Add Components

Sub-program components are either activities or classes scheduled for the program sessions.  When adding a new component, the available start and end dates default to the date range for the first session.  The date you select for the new component will be used to propagate the component to all sessions in the program.  For example, if you add a class and choose the second date available in the date drop-down lists, the same class will be automatically scheduled for the second day of each subsequent session.

To add components:

1. If the Program and Event Administration menu page is displayed, skip to step #4.

2. Click the Features Link at the top of the current page.
   The Main Information page should be displayed.

3. Click the Manage Events link in the Administer List Sidebar menu on the Main Information page.
   The Program and Event Administration menu page will be displayed. 

4. If you need to change organizations at this point, choose the organization from the Select an organization drop-down list at the top of the page.

5. Click the Manage Program link in the Programs column of the menu page.
   The Manage Programs page will be displayed.  The page will display a list of programs in alphabetical order, their effective and end dates, the status of the program and a Manage action link.

6. If the program is not listed on the current page, use the Navigation links at the top of the list to select the first letter of the program.
   The system will scroll the page to the list of programs starting with the letter you selected.  You can also use the vertical scroll bar to find the program.

7. Click the Manage link for the program that you want to manage.
   The Manage Program page will be displayed with all the details for the selected program. 

8. If you need to expand session events, click the plus icon to list all details for the session.
   You can use the minus icon to collapse a session or sub-program structure.

9. Click the Add New Class or the Add new Calendar Activity link at the bottom of the sub-program for which you are adding a component.
   If there are no components for the sub-program, the link will be displayed directly under the sub-program title; otherwise, the link is at the bottom of the component list for the sub-program.
   The Create and Modify page will be displayed.  The page is the same for classes and activities - just the page header will be different.
   The sub-program name will be displayed in read-only format in the Program field.

10. Enter the description (name) of the component in the Description text box.
    This field is required.
    This information will be displayed on the calendar, online and email receipts and when viewing details of the session.

11. Select the start date of the component from the Start Date drop-down list.
    This list will default to the date range for the first session of the program.

12. Select the end date of the component from the End Date drop-down list.
    This list will default to the date range for the first session of the program.  If the component is one day or less, select the same day as the start date from this list.  The component date(s) will be displayed in the Register for Activity by Individual function when registering for a session.

13. If there is a start time for the component, select the hour, minutes, and AM/PM from the drop-down lists displayed to the right of Activity Time.
    This information is optional.

14. If there is an end time for the session, select the hour, minutes, and AM/PM from the drop-down lists displayed to the right of Until.
    This information is optional.  If entered, the component time will be displayed in the Register for Activity by Individual function when registering for a session.

15. If there are photographs available for the component, enter the URL of the photographs or photo album in the URL to event pictures text box.
    This field contains a complete URL where photographs can be found (This is the Internet address - an example might be: http://www.doubknot.com/Troop508/myphoto.html).
    Since members can search the calendar for past events, it is often valuable to link past events to the photo album.

16. If there is further information in another website, enter the URL of the site in the URL for additional details text box.
    This field contains a complete URL to other information you want to link to this component.  For example, you may want to link a Summer Camp activity to the camp�s web site.

17. The Contact E-mail field is defaulted to your user id. 
    If you want another member to be responsible for organizing the component, enter that member�s email address in the Contact E-mail text box.
    This field is required and contains the email address for the person organizing the component.  

18. Enter any description details for the component in the Details text box.
    The text box displayed for this field will vary depending on the type and version of Internet Browser you are using.  Anyone using a version of Internet Explorer higher than 5.5 will be able to use Rich Text features for the description.  Please refer to the Rich Text Editing instructions for more information.
    
    If you are not using Internet Explorer or a lower version, the Details field will be a plain text box in which you can simply enter text. 
    This field is optional.  If it is left blank, the system will use the description information from the sub-program.

19. Enter the location information for the component as follows:
                enter the street address in the Address text box,
                enter the city in the City text box,
                select the state or province code from the State drop-down list,
                enter the zip or postal code in the Zip text box, and
                select the country code from the Country drop-down list.
    
    By filling in this information, an online map and location (with directions available, as well) will be accessible by clicking on the address when viewing details of the event.  These fields are optional.

20. If you are using online registration for this component, continue to the next instruction. 
    Otherwise click the Save button at the bottom of the page and you have completed these instructions.

21. Enter the date by which the registration for this event must be submitted in the Register By Date text box.
    This field defaults to the session register by date.  You can optionally use the pop-up calendar to select the date.
    This field is used to control online event registration; it specifies the last day on which a registration will be accepted.  This final registration date is displayed when viewing the details of an event.  If this field is entered, it is not possible to register for the event after this date.

22. This field is optional and if left blank, the system assumes the event does not require online registration but will still display the event information.

23. If there are multiple costs involved with the session, click the Multiple Cost radio button.
    This field is optional.  It allows you to enter more than one cost for the session and link the cost to a type of registrant.  When you select the Multiple Cost radio button, the page will refresh with an updated Cost area.  There will be two cost lines displayed.  You can use the Add Cost Row button to add another line for cost.

24. Enter the cost (price) of the component in the Cost field. 
    This field is optional and if entered, contains the cost of the event.  If using online event registration and payment, this is the amount used to determine the charge per registrant.  If there are multiple costs, enter the differing amounts in each cost row.
    
    This is the cost of the component which will be added to the cost of the session upon registration. 

25. If you are entering multiple costs, you must define the registrant type for the different costs. 
    
    If the type of registrant is already listed in the Registrant Type drop-down list, select the type from the list.
    
    If the type of registrant is not in the drop-down list, select Add New from the drop-down list and enter the type in the text box directly to the right of the drop-down list.  This will add the new type to the list.

26. Enter the number of minimum registrants required for a single registration in the Min Registrants text box.
    This field is optional and will default to 1.  For example, a component may require that a minimum of two people attend.  If there are multiple costs, enter this field for each cost row.

27. Enter the number of maximum registrants allowed for a single registration in the Max Registrants text box.
    This field is optional and if left blank, there will be no limit placed.  An example for maximum registrants may be that an event requires that no more than 6 people from a family can attend.
    Note: the event amount is calculated based on the amount of persons registered.
    If there are multiple costs, enter this field for each cost row.

28. Enter the number of maximum attendees for the component in the Max Attendees text box.
    This will determine how many people overall can attend this component.  When the limit has been reached, the next registrant will receive a message that the component is full.  This field is optional.  If there are multiple costs, enter this field for each cost row.

29. Enter the number of people that may be placed on a waiting list in the Wait List text box.
    This field is optional.  If there are multiple costs, enter this field for each cost row.
    The Wait List comes into play when the number of registrants has reached the maximum attendees number.  The next registrations will be added to the wait list.  The number of registrations added to the wait list will not exceed the number in the Wait List field.  Registration requests coming in after the maximum wait list number, will be turned away.  Wait list registrations will be given FIFO (first in - first out) preference.

30. If you want to allow members to register other members of the organization, click the Register other members check box in the Members May area.
    When the Register Other Members check box has a checkmark, it allows members of an organization who have logon accounts to register other members in their organization.  This field is optional.

31. If you want to allow members to register anyone (members and non-members), click the Register Anyone check box in the Members May area.
    This field is optional.  When the Register Anyone check box has a checkmark, it allows members to complete online registration for other people who are not members of the organization.  At the time of registration, the non-member's name and either their email address or their phone number may be required.

32. If you want the email address and/or phone number to be required for non-member registrations, check the Email address and/or Telephone number checkboxes.
    A checkmark in a checkbox indicates that the requirement is turned on.  These fields are optional.
    When users can register non-members, or if anyone is allowed to register, first and last name is always required for every non-member registrant.  Optionally you can specify whether to require phone number, email address or both for non-member registrants.
    These properties are ignored when registrations are not allowed for non-members.

33. If a discount can be taken for early registration and payment, enter the applied before date in the Early discount applied before text box.
    You can optionally use the pop-up calendar to select the date.  This field is optional.

34. If an early discount can be taken, enter the discount amount per registrant in the Early Payment Discount text box.
    This field is only required if you have entered an Early Discount date. 

35. If you want to apply a late fee for registrations after a certain date, enter the date in the Late Fee applied after text box.
    You can optionally use the pop-up calendar to select the date. 
    Late fee applied after is the date an additional fee for late registrations is assessed to register for an event.  If using online event registration, event costs after this date will automatically add the Late Fee Amount.  This field is optional.

36. If a late fee applies, enter the amount of the fee in the Late Fee Amount text box.
    This field is only required if you have entered a Late Fee date.  The Late Fee Amount is the additional monetary amount charged if payment is not made before the Late fee applied after date.
    The late fee is always shown as a separate item when viewing details of the activity, and within the online and email receipts.  The late fee amount is always applied per registrant for that registration.  It is calculated as:
    Late Fee Amount X Total Registrants = Total Late Fee Charged.

37. If you want anyone to be able to register for the event, click the Anyone radio button.  Otherwise, click the Only Members who have signed in radio button.
    When the Anyone radio button is selected, it allows anyone to register online for the event.
    When the Only Members radio button is selected, only members of your organization and other organizations you designate who have logon accounts can register on-line.  When Members Only is selected, the person is automatically prompted to sign on, if they have not already, when attempting to register.

38. If you want to set a cancellation policy for the component in which a percentage of the registration cost is charged for a late cancellation of a registration, select the percent amounts and the cancellation dates from the Cancellation Policy lines.
    You can select a percentage from the first drop-down list in each line and enter a cancellation date in the date text box in each line.  You can optionally use the pop-up calendar to select the date.
    Cancellation Policy specifies the refund of money once paid.  The policy is displayed when viewing details of the event and when making a payment online.  If a person registered online, they can cancel their registration based on the policy

39. If you want to allow the person who completed the registration to be able to change the non-member names, click the Modify Registrants checkbox.
    A checkmark in this checkbox indicates that the names can be changed.

40. You can optionally enter a date in the text box on this line so that there is a specific timeframe allowed for name changes.

41. When you are through entering the session information, click the Save button at the bottom of the page.
    The Manage Program page will be displayed.

42. You can click the Done button to return to the Manage Programs page.

Tips:

• If you have a question about a field, click the question mark icon next to it to receive a description of the field.