Scenarios:

  1. You want to create an activity for Team Sports and require sorting your attendees into teams

This document assumes you know the following:

  • You have published your Minisite

We suggest using this Activity type if you are a Team Sports activity provider and require sorting your attendees into teams.

 How to set up Team Sports Activity type

1. Head to the Activities menu and select Create An Activity

2. Choose the Team Sports tile

3. Answer the following questions.

Please note that  Activity Setting Display will differ depending on your answer selection.

  • Do you need to track attendance at every session and/or offer pro-rata billing?

  • When would you like invoices to be created?

  • Is participation guaranteed at the time of registration?

  • Choose dates if you have chosen to track attendance

4. Click Let's Go!

General Settings

1. Choose Category

2. Choose your venue from the second drop-down menu

  • If your venue is not there, click the Create new venue button to the right.

  • This will take you to another page, where you will fill in the details of your venue.

  • Once you save this venue, it will appear in the Choose your venue drop-down menu.

3. Select the staff who will be at the activity from the next drop-down menu.

4. Select your type of attendees:

  • Children (their parents will make the bookings)  OR

  • Adults/young adults (will make bookings themselves)

5. Choose the activity name

6. Add Room directions (if needed)

Online Listing Details

1. Write a short summary of the activity that will be seen on the search results.

2. Write a long description of the activity that will be seen on the activity page.

3. List items your attendees need to bring and/or wear, and list highlights of the activity. These will appear as bullet-point lists on your online listing.

4. If you have important information that you need everyone to read you can provide it here (for example, information about bus routes). This message will display prominently in a red Important Information alert box immediately above the booking form.

5. Upload a Promo Image to enhance your tile.

6. Attach any flyers in a form of a pdf.

If You Track Sessions - Time and Cost

Session Times and Cost

1. You can select only one session for this activity type

2. Choose Attendee limit, Start & Finish times and Session Cost

Dates

1. Select dates when the activity will be running

2. Amend Attendee limit, Start & Finish times and Session Cost - if required

If You DO NOT Track Sessions - Time and Cost

Time period and details

1. Choose the start and finish times of the activity

2. Select the days the activity will run on

3. Select a date when registrations will automatically close for the activity

4. Select the days the activity will run on

5. Describe the start and finish time details

Pricing / Fees

1. Allow customers to select:

  • Only one of the pricing options

  • Any of the pricing options

2. Enter item name, total available spaces, and price for the item

3. Choose if you would like to know the name of the participant

4. If you do not need to know the name of the participant - ask how many of the items the customer requires

Additional Items

Please see this help guide for how it works: School Sports - Selling Additional Items to Students

Discounts

You can offer any of the discount types available. Please see here for more information:

Extra Questions

You can ask extra questions that will be specific to the activity. You can choose from one of the templates or create your own custom questions - either Free Text or with Answer Options

This is how these questions will display for the participant:

Booking Settings

1. You can choose to sort the attendees into teams.

  • If you have chosen this option - please select the attendee and move them to a team within the activity

  • Another question will populate if you choose to sort everyone into teams - to inform parents that places can not be guaranteed until after teams have been confirmed

  • Please see this help guide where Team Sorter is explained in detail

  • If you choose not to sort everyone into teams - you will see a list of registered attendees with the activity:

2. You can choose to add attendees to a waiting list if the maximum number of allowed attendees has been reached

3. Choose to offer Free Trials. Please read more about Free Trials here: How To Setup Free Trials

[Available only if you choose to track attendance at every session and/or offer pro-rata billing]

  • You will be able to convert to Full Booking from the Booked In Tab:

4. If you select Yes for "Attendees must complete Safety Form before attending" then the attendee (or parent) will receive reminders for incomplete Safety forms

5. You can prevent customers from editing their existing bookings within a specified period

[Available only if you choose to track attendance at every session and/or offer pro-rata billing]

Invoice Settings

  1. Choose Invoice Due Date

  2. Choose to itemize or group sessions [Available only if you choose to track attendance at every session and/or offer pro-rata billing]

  3. Invoices can be generated:

  • At the time the registration is made which is invoicing in advance, or

  • Only once you as a provider have confirmed the place in a team that is invoicing in arrears

Subsidy Settings

Enable or disable OSCAR subsidies for this activity

Online Publishing Settings

  1. To enable customers to use the booking form to make bookings ensure the booking form is not hidden by selecting No

  2. To allow bookings or enquiries to come through for this activity, click Yes

  3. To publish the activity online and enable customers to find your minisite, click Yes

Congratulations! You now know how to set up and use Team Sports Activity Type!

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