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Classes, events, attendance and Zoom

Activity Messenger offers a full class and event management platform. You can import classes from your existing registration platform such as iClassPro, Jackrabbit or Amilia. You can import classes from an Excel file. You can also define your own classes and take registrations with or without taking payments.

Each class has its own attendance list. Your coaches or teachers can track attendance from their smartphone.

Classes also leverage all other Activity Messenger features including the ability to message by email or by SMS a class roster, and to send reminders before or after each class.

We even allow you to integrate Zoom with your classes. Activity Messenger can create Zoom meetings for each class occurrence and email (or text) each participant the Zoom link prior to the class.

Activity Messenger supports these types of classes:

  • Event: Single date event (i.e. Eventbrite).
  • Session: Participants register to multiple classes in a season.
  • Drop-in: Participants register to one or many dates of a class.
  • Recurring or perpetual: Participants register to one or many days of the week of a recurring or perpetual class.

# Managing classes and events

Click on Classes and choose All classes and events. The list of classes and events will be displayed. You can organize them with tags. This allows you to easily manage a large volume of classes or events. You can also reorder them.

Classes and events are usually created when you are building a Payment form. Modifying a class/event here may impact forms that are selling it. You may also create classes and events from this screen and link to them from any payment form. This allows you to sell a same class at different price points.

Classes are also created when you import attendance lists from an Excel files.


# Modifying a class or event

Click on a class or event to modify it. A window opens allowing you to modify different attributes.

Classes can have a maximum number of participants. Leave blank if there is no limit.

A class or event can have one or multiple dates. Click on the (+ Add) button to add a date or (+ Recurrence) to add a series of recurring dates. The system will repeat the recurrence pattern for you.

Your class/event can be at a location. You can either create one on the fly, or link to an existing location resource.


# Taking registrations

To take registrations to a class you need to use a Form or a Payment Form. Use the Class/event question. It will allow you to choose a class or event, or to create a new one on the fly.

The Class/event question defines how participants can register to the class.

Choose the Registration rule you want to enforce. You have 5 options:

  1. Register to all dates
  2. Must pick only one date
  3. Can pick multiple dates
  4. Must pick only one day of the week (recurring)
  5. Can pick multiple days of the week (recurring)

If you are selling the class using a Payment Form, you can override the price. This feature allows you to apply a discount to a class or set a drop-in price per class.

You can override the attendance limit by chaging the Number of spots. For example you can define a Drop-in form that limits to 1 drop-in per class date.

If the participant is different than the respondent or account owner, you can ask for their name. For youth classes, you can ask for more information such as the gender and date of birth. Schools can ask for the student grade. Camps and day cares can ask for the password to release custody of the child and pairing with a friend.

You may want your participants to have guests without asking for their names. If these guests count against the maximum attendance limit, you can use the Guest participants option. Payment Forms will also allow you to charge an additional fee per guest.

You can define multiple registration forms for the same class. This allows you to apply different rules for session vs drop-in registrations to a class. You can also create promotional forms with discounts.


# Sharing the form

Click on Share the form. A popup will appear give you 4 options. You can copy the unique and shareable link of the form to put on your website. You can send the form by email and/or text message. You can embed it on your website. Finally you can print a QR code and post it on a wall for people to fill in the form in person.

If you choose to embed on your website, you can either place the form on a page using an IFRAME, or you can embed a button that opens the form in a popup. Copy the respective HTML code to embed on on your website.

To embed this form on your website you must first set the URL of your organization. Click on the organization menu () and Modify information. Your website must be secured and start with https.

The button with popup option requires JavaScript. Some sites like Wix do not allow that. Embed directly in the page using an IFRAME if that's the case.


# Client experience

Registration takes place on a Form or Payment Form. Registration forms can also serve as contracts. They can contain other types of questions and even electronic signatures. Your client does not have to create an account.

You can configure the form to send a confirmation email using an HTML message template. You can customize the email with placeholders to insert the name and schedule of the class. You can also attach the filled form as a PDF.

Payments forms work similarly but allow your client to pay with their credit card (via Stripe) or by Interac e-Transfer (only in Canada).



Next topic: Attendance tracking




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