Lesson #8 - Events

The eighth lesson in this Learning Series, Front Desk Staff, is designed to get you familiar with enrolling/registering families or students in events and booking appointments from within Jackrabbit. You may wish to review the articles listed below before beginning.

• Active vs Inactive Families
• Work With All Families - View, Search, and Mass Actions
• Work With All Students - View, Search, and Mass Actions
• Search for People in your Database

Jackrabbit's Events Management feature handles birthday parties, parent's night out, workshops, and more.

• Customize event registration by adding specific questions, agreements, and policies that must be completed before submission.
• Display an event calendar on your website, allowing customers to register for events and view important notices like studio closures.
• Automate event fee posting and send confirmation emails to registrants.
  
  

Frequently Asked Questions

Q.  I don't understand what an Online Reg Form Graphic URL is or how to add it.

A. Each Event Type allows you to add a graphic or image to the registration form associated with it. You can create and use special images and graphics for specific events. For example, you may have a special image that you use for birthday parties and a different image that you use for open houses. 

For the image to be displayed on your event registration form, it needs to reside somewhere on the Internet and have a URL (a web address that usually starts with https:// or http://). In many cases, you may already have the image somewhere on your website. If not, many cloud-based services provide an instant URL when you upload the image to the service. Add the URL to the Summary tab of the Event Type record in the Online Reg Form Graphic URL field.

Q.  Can you explain why some of my Events have a background color of light yellow? I didn't select that color.

A.  When an event has reached the maximum enrollment, it will display on the internal Event Calendar in light yellow. This means the event's status has changed to booked.

Q.  Can I automatically add the tax to Event Fees?

A.  Yes, go to the Gear icon > Settings > General > Organization Defaults (left menu) > Tax Settings (section) and set Tax Tuition Fees to Yes. (Note: this will also apply tax to Class tuition)

Q.  Why can't I make the checkbox event questions required?

A.  As a question, a checkbox type has 2 possible answers; unchecked (clear) says one thing, and checked (selected) says the opposite. You can't require registrants to select the checkbox because leaving it blank is actually one of the possible answers.

If you want to make questions required, it's best to ask yes/no questions.

Q.  What do the different Event Status options mean?

A.  These are the five options for Event Status:

Q. How do I add an event that takes place over multiple days?

A. In the screenshot below, the date range is for Oct 2 - Oct 4 (Wed-Fri). This will add 3 individual event dates, which will all be open for registration.  If the event is a multiple-day event, you'll only want registration to be allowed on the first day, not the next two days. To do this, change the Status field to Notice on the Summary tab of the Oct 3rd and 4th Event records. This event would then show on the Event Calendar as being held over three days. 

Alternatively, enter only one Event Date for Oct 2 and add that the event is over three days to the Registration Form Description (in the Event Type record > Description tab).

Q.  I don't see some events listed on my calendar; what should I do?

A.  If an Event (Date & Time) is not listed on your event calendar, check the following:

• What is the Event Status? The Event Calendar will display only events with an Open, Notice, or Unavail status (unless you have chosen the setting for Booked Events to also display).
• Is Display on Website set to Yes on the Event Type Summary tab? This must be set to Yes in order for the event to display on your website's Event Calendar.
• Is Display on Internal Calendar on the Event Type Summary tab set to Yes? This must be set to Yes in order for the event to display on your internal calendar.

Q.  I would like everyone to add a contact phone number for the event; how can I do that?

A.  Go to the Gear icon > Settings > Online Registration > Field Options/Labels (left menu) > the Contact #1 section > Home Phone and select Required from the drop-down list. Don't forget to Save Changes.

The first step in creating an event is to create the Event Type. 

Think of the Event Type as the umbrella ☂️. All the specific dates and times for that event fit under it, and you'll add those details in the second step of creating your event.

The Event Type customizes the registration form used for all occurrences of this type of event and defines things like payment policies and legal policies (agreements). These settings will be the defaults; however, they can be overridden for individual Event Dates/Times as needed.

To create an Event Type:

1. Go to Events (menu) > Add Event Type.
2. Add an Event Type Name, Location, and Category 1.
3. Save your changes. The Event Type is created and opens to the Summary tab.
   
   


4. Enter specifics about the event on the Summary tab of the Event Type record.  While the fields are optional, we recommend you complete as many as possible. Save Changes.

   Event Type Summary Tab - Fields Explained

   Fee	Enter the cost of the event per registrant as the Event Fee.
   Allow Enrollment For	Select Family if you prefer to allow customers to enroll their Family and fill 1 event opening. Select Student to allow the customer to enroll up to 5 students and fill 1 event opening per student. Note: What you enter here will be the default for all Event Dates/Times, but it can be changed for any of the event dates individually.
   Min Age/Max Age	Enter a Minimum Age and Maximum Age for the event, including years and months. The min/max age can be used to set age restrictions for event registrations.  Note: Minimum Age and Maximum Age are only factored in if Allow Enrollment For is set to Student.
   Cut Off Date	Optionally, enter a Cut Off Date. If a cut-off date is entered, the student's age on the cut-off date is used to determine if the student meets the event's age requirements. Note: Cut Off Date is only factored in if Allow Enrollment For is set to Student.
   Category 1	Select a Category 1 to have assigned to all of the event fees.
   Cat 2/Cat 3	Add a Category 2/Category 3 if applicable. These fields will further classify the event fees.
   Maximum Size	Enter a Maximum Size for the event. Note: For a Birthday Party or Private Event, enter the Maximum Size as 1. This ensures that only one customer books the event.
   Payment Method Information	Do you require parents to save a payment method before enrolling in this Event Type? If ePayments is not set up, this section is not visible. If ePayments is set up, you will see a Payment Method Information section with a Credit/Debit Card Information field and a Bank Account Information field (Yes/No/Optional). If payment in the Parent Portal is required, they will also see a checkbox for Omit this Event Type from requiring payment during Parent Portal enrollment. Select Yes to require that the credit card fields be completed. Select No to hide the credit card fields. Select Optional to display the fields but allow the registrant to choose whether or not to add credit card details. Note: The option to pay via bank account is unavailable when registering for an event. This field would only be capturing that information to secure the booking.
   Post Event Fee Per	Select Family to auto-post the fee once per family. Select Student to auto-post the fee once per student. Select Do Not Post Fee if you do not want the event fee to automatically post when a customer registers.
   Session	Add a Session from the Session drop-down choices.
   Transaction Type / Sub-Type / Note	If Post Event Fee Per is either Family or Student, include a Transaction Type. Optionally, include a Sub-Type and Note.
   Display on Internal Calendar	Select Yes/No depending on whether this event should be displayed on the internal Event Calendar. This calendar can only be seen by a User logged into Jackrabbit.
   Calendar Label	Whatever you type here will display as the Event Name on the Event Calendar.
   Background Color	Click the crayon icon to choose a color. This color will be a background for the Calendar Label on your internal Event Calendar. We recommend using lighter colors as they make the calendar easier to read.
   Display to Customers	Select which event dates to display on your external Event Calendar and in the Parent Portal : Select No if you do not want any dates to display.  Select Open Dates Only to display only those events with an open status. Select Open & Booked Dates to display event dates with an open status and allow enrollment. Booked and unavailable event dates will also be displayed but will not allow enrollment. Note: Regardless of this setting, an Invitation-Only Event will not display on your external Event Calendar or in the Parent Portal.
   Calendar Header	Create a header for your Event Calendar that displays when it has been filtered for a specific Event Type. The Event Calendar below is filtered for the Event Type Circus Birthday Party. It has a Calendar Header assigned, Birthday Parties.
   Online Reg Form Graphic URL	Customize your event registration form with special images or graphics for specific events. The image must reside somewhere on the Internet and have a URL (a web address that usually starts with https:// or http://) to be displayed on your registration form. Enter that URL here.
   Notification Email(s)	Whenever a customer registers for an event, an email notification will be sent to the email address(es) entered here. Separate multiple email addresses with a comma.

   
   
5. On the Description tab, add the Internal Description (Users within Jackrabbit see this description) and the Registration Form Description (customers will see this description). Save Changes.

   Sample Event Registration Form

   

   • 1 - Customize your registration form with a graphic of your choice. It must be 'live' online and have a URL, which is added to the Event Type > Summary tab in the Online Reg Form Graphic URL field.
   • 2 - Add a description of the event to your registration form.
6. On the Questions tab, add questions that you would like event registrants to answer, such as "Will you be bringing cake?" Questions can be formatted as checkboxes, text boxes, large text boxes, and yes-no questions. They can also be set to optional, hidden, or required, with the exception of checkbox questions that can't be made required.
   Answers are stored in the Event Date/Time record on the Questions/Options tab. From there, you can print the answers for that event date or export them (Excel, .CSV, or PDF).

   Sample Event Type Questions tab
   

   
7. Select the Agreements tab. Enter any legal policy or verbiage you'd like the customer to agree to prior to registering for an event. Each agreement text record will be followed by its own I Have Read and Agree checkbox on the Event Registration Form. The customer must check these boxes and enter their e-signature in order to submit the registration form.

   Sample Event Type Agreements tab

   

Click Copy Event Type to quickly create another similar Event Type. This will copy all information on the Event Type Summary tab to the new Event Type with the option to copy questions and agreements.

Now that the Event Type is set up, you can move on to the second step of adding an event, which is to create the specific dates and times that this Event Type will occur.

Frequently Asked Questions

Q.  I don't understand what an Online Reg Form Graphic URL is or how to add it?

A. Each Event Type allows you to add a graphic or image to the registration form associated with it. You can create and use special images and graphics for specific events. For example, you may have a special image that you use for birthday parties and a different image that you use for open houses.

In order for the image to be displayed on your event registration form, it needs to reside somewhere on the internet and have a URL (a web address that usually starts with https:// or http://). In many cases, you may already have the image somewhere on your website. If not, there are many cloud-based services that provide an instant URL when you upload the image to the service. 

Q.  Can you explain why some of my Events have a background color of light yellow? I didn't select that color.

A.  When an Event has reached the maximum enrollment, it will display on the events calendar in a light yellow color. This means the Event status has changed to booked.

Q.  Can I automatically add the tax to Event Fees?

A.  Yes, go to the Gear icon > Settings > General > Organization Defaults (left menu) > Tax Settings (section) and set Tax Tuition Fees to Yes. (Note: this will also apply tax to Class tuition)

Q.  Why can't I make the checkbox event questions required?

A.  As a question, a checkbox type has 2 possible answers; unchecked (clear) says one thing, and checked (selected) says the opposite. You can't require registrants to select the checkbox because leaving it blank is actually one of the possible answers.

If you want to make questions required, it's best to ask yes/no questions.

Once you have completed the first step in adding an event, adding an Event Type, you'll need to add specific dates & times when the event will occur.

The Event Dates & Times are added to the Event Type. Some events may take place only once, or they may be offered on several dates. Families or students are enrolled in a specific Event Date & Time.

An Event with the Status = Notice allows your organization to add viewable information to your Event Calendar that does not allow registration. For example, you can add an announcement that your facility will be closed on a specific day.

Add an Event Notice

1. Point to the Events (menu) and click Add Event Type.
2. Add an Event Type Name. Category 1 is not relevant since this event won't allow for enrollment or revenue, however you must enter one.
3. Click Save.
   
   
   
4. When the Event Type page opens, complete the following:
   • Give the Event Type a Name
   • Set Display on Internal Calendar to Yes
   • Select a Background Color (click on the crayon iconto open the color picker)
   • Select the drop-down Open & Booked Dates for Display to Customers
     
     
     
5. Click Save Changes.
6. Click the Add Event (Date & Time) button.
7. Add the specific date and select Status = Notice.
8. Select Show Notice Events After the End Date = Yes to keep the Notice on the Calendar after the date has passed; leave as No to have the event removed from the Calendar after the event date has passed.
9. Click Save.
   
   

Event Calendar

The Notice displays on the Event Calendar, however, the event is not a clickable link that opens a registration form.

Event Fees can be posted manually for an individual event enrollee or for all students/families at once. When you take your events online, you can set Event Fees to post automatically for enrollments done through Online Registration or through the Parent Portal. 

Post Event Fees Manually

Post an Event Fee to an Individual Event Enrollee

1. Go to the Enrollment tab of the Event (Date/Time) record.
2. Use the link in the Family column to open the Family record.
3. Click the Make Sale/Post Fees button in the Family record.
4. In the Post Fees section, select the (Transaction) Type and Category 1 and enter the Event Fee in the Orig Amount field.
5. We also recommend adding the optional fields Session, Student (if posting by student), and Class/Event selection.
6. Click Save Fee & Pay Now or Save Fee to post the fee to the family's account.
   
   

Post an Event Fee to all Event Enrollees

1. Go to the Events menu and select List Dates & Times.
2. Enter a single date or date range and optionally filter by (Event) Status. Click Submit.
3. Locate the event you want to post fees for and use the link in the Date column to open the Event (Date/Time) record.
4. Click the Post Event Fees button to open the Post Class Transactions page where the event is preselected. 
5. Select the Trans Type and Category 1 and optionally add a Subtype and Session.
6. The Orig. Amount field will be prefilled with the Event Fee but can be edited if needed.
7. Optionally add a Note and Submit.
8. Use the link in the confirmation to view the transactions that were posted.
   
   
   • Duplicate detection will prevent a fee from posting when another transaction has already been posted on the same Transaction Date (Post Date), Transaction Type, Transaction Subtype (if any), Orig. Amount, Discount, and Note (if any).

Post Event Fees Automatically for Online and Portal Registrations

When an Event Type is set to Post Fees Per either Family or Student, enrollments through Online Registration and from the Parent Portal will automatically be charged the Event Fee once per family or once per student. 

The fees will be posted to the Family record > Transactions tab.

Examples:

When set to Post Fees Per Family, one fee will post to the Family record (Transactions tab) for each enrollee. No name will appear in the Student column of the transaction because the registration was done for the family.

When a customer enrolls in an event set to Post Fees Per Student from their Parent Portal, the Event Fee will post once for each enrolled student and their name will appear in the transaction in the Student column.

Frequently Asked Questions

Q. Is it possible to change a single event to post fees per family when the Event Type is set to post per student?

A. It is possible to isolate a specific Event Date for posting differently than the Event Type.

Example: 
The Event Type Circus Birthday Party is set Post Event Fee Per = Family.


However, we'd like one date in this event (2/12/2022 1:00pm) to post the Event Fee per Student.

1. On the Event Type > Dates & Times tab, locate the specific event date and click it to open the Event Date/Time record.
2. On the Summary tab, change the Allow Enrollment For field. (In our example, we'd change this to Student.)
3. Click Save Changes.
   
   

While all the other dates in this event will post the Event Fee by Family, this date will post the Event Fee by Student.

Enroll an Existing Customer in an Event Date/Time

Follow the steps below to enroll an existing customer (family or student) in an event.

1. Go to the Events menu > Calendar.
2. Locate the appropriate date and time and click the Event Name.
3. Select Enroll Existing Family or Enroll Existing Student to enroll a family or student who already exists in your Jackrabbit system.
4. Click the Search link in the Event Enroll pop-up box to locate the family or student's existing record.
   • Once a student or family name has been selected, the name will appear in the Event Enroll window.
5. Click Enroll and OK to confirm.

Register and Enroll a New Customer in an Event Date/Time

Follow the steps here to register and enroll a new customer (family or student) in an event.

1. Go to the Events menu > Calendar.
2. Locate the appropriate date and time and click the Event Name.
3. Select Quick Registration to register the new family.
4. Complete the fields on the Registration Form for this family or student.  Note: The Registration form will allow students to be enrolled only if the event is set to allow for Student Enrollment. See Add an Event for details on the difference between student-based and family-based event enrollment.
5. Click Submit Registration.

Transfer a Student/Family Between Event Type Dates

Occasionally, you may have the need to move a student or family's event registration from one date to another. Jackrabbit makes it easy to transfer an enrollment between dates within the same Event Type. 

Follow this process to avoid having to delete the event enrollment and recreate it in the new date/time.

1. Go to the Family or Student record (depending on the enrollment) and select the Events tab.
2. Select the Transfer link to open the Transfer Student modal.
   
   
   
3. Click Select Date & Time to open a window to search for and select the Event Date/Time to transfer the enrollment to. The only Event Dates/Times that will appear are events that have an Open status. Use Show Details to see the instructor for an Event Date/Time. Click Save.
   TIP: The search field will look for events that contain your search term, e.g., a specific instructor or a specific time of day.
   
   
   
4. The Transfer Family/Student window will display the Event Date/Time you've selected in the Transfer To section. Confirm your selection and click Transfer. The event enrollment, along with answers to any questions recorded during the original event enrollment, are transferred to the new date/time.

Create customized Sign In/Sign Out Sheets for an event. Using a Sign In/Sign Out sheet provides you with an attendance record for the event. You can print directly from Jackrabbit or export the file for another use. 

1. Go to the Events (menu) > Event Reports > Event Sign In/Out Sheets.
2. Select multiple events using any combination of Search Criteria or select a single event as shown below.
3. Select Display Settings including a sub-heading and whether the attendee's home phone should display. Additional settings allow you to sort in event start time order and create a separate sheet for each event.
   Note: You can also opt to add columns for your staff to initial when they sign in/sign out of an event.
   
   
   
4. Click Submit.
5. Print the Sign In/Out Sheet using the Print button.
   
   
   

When you have worked through all of the articles outlined in the lesson, select the Take the Quiz button to be taken to the Lesson #8 Quiz where you can test your understanding of the concepts in this lesson.  You will be asked to enter an email address for quiz results to be sent.

Quiz #8 - Events and Appointments

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