Creating a New Activity

A new activity should be created for each season an activity is offered (i.e. Fall Football 2014, Fall Football 2015, etc).  Before creating an activity, ensure the following items have been set up and are available to add to the activity as needed.

  • Forms:  Ensure any required Form that will be attached to the activity been updated or created. On the Public side, forms can only be printed before they are submitted and they cannot be accessed by the parent after they are submitted. The Form Responses can be viewed from the Admin side of the system.  Click here for information on Forms
  • Resources:  Ensure any Resources (additional informational links about the activity) that need to be attached to the activity have been created.  (Settings, Advanced Settings, Resources - appropriate access is required). From the Public side, Resources can be accessed after the enrollment is completed by going to Enrollment History for their account.
  • Categories:  Ensure Activity Categories have been created  (It is recommended the Categories are simply organized such as, Fall Athletics, Winter Athletics, Spring Athletics, Transportation, Fine Arts, etc...)  (Settings, Advanced Settings, Categories - appropriate access is required)
  • Account Codes:  Whether the district uses TIES Finance or a different finance system, Account Codes must be populated in order to create Activities.
  • Locations: Locations are descriptive only and are optional. (Settings, Advanced Settings, Locations) 

Create an Activity using the New Activity Form

  1. Login to FeePay Admin.
  2. Select Activities.
  3. Select Add Activity.
  4. Type in an Activity Name. When naming the Activity, it is a good idea to include the school acronym, gender (if applicable) and the year/season in the title.  This will also be the name the parent/payer will see when they log in on the Public side to complete the enrollment.  Example:  EHS Boys Tennis 2015-2016
  5. The Activity ID will auto-populate when the activity is saved so leave that field blank.
  6. The Amount Type defaults to Fixed which is generally used for most activities. A Variable Rate is used when you wish to allow the person to enter a value with a minimum of $0.01 (i.e. a donation activity).  Quantity will ask how many of the item the user is purchasing when they select 'Add to Cart'.
  7. The Roster Email Schedule (Daily or Weekly) can be set to have a roster automatically emailed to a coach or other person. In order to send the email, the person's email address needs to be entered in the Notification Members field. Weekly rosters are sent on Monday mornings. Weekly and daily rosters are sent at about 6AM. The subject line is the name of the activity.
  8. Type in a name for the Fee Split (i.e. Football 2015).
  9. Type in the Activity Fee amounts. Note: You must add a dollar amount into each field for Full, Reduced and Free even if they are the same and/or even if it is a no charge activity (i.e. 0.00 without a dollar sign) 
  10. Select an Account Code from the drop-down
  11. Select Add. Note: The Activity will not save properly if you do not select the Add button to entering the dollar amounts. 
  12. Type in a Description (optional). Note: The Description will be displayed on the Public side if the payer selects the option to view more information for that activity so it is recommended to enter a brief description.
  13. To limit an activity so it is only be visible on the Public side for certain students, enter the necessary Grade Levels, Homeroom Teachers and/or Schools that includes the student types eligible to enroll or register for this activity. Use the arrows to move the desired item from the left to right side. Note: Only those on the right side in these fields will be able to view or enroll in the activity.
  14. Select one Form from the drop-down (optional).
  15. To limit an activity to only be visible on the Public side for certain students, enter the necessary Student Schools that include student types eligible to enroll or register for this activity. Use the arrows to move the desired item from the left to right side. Note: Only those on the right side in these fields will be able to view the activity.
  16. Select the Category and/or Sub-category from the drop-down. Note: The Activity will not save properly if a Category is not selected. It is required but Sub-category is not.
  17. Select the Location (optional).
  18. Select an Activity Start and End Date. Note: When entering the End Date for a sport, enter the End Date as the last possible date of any state tournament to ensure the student physical is valid all the way through the state tournament. Also, if your district uses the School Year feature, the end date will dictate which school year the activity is displayed in.
  19. Select a Signup Start Date and Start Time and Signup Deadline Date and Time. Note: The default time is 12 Midnight so ensure that the AM/PM setting for the time is accurate.
  20. Type in a Max Enrollment (optional) to limit the number of people that can be enrolled. Note: Zero means there is no max limitation set.
  21. If a physical is required, set to Yes and ensure the the number of days or years prior to the end date of the activity for which the physical is considered current including the end date of any state tournaments.
  22. Type in a Contact Name, Phone Number and/or email (optional). Note: These are only visible by Administrators (not the Public side)
  23. Type in the email addresses for any Notification Members that you wish to receive rosters. Note: Ensure Roster Email Schedule is set for Daily or Weekly or they will not receive a roster.
  24. Select SAVE, SAVE + COPY (saves and create a copy using the same information as the original activity) or SAVE + NEW (saves the current activity and begins creating an activity with a blank form).

 

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