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Set up Time Periods

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Prior to setting up classes you should set up your time periods. In the Terms area of ASAP, you can set up time periods as well as the fiscal year.

Setting up time periods is a requirement. You can set up your fiscal year information as well but that is not a requirement. Your terms can be defined by time periods alone or by time periods within a fiscal year. However, you cannot set up a fiscal year alone. You must also set up time periods within the fiscal year.

If your organization takes in revenue for items that are in future fiscal years, for example, receiving money in January for summer camp that is in August, you may want to set up time periods withing the fiscal year for reporting and accounting purposes.

What do you want to do?

Set up time periods

 

  1. On the Navigation menu, click Set Up, and then click Terms.
  2. Click the Time Periods tab.
  3. In the Time periods section, click Add.png.
  4. If you are setting up time periods within a fiscal year, select the Fiscal Year. If you haven't set up a fiscal year, you need to do this first.
  5. Enter a code for your time period. 
TIP: A code is alphanumeric text that identifies this time period in ASAP. As a best practice, limit your code to 10 characters or less, and do not add spaces or special characters.
  1. For Name, enter a descriptive name, for example, Winter 2020. Spaces are allowed.
  2. Use the calendar icons to set your Start and End Dates.
  3. If you are charging a registration fee for the time period, for Fee, enter the amount without the currency symbol.
NOTE: Instead of charging a registration fee per time period, you may opt to charge a registration fee at the course or class level instead. This fee would be charged per class or course. Or, if you want to charge one annual registration fee, add the registration fee at the fiscal year level.
  1. Select Family Fee if you want to charge only one registration fee per family in this time period.

The first time a member of a family enrolls, ASAP charges the designated time period fee. If any additional family member enrolls in the time period, the family is not charged an additional time period fee.

  1. Select Discount if you allow discounts on the registration fee. Discounts are set up under Set Up > Discounts.
  2. Select Configure if you are ready make this time period available and start assigning classes to it.  If you are setting up a time period for future use, don't select Configure until you are ready to assign classes to the time period.
  1. Select a Payment Plan if you allow registrants to pay by a payment plan. Payment Plans are set up under Set Up > Terms > Payment Plans.
  2. If are using ASAP's Private Lessons module, for Number Of Lessons, enter the number of lessons you offer in this time period.
  3. Click SaveDisk.png.

If you need to make changes to the time period, click More options ellipsis.png, and then click Edit.

Make time period open for online registration

When you are ready to make your time period(s) available for online registration on your public site, follow these steps.

  1. On the Navigation menu, click Set Up, and then click Terms.
  2. Click the Online Registration tab.
  3. In the Online Registration section, click Add.png.
  4. Select your Time Period.
  5. For Start Date, select the day you want to make this time period available for online enrollment.
  6. For End Date, select the day you want to close online enrollment.
  7. If you are offering priority registration, select the Priority Reg Start Date, the Priority Reg Type, and the Priority Reg Name.
  8. Save the changes.
  9. Verify the time period has the Configure option selected.
    1. On the Terms page, click the Time Periods tab.
    2. In the Time periods section, locate the time period, and if not selected, select Configure.

As a result, your time period should have Configured selected and Yes for Online Reg.

OnlineEnrollmentAvailable.png

Now, when you offer a class in this time period, and select Show Online on the class details page, the class is displayed on your public portal and available for online registration.

ShowOnline.png

Set up a fiscal year

  1. On the Navigation menu, click Set Up, and then click Terms.
  2. Click the Time Periods tab.
  3. In the Fiscal year section, click Add.png.
  4. Enter a Name.
  5. Provide a Start and End Date.
  6. If you are charging an annual registration fee, enter the number without the currency symbol. Enter 0 for no fee.
NOTE: Fees can be charged at the fiscal year, time period, course, or class level. Having a fiscal year fee enables you to have an overall registration fee tied to the same G/L code and also show consistent registration throughout multiple time periods. This works well for organizations tracking different fees. This is also a good way to charge a one-time fee for multiple time periods that fall under the fiscal year. You can exclude a fiscal year fee at the time period.
  1. If the registration fee is discountable, select Discount.
  2. Click squarecheck.png.

If you need to make changes to the fiscal year, click More options ellipsis.png, and then click Edit.

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