Table of Contents
Introduction
The Activity Roster Clone/Transfer program allows you to easily move multiple registrations from one activity to another.
Recording
Transcript
00:00:00:01 - 00:00:24:23
Today we're going to be going over the clone / transfer utility for activity rosters. So we're going to go to activity section management first to get to that utility so we can search that in our menu here. And then under the more button on the bottom, you'll see the roster clone / transfer button, and that's the one we're going to be using.
00:00:25:03 - 00:00:47:11
But the first step is deciding which section in here do we want to either transfer or clone the roster from. So in my case here I have this rowing tournament where everybody enrolls into the rowing tournament section first. And as you can see, there's eight people enrolled in that. And then once everybody's enrolled, we either split them onto team one or team two.
00:00:47:31 - 00:01:15:43
So that's why nobody's enrolled in those yet. So this is going to be our from section we're going to want to select, and we're going to select more and then roster clone / transfer and my too section is going to be the section we're moving the roster to. So this is going to be rowing team either one or two.
00:01:16:06 - 00:01:35:57
So I'm going to do one first, and my process option, like I said, for this example, will be clone. So clone will keep them on the from section, but also bring them to the too section so they'll show up on both rosters here, the from section and the too section. Whereas if I did a transfer they wont be on the from section anymore,
00:01:35:58 - 00:01:56:58
they'll get transferred from that and they'll only show up on this too section. So that's kind of the key difference between a transfer and a clone. My fee option, I don't have fees involved on this one, so we'll just that doesn't really apply in this scenario. But this would be do we want to use our fees on the from section or do we want to charge our fees on the too section?
00:01:57:59 - 00:02:18:36
So I'm just going to leave that as is. I don't have any waitlist on these sections, but if you did, you could include to clone over those waitlist enrollments as well. If there's any sort of rule criteria you want to override and enroll anyway, you could turn on override of the warnings. If you don't do that, you'll see issues here.
00:02:18:36 - 00:02:35:34
If you break any sort of rules, it'll show up in this column and then you do have the option include roster question answers, which I like to toggle on as well. So usually that's some sort of data that usually we want to bring over when you're bringing your from section to your too section and then you can also email receipts.
00:02:36:14 - 00:02:58:12
So once that's all set, you can display your rosters and you can actually choose which people on the roster you want to clone over. So I'm just going to bring over this Banks family to Team one and then later we'll say, I'll come back in here and bring over the Byrd family to the team two section and I'm going to process it and I'll continue with the roster clone / transfer.
00:02:59:24 - 00:03:04:15
And we should get a message up top here saying it's completed in a second.
00:03:06:18 - 00:03:33:59
Here we go: “AR roster clone process is complete”. So I like to go back into the activity section management data grid here and refresh. And you can see still eight in here because we used the clone, but it brought over four of them to team one in theory. Now you do the same with team two. Real quickly, a transfer example, let's say there’re three people enrolled in the to this bike lessons at Killington and we realized that one might not be running anymore.
00:03:33:59 - 00:03:57:45
So we're going to transfer them over to this Stratton location. So I'm going to use the roster clone transfer for that. And let's say we want to get them out of that Killington section, so out of our from section. So this is going to call for more of a transfer scenario. So we're going to pick our too section, which is that Stratton Mountain.
00:03:57:45 - 00:04:21:57
And so here and then we're going to pick transfer and I'll say I want to charge my fees on the two section. So any fees that are linked to this new Stratton two section are going to now apply. If the fees were less than the original section, we have a refund option. So would we want that refund to go back onto the household as a credit, as a refund apply,
00:04:21:57 - 00:04:39:59
Or would we want to use refund finance, which would assume your finance department would just send them a check in the mail for their refund? So I'm going to do a refund apply. I'm going to override any warnings and I'm going to display my roster and I'm going to bring over all three. And this is going to show what their new fee will be.
00:04:39:59 - 00:05:07:08
So 170, 170 and 120. So I think I'm getting the resident rate here on the bottom and the two top ones are getting the nonresident rate. So now if I if I like how that looks, I can go ahead and process. And if we go back to our data grid here and refresh, we should see that zero people are now enrolled because again, this was the transfer.
00:05:07:08 - 00:05:25:37
So we took them out of this section and now we have three people enrolled in the bike lessons, etc.. And so that's the transfer versus what we did the first time, which was the clone. So that's how you can do it. The activity section management, again, you either have the clone or transfer, but they're all built into this one utility here called the roster clone / transfer.