Activity Registration - Quick Start Guides

Activity Registration

Start-Up Guide

Administrators View
August 2024

The rSchoolToday Activity Registration (AR) Program provides schools with automated activity registration, allowing them to create multiple registration forms to be filled out/submitted online and to accept secure online payments for the activity fees. It is closely integrated with our Activity Scheduler that enables you to add any activity directly from the Activity Scheduler into your registration forms.

In this guide, you will navigate the following sections:
- Public View and Login Page
- Dashboard and Family Accounts
- Reports
- Pages
- Site Design
- Set-Up

1. Public View and Login Page
In your browser, type in the URL of your School's activity registration program. This is how the landing page (Public View) looks:

Type in your username and password, check off the captcha box to confirm that it is a person trying to sign in, then click Sign In to proceed.

2. Dashboard and Family Accounts
Once in, you will be redirected to the Dashboard tab by default, where you can generate the analytics for your site’s registrations.

Switch to the next tab to go to Family Accounts. It displays the list of accounts created by the Parents or Administrators.

From this page, you will be able to add or edit their information and process the following transactions:
A. Register new and existing students to activities
B. Cancel or change their current registration and view their incomplete registration
C. Notify parents for the Final Clearance
D. Add/edit Physical Dates
E. Make a payment
F. Issue a refund (depending on the school’s policy)
G. Add a Credit on Account
H. Adjust the amount to be paid. Administrators can add a note to specify the reason of the adjustment.
I. Add their type of discount (or tag a “Regular Pay” if no discount is applicable)

You can also access the following tabs that are available to the Family when they log in to their account:
Registration History – displays the registrations made along with the paid and pending payments.
Refund/Credit History - if refunds have been issued to the Family account or a credit has been added
Family Member Info – displays the Parent’s and Student’s information
Important Dates – Physical and Eligibility dates are added on this page.
Account Settings – where you can add/edit the information of the Account holder.

3. Reports
There are different types of Reports to help Administrators track Information and Transactions submitted on the program.

4. Pages
Use the Pages tab to create and edit the different pages, menu buttons, and quick links on your AR site. You will find three sections here:
1. Main Menu - To create different menus and submenus on the site's top navigation tabs.

2. Left Navigation - To create and edit the buttons under the Quick Links and enable the Calendar found on the left of the homepage.

3. Bottom Navigation - To create and edit the buttons found at your Activity Registration site's Bottom. By default, the Refund and Privacy Policies section display.

Adding a Menu Link
You can add direct links to any website or article and put them into any section of your Activity Registration site.

Adding Content
To add content, click on the Add Content button, and select what you are going to create from the following:
1. Basic Page – you can input Information in a Text format. For example, instructions on filling out forms, Activity Packets, etc. You can use the text editing tool to highlight information, and also copy the data from other word processing programs and paste it into the text field.
2. Webform – you can create forms using the drag and drop form fields tool.

Note: The form created here will not be integrated with the Activity Scheduler program.

5. Site Design
The Site Design tab is where you can customize your Homepage content to provide a better looking Public View.

Here, you will find five tabs:
a. Banner – you can upload/ edit the School’s Banner.
b. Slideshow – you can add a slideshow of photos.
c. Site Color – you can change the background color of your Homepage.
d. Homepage – You can find a content field with an editing tool to help you set your font, bullet points, and even insert graphics.
e. Login Page – you can add/edit instructions on how to log in into a User’s account.

6. Set up
This is where you define information to make the Activity Registration site work. You will find 10 setup modules: Account Codes, Discount Settings, General Info and Settings, Notes, Permissions, Refund & Privacy Policy, Registration Forms (Connected to AS), School List, Service Charge for Fees and Credit on Account.

Account Codes
Here, you can view and create codes that will help you allocate the funds from each Registration fee that has been paid.

Discount Settings
This module is where you can set up Activity Fee discounts applicable for a Family or just for a specific registration. You can also set up 'Maximum' Activity Fee payments for a Family, which depends on how many registrants there are for each family.

General Info & Settings
General Settings is where you set your Organization and Contact information, Fiscal Year Start Date, Reporting Periods, security features for Registrations and Payments, and other settings.

Notes
Administrators can make relevant comments about all Family Accounts or specific Family Accounts in the system.

Clicking on “Selected Accounts” allows you to choose which Family to put on notes:

Permissions
In the Permissions area, you can add Administrators and define their permission levels and the areas they will have access to.

Refund and Privacy Policy
This is the area where your Refund and Privacy Policies can be set up.

Registration Form (Connected to AS)
In this section you can create your Registration Forms. All information collected in this form will write over to the Student Eligibility and Information module in the Activity Scheduler.

School Lists
Administrators can find the Schools that have an Activity Scheduler and are integrated into your AR Program. To add more schools, please contact our support team at support@rschooltoday.com.

Service Charge for Fees
You can add a 'Service Charge' for the payers using Credit Cards, and you can apply it to all payment types.

Note: Leaving the 'Service Charge' form blank will not bill the payer any additional Service Charge.

Credit on Account
Administrators can enable the option to add Credit to Family Accounts.

To add a Credit on Account, go to the Family Accounts list and select the name. Then, click on the “Add Credit on Account” option.

By clicking Proceed to Payment, you will be redirected to the AR Checkout Page to finalize your payment.

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