Table of Contents
Join Dane Whitcomb as he demonstrates how to set up Activity drop-in enrollments.
Activity Drop-Ins Part 1
Summary
In part 1 Dane demonstrates how to set up the Visit Profile and the passes to allow for drop-ins
Video
Transcript
Dane Whitcomb 0:05
In this video, we're going to be going over how to set up activity drop in visits. So to set this up, it's going to combined a few moving pieces from activity section management, some Pass Management stuff, and then also some Profile settings. So to start things out, I'm going to go into Profile Management. And you would want to make sure that you have a visit Profile that's set up to do activity drop in visits. So what this means is if we're in Profile Management, and we take a look at our visit profiles, I created one for this example called drop in visit, you can change an existing visit Profile that you've got linked to your correct users or user groups to incorporate drop in visits, or you could create a new visit Profile that incorporates this as well. So the main thing here is the location code is one of the first fields we want to come to that's important. So I've got this Barclay Community Center linked, you want to make sure the activities that are linked to your facility. So if we go to activity section management now we want to make sure that location linked to those activity sections is the same location linked in that visit Profile.
Dane Whitcomb 1:23
So in this example, here, I have these two Zumba classes as my drop in one. So when I show up for that program, I want to record a visit and actually drop into that program. I'm not technically enrolling into it, because I don't want to be there for every session, I just want to go to a couple sessions. So it's a drop in. So the location linked to this right here. So this facility is community center, Barclay community center. So if I click on this little pick list, we can see that that Barclay Community Center is linked to the Barclay community center location, so really easy in my example. But you would just know that any activity section you want to be able to drop in for this visit Profile has to be linked to the same location that's linked to the Location Code Field in the visit Profile. The next step here would be so my process types attended. So I'm going to be looking at these attended slash manual member lookup visit completion options. So I can expand that down a few things here is this allow class drop ins with daily visits?
Dane Whitcomb 2:31
So if you're doing a daily visit through visit processing, so you're not going through a household? Who has a membership? Do you want to allow them to drop in? So it's almost like a guest drop in? Should it be somebody that can go through a daily pass? Or should it just be a membership. So most cases, you might want that on but just something to think about? Should daily passes be able to drop in as well as membership passes. So I have that turned on in my example here. And then we can get into the class visits option. Actually, we can also I missed this one setting here. So activity visit options. So do you want to do drop ins or enrollments only. So can only people who are enrolled into the activity already record their visit through activity visit processing? Or can we do drop in so the whole point of this video is to kind of go over drop in, so we'd want to make sure this is either on dropins only or both. So I'm gonna leave mine on dropins only.
Dane Whitcomb 3:32
And then we get to this class visits option here. So class enrollment options. So if you're trying to do a drop in visit, and there's no class at that time, do you want it to notify you there's no class? Do you want it to prompt for a class visit? Or do you want to do both, I would recommend having this option on both just because there's a class it'll show it. If not, it'll at least give you a message saying there's no classes at that time. The minutes before start, and the minutes after start. This is just looking at the times set on your activity section. So if I go back to one of these sections here, again, I'm using this beginner zoom. But as my example. I've got this section to start. It's Monday through Friday, but it's starting at 3pm I believe when we confirm that 3pm So what this is saying is people can start to drop in 120 minutes before that 3pm Start Time. So 1pm It'll show up as being available to drop in.
Dane Whitcomb 4:37
So this might be something you want set less maybe only like a half an hour, you know, 15 minutes before the program starts. Or it could be could be hours before. Same with the minutes after start. So this is once the program has already started. How many minutes after? Can you drop in but once the class time ends, you'll never be able to drop into it anymore. That's just what the As parentheses are saying, you have the option to show full classes and then display classes as buttons, I recommend having that on, it's just a different layout. And each class option to drop in would show up as a Button rather than a data grid. But that's kind of personal preference there. So those are kind of the main settings in the visit Profile you want to make sure are set, and I'd recommend doing that first.
Dane Whitcomb 5:25
The next thing is the passes. So there's one setting on the passes, you want to make sure you get right. So again, looking at the visit Profile, I can see my valid pass list is this Barclay fitness pass annual and my daily passes are the Barclay daily pass. So I'm going to open up Pass Management here. And there's just one setting on the pass that makes it so you can drop in. So I'm going to look at my Barclay daily pass first since I saw that was one of them. And it's really going to be the same for a daily pass and a membership pass. So I'll just show this one here. But under the core continued tab, you would want to make sure you have the track class attendance slash fees on if that's not on, and you're using a guest pass or membership pass to record a drop in, you just won't get the option to record that visit towards the class. So I won't show any drop in classes there. So this video covers part one of setting up a drop in for an activity and the next one will be going over some of the toggles on the activity section and then going over how to actually process an activity drop in
Activity Drop-Ins Part 2
Summary
In part 2 Dane demonstrates how to configure your activity sections and how to process those drop-in visits.
Video
Transcript
Dane Whitcomb 0:00
In this video, we're gonna be covering part two of setting up an activity drop in. So in the last video, we covered setting up the visit Profile and the passes to allow for drop ins. And this part, we're going to be going over how to make sure activity section is configured right, and then also going over actually how to process those drop in visits. So I'm gonna go to activity section management. In my menu here, I'm using the same sections as part one in my example here, so I've got to zumba but sections that are going to be available for drop in. So my beginner and advanced, I'm gonna look at my beginner section here and just go over a few toggles that you want to make sure are on and set up. So when we're talking about the drop in the drop, it's just gonna pull from the exact time you have set on your classes. So again, we already talked about how the location comes into play, that needs to be the same one link to that visit Profile. But the drop in availability is only going to show between these begin and end dates for the days of the week you have selected for those times.
Dane Whitcomb 1:06
So if I'm coming in here on a Saturday or Sunday, we want to expect to see that drop. And because again, it's looking at the times on the section. So just making sure that you're aware that the drop is only going to be available for the for the time of the class listed on the section. And then over on the right side, you would need to make sure the allowed drop ins Toggle is turned on. And then if you want to record visit attendance to be able to record drop ins as a visit or enrollment as a visit, you'd want to make sure that record visit attendance Toggle was on as well. But for this example, we'll just keep that drop ins Toggle on. So at this point, we can save it and you just want to confirm and make sure that allow drop and Toggle set for any of the sections that are going to be able to be dropped into.
Dane Whitcomb 1:53
So now we can go to pass was at processing. And we can actually go over how to process some of these drop in visits. One thing I'll know is I'm signed in under the Z Z Z user here. So that just means I need to have the drop in visit Profile, I set up a link to that user, either if it's linked right to my user to my user group, just making sure that any users on your staff that should be able to process those drop ins have that correct visit Profile link to them. So as you can see in Profile assignments. Under my ZZZ user here, I've got this drop in visit Profile linked. So again, you could just have it linked at the user group or workstation, or user whatever way works the best there, but just making sure that we're using the correct visit profiles important here. And once we're in visit processing, there's two ways you can really do a drop in if it's a guest, then you're probably going through your daily visit.
Dane Whitcomb 2:56
So if I Click a daily visit here, and again, if I have classes that are falling in within the time block, so I set mine to I can drop in programs two hours before they start. So in my example, this is a 3pm section, it's only 133. Right now, as you can see on the top, but since I'm within that two hours before the begin time, these are both showing up as options. So I could select which one, and then it's just recording that as a visit, but it's recording it as a drop in visit. So it's actually tying it to that activity section. So the other way you can do it is through an actual annual membership or maybe a monthly membership. So not going through the daily visit, but maybe a past member lookup or a past number lookup. So I'm actually going to go and do a name lookup. And I've got somebody in here who has one of those annual passes this one right here, so I sold a annual membership.
Dane Whitcomb 3:56
So they're also getting drop in options as well. You don't have to do a drop in so again, you could just bypass this and hit continue, which I'll show. So that's just doing a normal visit for that ANNUAL FITNESS pass I have. But if I were to selected one of those two options there would record a visit for the annual pass but for that specific activity section drop in. So this is just kind of part two, and this is actually covering how we process an activity drop in and how we set up and link the correct settings on the activity section itself.