Programming registrations

Use this page for things that run over days or months, or that need a list of who is coming: masters, clinics, classes and socials. A member registers, gets one invoice, and appears on your roster. Your club picks the name for this section in Club → Programs (it is called Programming until you rename it), and that name is what you see in the menu and at the top of the page.

The page only appears once Programming is turned on for your club. Managers and admins can use it. Treasurers reach the money through Invoices; All registration invoices at the top of the page opens Invoices showing only these.

Name the section. In Club → Programs, choose the name your club uses, such as Masters & clinics. Pick something different from your other pages, such as Camp or Lessons.

Add categories. Categories group your programs for members, for example Masters, Clinics or Socials. The first time you open the page it asks for one. Open the Categories view to add more, rename one, change the order with Move up and Move down, or archive one you no longer use. Archiving keeps the category on programs and registrations that already use it; it only stops you choosing it for new programs, and you can restore it later. Categories are never deleted, and renaming one keeps every program and past registration in it. A category name can be up to 40 characters, so it fits in the filter members see.

Choose how people pay. Which payment methods members are offered on a program invoice is configured in Settings, in Club → Payments, under Programming payments.

The Programs view has one row per program: its category and dates, how many places are taken (for example 12 of 20), how many registrations still need payment, and a status. Choose a name or Open to work on the program; View is shown for programs that are finished or canceled.

• Search by name finds programs by the words in the name. Category narrows the list to one category; it appears once you have two or more. Clear search puts the whole list back and empties the search box.

• Upcoming & ongoing and Finished & canceled switch between two lists, each with a count. A program moves to Finished & canceled the day after its last day, or as soon as it is canceled. A link to a finished or canceled program opens that list, so the program is in it.

• Needs payment counts the registrations that still owe money nobody has sent: unpaid, part paid, or a payment on its way that covers only part of what is owed. +2 processing counts registrations whose whole balance is on its way; that is not yet money received.

• Status uses one word for each state: Draft (members can't see it), Preview only (only people with the private link can read it), Registration opens with a date, Open for registration, Full, Registration closed (the closing time has passed), Registration ended (you ended it), Finished and Canceled. Under it, a line says where the dates stand: when it starts, or when an ongoing program ends.

Choose New program. It is saved as a draft, so members can't see it until you publish it. You need:

• Category and Program name. The description is optional; members read it on the program's page.

• How people register. Choose Each person by name when you need to know exactly who is coming: whoever registers picks the people taking part, and each one is a row on your roster. Choose Households give a headcount when only the number of people matters: a household registers once and says how many are coming. You can't change this once someone has registered, and a headcount program can't be switched to registering by name while households are still on its waitlist (Details shows it as fixed, with that reason; remove them from the waitlist first).

• Start date and an optional End date. Leave the end date blank for a one-day program. The end date counts as part of the program.

• Start time and End time, only for a one-day program. Turn on Set a start time or Set an end time to use them. A program with no time shows its date alone.

• Places. Choose Unlimited, or Limit the number of people and enter the most people you can take. The unit is people, whether people register by name or as a headcount.

Creating the program opens it on Registration & pricing.

Changing dates or times later. You can edit a program's dates and times under Details, but changing them tells no one. If people have already registered, choosing Save changes after moving a date or a time first asks "Change the dates?" (or the times) and says how many registrations are affected, for example "12 registrations are affected. They won't be told automatically, so let them know yourself." Choose Save changes to go ahead, or Keep editing to go back to the form. The program sends nothing, so tell those households yourself: Message everyone registered on the Roster writes to them in Messages, and the roster lists them. Changing only the name, description, category or number of places saves straight away, and a program nobody has registered for never asks. The count is of registrations, not people: a family of three registered together counts once.

If someone registers (or cancels) while you are editing, so the count you were shown is out of date, nothing is saved. The page says "Registrations changed while you were editing, so nothing was saved" with the count as it is now, and Save changes again confirms it.

Price. A new program is free. Enter a Price for everyone (per person) and choose Set price. Prices are locked in when someone registers, so a change affects only people who register afterward. If you change a price while a member is looking at their review, they are told the price changed and asked to review it again, so nobody is charged an amount they did not see. Use Change price to edit a price and Remove to take one away.

Different prices for some people (optional). Open this when some people pay a different amount: residents or non-residents only, one membership type, or an age range. Ages are worked out from each person's birth date on the first day of the program, so age ranges are only available when people register by name. Keep a price for everyone as well, so nobody is left without one: a narrower price with no price for everyone blocks publishing. Check what someone would pay shows the price a particular household and person would be charged.

Registration dates. Choose when registration opens and closes, in your club's time. Leave a time blank for no limit on that side. Registration always closes after the program's last day. Open Control when members can see this program to show or hide the program on set dates. The line under the dates says what members see right now.

Publishing. The Status card at the top of the program has every step in one place:

• Publish shows members the program. It lists what they will see, the price, the places and when registration opens, so you can check it first.

• Share a private preview link (or Make preview-only) hides the program from the member list but lets anyone with the link read it, without being able to register. The page shows the program's dates, its places, its prices as a plain list of who pays what, and Preview only as its state. The link is shown once, so copy it when it appears. Replace preview link makes the old one stop working.

• Return to draft hides it again. It is only offered while nobody has registered.

• End registration stops new registrations. People who already registered keep their places and can still pay.

Publishing does not email members by itself. If you want them to hear about it, either turn on the registration-open email below or send a message from Messages. To tell the people already registered about a change, such as new practice times or a closure, use Message everyone registered on the roster.

Under Registration dates, Email members when registration opens is off until you turn it on. When it is on, members get one email shortly after registration opens, within about five minutes, saying that registration is open for the program and linking to the programs page. Its words are your club's Registration is open email, which you can change under Reach → Messages → Automatic emails, in the Announcements group; the standard subject names the program. It goes to members who get club news by email, so someone who unsubscribed is left out. For a program where households register with a headcount, the standard email also mentions the waitlist.

• It needs an opening time. Until you set Registration opens, the card says "Set when registration opens first." and the button is off. The program must also be published: nothing is sent while it is a draft or preview-only, and it goes once the program is published and the opening time has passed.

• Turn on announcement asks first. The confirmation says about how many members will get the email and shows the subject they will get, in your club's own words if you changed them, so you can check both. The number is the count of members at that moment.

• It goes out once. After it has been sent the card says "Announced on" and the date, and the switch can't be changed. A program that was canceled, ended or has finished can't be announced, and neither can one whose registration has already closed. If the switch is left on and registration closes before the email goes, nothing is sent: the card says "On, but registration has closed, so the email won't be sent" and you can turn it off. Moving the closing time later lets it go.

• Turning it off sends nothing. You can turn it on or off as often as you like until it has been sent.

• While your club's email is paused, or Swim Ops has paused email for every club, the email waits and goes when email is turned back on, so it is not sent within five minutes then. The confirmation says so. If your club isn't live yet, nothing is delivered, but the email still counts as sent, so turn it on once your club is live. The confirmation warns you when either applies.

• The standard subject names the program, so rename the program before the email goes out, not after.

Because it emails members, an AI assistant connected to your club can only ask for this, whether it turns the switch on or off; a person approves it on the website first, like the other actions that email members. The approval page shows about how many members will get the email and the subject they will get, and says when email is paused, without repeating the reason typed for the pause.

The Roster section lists who registered and what they owe. When people register by name there is one row per person. When people register as a headcount there is one row per household, with the number of people.

• Registered counts people and registrations (or households). Billed, Paid, Processing and Still due come from the invoices, counting each invoice once and leaving canceled registrations out. The line under them says how they are counted.

• Show filters the list, and each choice shows how many it holds: All registered (everyone who has not canceled), Needs payment (payment due, part paid, or a payment on its way that covers only part of what is owed), Processing (the whole balance is on its way), Paid, Refunded (paid, then handed back in full), No charge (free registrations) and Canceled. Refunded and No charge appear only when there is at least one. Search by a person's name, a household's name or an invoice number.

• If a search or a choice under Show finds nobody, the page says so and offers Clear search or Show all registered. If everyone's registration was canceled, it says that and offers Show canceled registrations. When nobody has registered yet, or Canceled is chosen and nothing was canceled, it just says so.

• The Payment column uses one word for each state. Paid appears only when the invoice is paid. Everything else says payment due, part paid, payment processing or refunded. A payment still going through is not yet money received. If a payment on its way covers only part of the invoice, the word is Payment due (or Part paid when something already settled) and the line under it adds up the invoice: what is paid, how much is on its way and how much is still due, so this row is in Needs payment, not Processing. When account credit paid for the registration, the line says Settled with that much of account credit, not a payment. A canceled registration says Canceled and, under it, what happened to its money.

• When several people register by name they share one invoice, so each person's row labels the balance Whole registration and it is never one person's share. The invoice number opens the invoice, and "covers 2 people" tells you it is shared. A household that registers with a headcount is one row, and that row is the whole registration. The price column is the same on both kinds of program: the amount of that invoice line before any account credit.

• Programs registered in one category and later moved to another show a Category when registered column, on every page of the roster once any registration was made under a different category.

• An unpaid registration keeps its place until someone cancels it. Nothing releases it automatically.

Download CSV saves every registration of the program, canceled ones included, whatever filter is on screen. Money for the whole registration repeats on each person's row, so the last column, Count money once, says Yes on the first row of each registration. Registration credit applied is the account credit on the invoice; the registration total is already after it, so a registration the credit covered shows 0.00 paid and its credit there. The Payment column uses the same words as the screen: a payment on its way that covers only part reads Payment due or Part paid, and a canceled registration that was only part paid reads Canceled (part paid, not returned). A canceled registration keeps its invoice's totals on its rows.

To match Billed, Paid and Still due at the top of the roster, keep only the rows whose Status is Registered, then add up Registration total, Registration paid and Registration balance due on the rows marked Yes in Count money once. Leaving out canceled rows matters: they carry their invoice's money too, so a total that includes them is larger than the roster. Registration balance due also includes payments still going through, so it adds up to Still due plus Processing.

Message everyone registered sits beside Download CSV while anyone is registered, for managers and admins, when your club has Messages turned on. It opens Messages with this program's registered people already chosen as the audience, and the page says so above the audience. Like the CSV, it reaches everyone registered, whatever filter is on screen. The message goes to everyone in the household of each person registered, including every adult in it, not only the one who registered, so a household that registered only a child is reached through its adults. People whose registration was canceled are not included, and neither is anyone waiting on the waitlist. In Messages the same audience is the condition People registered for a program; see Messages.

For a phone call or a paper form, choose Register a household at the top of the Roster. It opens on the page, in place of the roster (your browser's Back button returns to the roster), and focus moves to the search box. It signs a household up for this program on its behalf. It is for managers and admins. Back to the roster closes it without registering anyone.

1. Find the household. Type at least two characters of the household's name, a person's name, an email or a phone number and choose Search, then press the Choose button beside the right household. Each result shows the household's status, so you can see a lapsed household before choosing it. At most 8 households are shown; when there are 8 it says "Showing the first 8. Add more of the name, or an email, to narrow it."

2. Choose who is taking part. When people register by name, the household's people are listed. Anyone already registered for this program is shown as Already registered and can't be chosen again. When households give a headcount, enter how many people (1,000 at most). A household that already has a headcount registration is told to cancel it and register again to change the number.

3. Review. The page shows each line and the total, worked out by the same rules members' registrations use, and says what happens next: an invoice for that amount is added to the household's account, and the household is sent a confirmation email. A free program says there is no charge. If your club isn't live yet or its email is paused, the review says the household is not sent the email, and why.

4. Choose Register. The registration is made, the household is sent the confirmation email, and you are back on the roster with a message saying who was registered and the invoice; focus moves to that message. The roster shows who registered them: "Registered by" and your name (on a phone, under the person's name). The invoice is the household's to pay, like any other. If something is refused (for example the price changed while you were reviewing), nothing is registered, you stay on this page with the household and people you chose, the message says why, and the review shows the new price so you can register again.

Registering when registration is closed or the program is full. A member can't register for a program whose registration has closed, or that is full. You can, for one household, after you confirm it. Register a household stays available for these programs, with a line beside it saying you'll be asked to confirm first. When you reach the review, it explains what is different and shows a box you must tick before Register turns on:

• Register anyway — the box says which way registration is shut: registration hasn't opened, registration has closed, outside the program's visible dates (today is outside Visible from and Visible until), or registration was ended (you ended it). The sentence above it says the same, and the approval page and the audit record carry the same reason.

• Register past the limit of 20 places. For a full program, or one with fewer places left than you are registering. The review says what it makes the program, for example "makes it 22 of 20". When people are waiting for a place on a headcount program, it also says so, for example "3 households are waiting for a place. This registration goes ahead of them." The program then shows 22 of 20 · Over the limit in the list, the Details and the roster, members see Full, and the waitlist offers nothing until enough places are free again.

The registration records that you confirmed it. If the program is both closed and full, you tick both.

What it won't do, because a member can't do it either, or because the program can't take a registration at all:

• A draft, a canceled program and a program that has finished can't take a registration, with or without confirming. The button is greyed out, with the reason beside it. An AI assistant or other tool that asks anyway is told the reason in the same words (for example "This program is still a draft, so it can't take registrations. Publish it first."). A draft has to be published, or shared as a private preview link, first. A preview-only program is fine: you can register a household for it even though members can't see it.

• The household has to be a current member household, even when you confirm the rest. If its account is paused, use Reactivate account on the household's page first; for a closed household use Reopen account there, if it should be registered; for a household that isn't a member, check its membership on the household's page.

• Everyone chosen has to belong to the household, and nobody can be registered twice.

Because it sends the household an email and adds an invoice, an AI assistant connected to your club can only ask for this; a person approves it on the website first. The approval page says in words when the registration goes past the limit (and how many households are waiting) or when registration is closed (and which way), so nobody approves one by accident. If the club's email is paused it says the household won't be sent the confirmation email, without repeating the reason typed for the pause.

Cancel one registration. Choose Cancel on its row (a screen reader reads it as "Cancel registration for" that person's name). It cancels the whole registration, including everyone on it, so a row shared by two people cancels both. The confirmation, Cancel registration, says who is canceled, that their places open up, and what happens to the money:

• An unpaid invoice is voided.

• Money already paid stays with the club, and the treasurer gets a task to refund it or give credit. Canceling never returns money by itself.

• Account credit is named as credit, never as a payment. An invoice the credit covered reads "settled with $90.00 of account credit", with the credit staying with the club and a task for the treasurer to give it back if the household should have it; a card payment that was refunded is shown as refunded. Account credit on an invoice that is voided goes back to the household, and the confirmation says so.

• A payment still going through is not stopped, and the treasurer gets a task to check it once it finishes. If that payment covers only part of the invoice, the confirmation also says how much of the invoice is left. That rest is canceled automatically when the payment finishes. If the payment fails or is returned instead, the whole invoice is canceled automatically and the treasurer gets a note; nobody needs to void it.

The household gets an email saying the registration was canceled. Afterward the page says what the cancel did to the money: "Registration canceled. Invoice voided." for an unpaid one, "Registration canceled. A task was added for the treasurer." when money stays with the club, and just "Registration canceled." for a free one.

Cancel the whole program. At the bottom of Details, Cancel this program lists exactly what canceling does: how many registrations and people, how many unpaid invoices are voided (and how much account credit on them goes back), how much paid money stays with the club (payments and account credit are named apart, and anything already refunded), and how many payments are still going through. If the registrations change while you have the page open, the numbers are checked again when you confirm, and you are asked to review the new numbers instead. Everyone registered gets an email, and households on the waitlist are removed and told. It can't be undone.

If account credit changes while staff are canceling the program, nothing is canceled and the page asks you to try again. Reopen the review to see the current amounts before confirming.

Only programs where households register with a headcount have a waitlist. When one is full, households can join it, and the Roster section lists them in order. Offers go out automatically, in order, when a place opens. An offer doesn't hold the place: if the program fills up first, the household is told it's gone. A household that registers directly leaves the waitlist. Programs where people register by name have no waitlist; they show Full and members are told to contact the club.

The waitlist card has two buttons on each household, for the times the automatic order isn't what you need. Both are for managers and admins.

• Send offer emails one waiting household an offer for its whole party. You can send it ahead of the automatic order. Everyone in the household with an email address on file gets the email, with a link to accept. The offer doesn't hold the places: if the program fills up first, the household is told it's gone, and if the household accepts it registers at the program's regular price, if the program charges one. The confirmation says so, and says plainly when the program has no room for the party right now, or when registration isn't open (for example after you ended it), because an accepted offer would then go nowhere. While an offer is open, no automatic offer goes to anyone else on that program; the wait ends when the household answers or the offer expires. Once a household has an offer, its row shows when the offer expires and Send offer goes away; Remove stays.

• Remove takes the household off the list. The household isn't emailed, so tell them yourself if they should hear it. If it was holding an open offer, the offer is canceled and the link in its email stops working. When a place is free, the next household in line is then emailed an offer. While your club's email is paused the freed place waits instead, and the next household is offered it once email is turned back on; the confirmation says so.

Send offer is off while email is paused. If your club's email is paused, or Swim Ops has paused email for every club, the household couldn't get the link, and an offer nobody can receive would only hold up the line, because an open offer keeps the automatic ones back. So the card says so above the list and turns Send offer off. Resume email on the Messages page, or wait until it is resumed, then send the offer. An assistant that asks for an offer during a pause is told the same on the approval page, and nothing is offered.

A household whose account is paused can't accept an offer until the account is reactivated, and one whose account is closed gets no email at all. The list marks those rows ("Account paused. Can't accept an offer.", "Account closed. Can't get or accept an offer.") and the confirmation says the same, but it lets you go ahead, for example after you reactivate the account. The answer to either button appears in the card, under its title.

Because Send offer emails a household, an AI assistant connected to your club can only ask for it; a person approves it on the website first. The same goes for Remove, which can email the next household.

Members find programs in the menu under the same name you chose, grouped by category. A member registers the people taking part, or enters a headcount, reviews what they will be charged, and registers. An invoice is created right away and they can pay it then or later. Their place is held as soon as they register, even if the invoice is unpaid. A member who joins a program that has already started pays the full price. A household that registered before you made a program preview-only or ended it can still open it to see its registration, but it can't register more people or join the waitlist there.

Programs appear in a few places besides the Programming page. All of them appear only while Programming is turned on for your club.

• Member Home. The Coming up list shows a household's upcoming and ongoing programs. A one-day program shows its day and time. A longer program, such as masters, shows its dates with an Ongoing badge once it has started, because it is not one moment in a day. Each row says who is registered (or how many people) and links to the program. When a registration still has an invoice to pay, Home's next steps call it "Registration for" and the program's name, so a member with two programs can tell the bills apart.

• Calendar. A member's Add to calendar link includes the one-day programs they are registered for, with the day and time when the program has them (or all day when it doesn't) and a link back to the program. Programs that run for more than one day never go in a calendar, however short they are, so a weekend program or a season of masters will not appear there. A canceled registration or program drops out the next time the calendar refreshes.

• A reminder email. Each morning, the person who registered gets an email the day before a one-day program. If that person has since left the household, it goes to the household's primary contact instead, and if there is no one to send it to, it is not sent. It gives the day, the time if there is one, and who is coming, and links to the registration where they can cancel. It says nothing about payment. You can see how it reads, change its wording, or turn it off under Messages → Automatic emails (it is called Program tomorrow, in the Reminders group). The day, time, who is coming and the button to the registration are filled in for you.

• Activity. Under Programs in a household's Activity, a registration appears as "Program registration created" and a cancellation as "Program registration canceled", with the program's name and the number of people. When you or the club cancel, the line says so.

• Your dashboard. Managers and admins see Programs this week on Home, the number of programs running at some point in the next seven days. A program that runs for months counts every week it runs. Drafts and canceled programs are not counted. Select it to open the Programming page.

• Your public site. If your site has an Upcoming events section, it lists up to six published programs that haven't finished or been canceled. Ongoing programs count as today; the list then sorts by start time and title. Someone who isn't signed in sees only the name and dates and a link to sign in. Preview-only, draft, ended and canceled programs are not listed.

• Members didn't get the registration-open email. It goes once, within about five minutes after registration opens, and only when the program is published. The card says "Announced on" with a date once it went out. Look at Registration dates: with no opening time, or once registration has closed, it can't be turned on, and a switch left on when registration closes sends nothing. It also waits while your club's email is paused, and members who unsubscribed from club news don't get it.

• A household says it can't accept its offer. Its account may be paused or closed: the waitlist row says so. Reactivate or reopen the account on the household's page. A paused household can then use the link in its email until the offer expires. A closed household never got the email, so remove it from the list and ask it to join the waitlist again once its account is open.

• A member says a program is missing from their calendar. Only one-day programs go in a calendar. A program that runs on more than one day doesn't, and calendar apps can take a while to refresh.

• A member didn't get the reminder. It goes only the day before a one-day program, to the person who registered (or, if they have left the household, the household's primary contact), and not for a canceled registration. If the person who registered has left and the household has no primary contact, nobody is sent it. The email may also be turned off under Automatic emails, or a bounced address or a club that isn't live yet may have stopped it. Check the household's message history.

• A member can't see a program. Check its status. A draft, a preview-only program and an ended program are not in the member list. Also check the dates under Control when members can see this program.

• Registration is closed. Look at Registration dates. A program also closes to new registrations after its last day.

• A price or a date won't save. The message says what to change and the box is marked. The usual causes: the program needs a price for everyone before you add other prices or publish, two prices can't cover the same people, the youngest age can't be higher than the oldest, and registration can't close before it opens.

• A member is asked to add a birth date. The program has a price by age, so each person needs a birth date on file. They can add it in their household details.

• The program is full. Members see Full. To let more people in, raise Maximum people under Spots in Details, or cancel a registration to open a place. You can't set the limit below the number of people already registered, except to keep it as it is: a program you registered past its limit can still be edited and saved with its limit unchanged. To fit one household in anyway, use Register a household and tick Register past the limit.

• A bank payment failed after the registration was canceled. The invoice is canceled for you, and the treasurer gets a task saying so. If account credit was applied to the invoice, it can't be canceled automatically: the registration row says the invoice is still open, and the treasurer gets a task to open the invoice and choose Void this invoice.

• A household was merged into another. Its program registrations and waitlist places move to the household it was merged into, so the roster shows that household's name, and the invoices stay on the household that was merged away. Its other bookings that were not canceled, declined or picked up (camp, lap swim, lessons, rentals and shop orders, even for sessions that already happened) move too, and so do guest visits from today on; see Household ownership and merging. If both households were registered for, or waiting for, the same program, the merge stops and names it; cancel the registration or remove the waitlist place on one of them first, then merge again.

• A household registered twice. It can't: a person can only have one active registration in a program, and a household can only have one headcount registration.

• Register a household is greyed out. The reason is written beside the button: the program is a draft, was canceled or has finished. A closed or full program leaves the button on and asks you to confirm.

• A household can't be registered. The page says why: its account is paused or closed, it isn't a current member household, it was merged into another household (register the household it was merged into), a person chosen isn't in it any more, or someone is already registered.

• I moved a date and people weren't told. Changing a date or time never emails anyone. Use Message everyone registered on the Roster to write to them, or contact the households on the roster yourself.