FastTrac: Web Registration Events
Web Registration Events improve the experience of your customers during busy online registration events.
Summary
Join Dane Whitcomb as he discusses and demonstrates Web Registration Event creation and use. Web Registration Events improve the experience of your customers during busy online registration events.
Video
Transcript
00:00:00:23 - 00:00:30:51
Dane Whitcomb
In this video, we're going to be going over how to set up WebTrac registration events. So you would want to use a WebTrac registration event any time you have maybe an upcoming summer camp registration, Winter registration, Fall programs are coming up. They're doing a registration for those. Any time you anticipate more than your average web traffic to hit your activity search pages, pretty much what setting this up will do Is it allow your registrations to start right at your desired time?
00:00:31:40 - 00:00:57:07
Dane Whitcomb
You won't have any delay. And when programs become available on the web. So if you've got your registration that starts at 8 a.m., programs will show available right at 8 a.m.. So to get things started on how to set this up in RecTrac, we're going to be going into Web event management and we're going to be clicking add and our record code.
00:00:57:07 - 00:01:24:21
Dane Whitcomb
So if it's, you know, we're preparing for a summer registration, you could call it something like Summer Reg. One thing that is helpful with the record code is it's not a bad idea to leave things like year end. Maybe it's details about that registration, not a bad idea to not include those in the record code just because you can use these web events for the following year and just come in here and change the dates.
00:01:24:21 - 00:01:49:37
Dane Whitcomb
But if you if you put a certain year in your code, it handcuffs you a little kind of forced into creating a new Web event for the following year. So summer registration works in my case, maybe for the description I'll do something like summer registration fully typed out in my web event or my event type will always need to be changed to registration event for this purpose.
00:01:51:08 - 00:02:14:09
Dane Whitcomb
So registration event and then the next four fields kind of in a square here I got event date begin time and date and time. Think of this as the entirety of your registration window. So whenever that first program should become available and whenever you anticipate the last enrollment to occur or whenever you would allow, I guess the last enrollment to occur.
00:02:14:41 - 00:02:46:10
Dane Whitcomb
So for my summer programs, the first people who can sign up are going to be June 1st at 8 a.m., and the last possible time they can sign up is going to be October 1st and we'll use 8 a.m. also. One important thing to note, so this is when programs will become available. Any time within this window you can enroll into the program.
00:02:46:45 - 00:03:20:40
Dane Whitcomb
You still have to pass all the rules that are linked to activity sections. So if you do use different registration rules for nonresidents vs residents on when they can enroll, those rules still need to be passed by whoever's enrolling into the program. So on 6/1 at 8am they do become available. So maybe that's when residents can enroll. But if you're saying if you have a rule saying nonresidents can't enroll until maybe 6\5, when a nonresident goes in on 6/1, they're still not going to be able to enroll.
00:03:20:40 - 00:03:46:33
Dane Whitcomb
So these event end and begin dates, they kind of show when they would become available. But you still do have to pass the rule check in order to enroll into the program. The one other field that you need to address in here is registration unavailable comments. So we're not within our registration window. So maybe before six one, why do we want to notify the customer when they hover over that activity section?
00:03:47:16 - 00:04:13:24
Dane Whitcomb
So in my case, I'm going to use something like this message. I'm putting in registration for this program. I'll open on six one 2023 at 8 a.m. Eastern. Thank you. If you had different non resident versus red resident registration dates, it's probably a good idea to put those in the unavailable comments. So say residents are on 6/1 and nonresidents will begin on 6/5 just so they're aware of that.
00:04:14:21 - 00:04:38:35
Dane Whitcomb
And then you can save it. And the other step you would need to do is going into activity section management and we need to link this registration event to activity section. So any activity section we want to be available for this registration period. We need to link this event to. So to do that, more than likely, likely you're going to want to do in a bulk change.
00:04:38:35 - 00:05:03:22
Dane Whitcomb
So I'm clicking more than bulk change. And in this data grid and here you really just need to toggle on any activity section that's going to be a part of the bulk change. So all my activity sections will be available to pick from. I know I'm just doing it for the season of summer. Maybe you have it broken out by any activity code that starts with the two is summer.
00:05:03:41 - 00:05:23:43
Dane Whitcomb
Maybe it's certain types. So whatever you need to do to break it down to just those summer ones or maybe fall or winter, whatever your registration period is for. And then it's a matter of clicking options and selecting all the rows. So I'm saying these nine sections are going to get switched and switch linked to the registration event of summer.
00:05:23:43 - 00:05:58:05
Dane Whitcomb
So in my fields to change, I can type in registration as long as my toggle over here is on contains it. I'll show the registration event and then I can click add. And from here I'll be able to select that registration web within I just created. So if you do have multiple, you want to select the one with the correct dates and then you can process the bulk change and it'll link that registration web event to the nine sections I selected.
00:05:58:05 - 00:06:15:11
Dane Whitcomb
And at this point you've pretty much done with the setup on the RecTrac side, the only thing I would recommend is just reviewing any rules you have linked to your activity section. And if you need to update any of the date criteria from last year or make any adjustments, the rules are always a good idea to review those.
00:06:16:22 - 00:06:42:47
Dane Whitcomb
But now on the WebTrac side, since it is not June 1st yet, I'm going to be getting my unavailable message, so we'll be able to see what that looks like. So I've got a link here to my registration event. So we're actually going to search. These are all the programs that are part of that registration event. And since it is, again, not June 1st or not within that registration window yet, we're getting that custom message.
00:06:42:47 - 00:07:04:30
Dane Whitcomb
I put in that unavailable comments box again when it becomes available, when we hit that registration window, programs will show available. But you still do have to pass any rules that are linked to the activity sections. So again, this is just going over the setup for the WebTrac registration event and how you can best optimize the activity sections for your WebTrac registration.