to add registration periods to multiple activities at once.

1.1 Registration period gaps and overlap

Following the earliest start date, if no registration period is in effect, everyone may register. Ensure there isn't a gap between registration periods, unless intended.

This activity has two registration periods with a small gap between them

Before Sep 5th, clients can't register.
On Sep 5th at 9am - only members with the membership may register.
On Sep 9th at 5pm - everyone can register because the registration period ends.
On Sep 10th at 9am - only existing clients may register.
On Sep 15th at 5pm - everyone can register.

If a registration period has more than one restriction, participants need at least one (one or the other) of the criteria. The same applies when registration periods overlap.

This activity has one registration period with two restrictions	Before Sep 5th, clients can't register. On Sep 5th at 9am - only residents in the segment or members with the membership may register. On Sept 9th at 5pm - everyone can register.
The activity has two registration periods, each with a single restriction	Before Sep 1st, clients can't register. On Sep 1st at 9am - only residents in the segment may register. On Sept 16th at 9am - only residents in the segment or existing clients may register. On Sep 20th at 5pm, everyone can register.

2. Registration period restrictions

Registration periods control who registers and when within a time period. This differs from an activity's 'Additional settings', which can restrict who registers to begin with.

If an activity has Additional settings with age, gender, membership, skills, and/or community segment requirements, clients must be eligible, or they won't be able to register, regardless of the registration period restrictions.

⬜ Existing clients

Help returning clients feel special! This limits registration to those with an existing invoice from your organization. If a client made a purchase from your organization, any account member in their account can register to the activity.

⬜ Everyone

Anyone can register, as long as they respect an activity's additional settings (if any).

⬜ Community segments

Give residents a head start to get that coveted spot! Only clients with a validated address within the community segment(s) may register.

⬜ Memberships

Prioritize member registration to highlight the value of membership! Select any active membership (expired or archived memberships aren't eligible). Clients need to have at least one of the memberships selected.

3. FAQ

1. Can admins bypass registration periods?

Admins may bypass registration periods, if they have the proper permissions:

🔑 Clients - Client billing & Invoicing

🔑 Store - Override restrictions and mandatory items

2. What if someone is ineligible for a registration period?

If a participant is ineligible during a registration period, a warning icon next to their name explains why they are not eligible:

A different message appears when the registration period pertains to a community segment that no one in the account is part of:

3. How do I close registration to an activity?

To close registration to an activity, you must hide it from the store. To do this, open the activity's configuration window in the Activities > Edit subtab and change the activity status to Hidden.

4. How do I offer pre-enrollment for the next session to current session participants?

You can offer pre-enrollment to current participants for the exact same program (same day & time) in the next session (e.g. Mondays at 10am) or offer pre-enrollment to any program in the next session.

This is most effectively managed by duplicating activities from the current session and modifying the new activities as needed. After creating the new session, secret links can be sent to current session participants while having the new session hidden from the online store.

* Last updated in November 2024