Registration Periods and Sessions

Sessions

After creating a program, it must be added to a Registration Period as a session for registration to start.

The reason is that a program, once created, can be offered many times, year after year, and even more than once within a registration period. For example, Fitness Fun may be offered on six different nights in a single registration period or season. In Cogran, there is one program that is added six times! Use this information to cut down on the different programs that are created. (Remember that different prices or eligibility might mean you do need different programs).

Creating Sessions

After creating a Registration Period, it’s time to add Registration Options like Programs, Memberships, and Day Passes. Registration Options must be added to a Registration Period to offer them for registration.

  • Registration Setup>Registration Periods
  • Search.
  • A list of Registration Periods appears.
  • Click the Go-To Menu. The session list populates.
  • Click “create new” to add a new program, ticket, day pass, team, or other registration option.
  • Tab 1: Basic Information about the Session
    • Select a Registration Option –the program, membership, or other registration option to add to the registration period.
    • Set the Status: Open, Closed, or Hide from Display. Another status is Waitlist, which will automatically activate when this option is in waitlist status.
    • Session Description: Give this session some handy display text. This is handy when this session needs to be distinguished from other, similar sessions.
    • Custom Information: Use this to share if this is a year round or seasonal program.
    • Set the dates on which each session will take place. These dates will set the session on the calendar and appear in listings.
    • Day of week: On which days of the week will this session take place?
    • Session start date: On what date does this session start?
    • Session end date: On what date does this session end?
    • Session start time: When does this session start?
    • Session end time: When does this session end?
    • OPTIONAL: To create sessions that will be repeated, and registered for separately, check the repeat session box, then enter the repeat pattern. If creating a long series of sessions that are registered for once, do not check this box.
    • Blackout dates: If a session schedule should skip dates, enter the dates here.
    • ProRated prices: If prices will be prorated, enter the total number of classes here. This allows late registering customers to pay only for classes in the future.
  • Tab 2: Capacity, including registration limits and wait list information
    • Registration Limit: Enter many people can register for this session. Each session of the same class can have different registration limits, if desire.
    • Number of Spots on Waitlist: If offering a Waitlist, enter the number of registrations available on the waitlist. If not offering a waitlist, leave blank.
  • Tab 3: Location
    • Facility Calendar: Select a facility from the list to display a location on the program listing. Used if using facility management. Facilities must be created first to use this feature.
    • Sync to Facility Calendar: Check to reserve this facility for this program. The facility will be automatically closed other reservations during this time.
    • Location: If not using facility management, simply select a facility from the list. This does not reserve a facility, but it will display in the session listing for the convenience of customers. Read more about adding a location.
  • Tab 4: Registration Override Dates
    • Used to override the dates of the Registration Period. Not all registration sessions fit the exact registration dates assigned to the registration period. This section of session setup allows users to override the registration dates, dates for early discounts and late fees, and installment due dates.
    • Start Registration on: Registration for your users will automatically start on this date. (Event must also be set to “Open” status).
    • Start Registration at this time: Set a time for registration to begin.
    • End Registration on: Registration for your users will automatically end on the date set for Registration to end.   (Events may also close due to being full or being manually closed by an administrator).
    • Early Registration Pricing ends on: Early Registration Discount (“Early Bird”): Early registration fees are set at the program level for the programs that include an early registration discount amount. This date will end the early registration at 12:01 AM, when regular pricing will begin.
    • Late Registration Fees begin on: Late Registration Fee:  Late registration fees begin to apply as of this date for the programs which contain late fee pricing. Fees begin to apply at 12:01 on this date.
    • Last Installment is Due on: Installment Period End Date: The last installment will be billed on this date for programs with an installment program.  Note: Other fees and discounts apply to first installment only.
  • Save and repeat for additional sessions



Sample Scenario:

A week of camp costs $200 and is offered 10 times over a summer. This week of camp is a program. The summer is a registration period. To create this, make a program called “Camp.” Create a registration period called “Summer.” Add the program “Camp” to “Summer” 10 times. Then, at the session level, add the details of when each week is offered.  

A yoga class for seniors is $20 and is offered every day. This is a program. Create a registration period of a month, add the yoga class, and use REPEAT SESSION to offer this program at the same time every day for a month. Then, update session details as needed (for example, instructor name). 

Fall soccer is about to begin. Create a program called “soccer” and assign eligible age groups and a price. Create a registraton period called Fall Sports and be sure to set an age group cutoff date. Add the program “soccer.” There is usually no need for sessions, because games are scheduled using the game scheduler. 

Updated 1.7.21

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