Select one of the topics below to see a complete list of User Documents/video in that category, or use the Search link at the top of the page to search on keyword.
DO NOT share this website or any links within with families. Instructions are directed at admin users, not families.
Account Profiles
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Awards and Violations- Creating and Assigning
How to set up your list of Awards and Violations, and then assign them to a student's Account Profile.
Awards and Violations Report (VIDEO)
After you've added Awards and/or Violations to a student's Account Profile, you can run this report to see the information that's been added. Learn more
Cancel Section and Issue Full Refund (VIDEO)
ENTIRE SPORT/ACTIVITY IS CANCELLED AND STUDENTS GETTING REFUNDS. This video will show you how to cancel a section and explains what happens when an item is canceled. The steps needed for issuing a full refund are also shown. Learn more
Cancel Section and Issue Full Refund - PDF
ENTIRE SPORT/ACTIVITY IS CANCELLED AND STUDENTS GETTING REFUNDS. This PDF will show you how to cancel a section and explains what happens when an item is canceled. The steps needed for issuing a full refund are also shown.
Cancel and Refund Basics - PDF
Difference between Cancel and Refund, how to cancel, how to refund. (This is the PowerPoint used during webinar training sessions)
Overview of Refunds-Partial and Full (VIDEO)
This 13-minute video reviews full and partial refunds for both confirmed and canceled registrations. Also a quick look at the refund and adjustment report. Learn more
Catalog
Catalog Viewing Options
The catalog offers both Search and Navigate options for viewing the catalog from the admin portal. Each provide the same basic features, but each also has some unique components.
Catalog Hierarchy
An overview of the Course Catalog Programs, Categories, Classes and Sections
Program Year
When creating the catalog for a new year, creating the Program Year is the first step.
Program
The highest, most general folder in the catalog. Often used to represent seasons.
Categories
Categories are nested in Program folders.
Classes
This level is the name of the item you are making available for purchase and is the first level that is displayed on the consumer portal. Class examples are Boys Cross Country, Girls Lacrosse, Knowledge Bowl, Prom Tickets, Activity Passes, etc.
Section Setup: General Information
Information for setting up a Section - after Program, Category, and Class have been created.
Section Setup: Registration Options
Additional restrictions for consumer-entered registrations. Available only on new Activities/Athletics module.
Section Setup: Account Codes (VIDEO)
Account Codes/Revenue Codes/Financial Codes are assigned to catalog items to help business office track income and properly make funds transfers. Learn more
Section Setup: Questionnaires and Order Forms
Every catalog item needs to have an Order Forms. Forms may vary depending on the type of item being sold (sports registration versus parking pass versus coffee mug). Questions are added to Questionnaires, and Questionnaires are grouped into Order Forms.
Section Setup: Class ID Already Exists
What the "Class ID Already Exists" error message means and what to do when you see it
Moving Catalog Items
If you have a Category, Class, or Section that you need to have in a different folder/area of the catalog, you do not need to delete the item and start over - just open then item to move it to a new folder.
Open a Season for Registration (VIDEO)
When you are ready to open a new registration season, it is as simple as changing the season's status from Inactive to Active. Use the reverse process when you want to remove a season from the consumer catalog. Learn more
Special Considerations
A great option when you want families to complete their forms online, but have unique situations that may not make it appropriate for them to be immediately placed on the roster.
Coaches/Advisors
Creating and Assigning Coaches and Advisors
Create your list of coaches and advisors and assign them to a sport or activity.
Coach Portal - Overview
How to create and assign coaches, how coaches create their account, and what they see when they access the coach portal. (This is the PowerPoint used during webinar training sessions)
Coach Portal - VIDEO
This is a recording of a powerpoint training session reviewing basic coach info and troubleshooting. Learn more
Coach Troubleshooting
When a coach is having trouble creating or accessing the coach portal, it is almost always for one of these reasons that you can diagnose after asking them a few questions.
Consumer FAQ
How to answer questions related to logging in, creating account, connecting to students, changing username/password/credit card, forgotten password
Parent Experience
Screens families see, processes they go through to create account, connect to student, and register for a sport/activity. (This is the PowerPoint used during webinar training sessions)
Determining What a Consumer Sees
What a consumer sees is based on catalog status (Active/Inactive) as well as restrictions you have placed on registration. (This is the PowerPoint used during webinar training sessions)
Parent Experience - Create Account and Connect to Student
This PDF will address the most common FAQs parents have when creating their account and connecting to their students. (This is the PowerPoint used during webinar training sessions)
Consumer Pay Outstanding Balance
For schools using the newest version of the consumer portal, families can pay outstanding balances. This document reviews how to add a balance from the admin portal and what the process is on the consumer portal to pay those amounts due. (This is the PowerPoint used during webinar training sessions)
Consumer Experience - General Info - VIDEO
This is a recording of one of our monthly training sessions. Learn more
Consumer Having Trouble Registering
A flow chart for you to follow/ask questions of parents who say they can't register. This guide will help you determine what step of the process they're on, and what they may need to do to get "unstuck".
The following documents can be downloaded to your computer for you to email/print and share with customers. Please do NOT give them a link to the Help Library as other documents are for your use ONLY.
Consumer Activate Account
A document you can DOWNLOAD and email to parents when they need help activating their account. Please do NOT give parents the URL of the help library.
Consumer Update Payment Method on Account
A document you can DOWNLOAD and email to parents when they need help updating or changing their payment methods on their account. Please do NOT give parents the URL of the help library.
Consumer Change User Name or Password
A document you can DOWNLOAD and email to parents when they need help changing their user name or password. Please do NOT give parents the URL of the help library.
Eligibility
Marking Students as Ineligible (VIDEO)
Changing a student's eligibility status from their Account Profile Learn more
Eligibility Report
Review basic information that can affect a student's eligibility status. Form/waiver completion, physical date, fines, violations, etc. Also the ability to change students' eligibility status from this page.
Unable to Calculate Fee
If your admin shopping cart is noting "Unable to Calculate Fee for Item", this is why, and what you need to do to resolve.
Class ID Already Exists
When creating your catalog, the system does not allow a Class ID to be used more than once per year.
Family Max and Free/Reduced Information
Family Max
How the system calculates and displays Family Max adjustments.
Overview of Family Max (VIDEO)
This 12-minute video reviews how the family max calculation works, catalog and system setup, how families are defined, what the consumer sees, what a student's registration will look like after they've received a family max discount, and reports that are helpful in reviewing setup and students. Learn more
The below information is designed to highlight reminders about setting up for a new year and contains information presented in training webinars. Also see the User Documents under specific headings above for specific details on catalog, coaches, etc.
26-27 Checklist (PDF)
A checklist to ensure you have completed all steps in getting your Affinety site ready for the upcoming year.
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26-27 General Information (PDF)
Basic overview of all areas needing consideration for creating a new year - catalog, profiles, coaches, configurations. See topic-specific documents and videos as needed for more details.
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26-27 Catalog Setup (PDF)
How to copy Program, Category, and Class level information from 25-26 to 26-27 and how to create 26-227 Sections. Also important reminders about dates, restrictions, family max, and more.
Catalog Creating Agreement
If you would like to outsource your catalog creation to Affinety, please complete and return this for NO LATER THAN JUNE 1.
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26-27 Coaches (PDF)
Creating and assigning coaches, determine when rosters will be available.
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26-27 SPD/Family Max Review (PDF)
Review of different options for validating sports physicals as well as reminders about family max settings and catalog requirements.
26-27 SPD Change Form
If you want to change how the consumer portal treats invalid physicals, please complete and return this form.
26-27 Family Max Change Sheet
If you need to add, remove, or change your Family Max information, please complete and return this form.
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26-27 Opening Registration - Reminders (PDF)
Details on how to make catalog items available for registration, and important items to keep in mind when deciding when you'll open registration.
What is Your Open Date?
Please complete this online form to let Affinety know when you plan to open fall registration. Learn more
Registrations- Existing
Change Payment Information
Before running the deposit report, cash and check payment information can be changed if needed.
Confirmations, Receipts, Invoices
Where to find confirmations, payment receipts, and invoices for amounts due.
Entering Additional Payments
How to add payments to a registration after the registration has been entered.
Move Registration to Different Class ID
Registrations can be moved between class IDs; this move can be within the same Program Year OR between Program Years.
Fee Considerations When Moving Registrations
The “Move Class” option is great in that it allows you to change the class ID of a customer’s registration without having to cancel the original and process a new one.
However, you still need to be aware of any fee differences between the existing class and new class.
However, you still need to be aware of any fee differences between the existing class and new class.
Reinstate a Canceled Registration (VIDEO)
If a canceled registration needs to be changed back to a confirmed status, you don't need to process a new registration. Using the 'Move Class' feature will allow you to change a registration from Canceled back to Confirmed. Learn more
Accessing Questionnaires
How to access a student's existing Questionnaires from the admin and consumer portals.
Determining Who Entered A Registration
The registration itself will show you if it was entered by a consumer or an administration.
Issue Refunds
How to create cash, check, or credit card refunds.
Batch Payment
Apply payments to 1 or more registrations in the same class ID from the same page.
Cancel Registration and Issue Refund (VIDEO)
This video will show you how to cancel a registration (necessary if a student is no longer participating in a sport/activity) and how to issue their refund. Learn more
Add Charge to Existing Registration
When a student owes more money on a registration, adding a Charge to their account will create an amount due which can be paid, will be included on the Past Due Payment report if not paid.
Registrations- New
Cost Adjustment at the Time of Registration
How to enter a registration when the participant won't be paying the full amount due to scholarship.
Enter Registration from Administrative Portal
How to enter a registration from the admin side; differences between admin-entered and consumer-entered registrations
Error Message: Unable To Calculate Fee
This error message appears on the admin shopping cart when no fee has been indicated for the class/activity in the shopping cart. You will need to update the class Section to have a fee.
Partial Payment When Registering
How to enter a registration from the admin portal when you don't have full payment.
Payment Plan
How to create a payment plan for an individual student when they cannot pay the full class amount at the time of registration.
Register Without Payment (VIDEO)
How to enter a registration entered from the admin side when you don't have a payment from the customer. Learn more
Shopping Cart- Admin View
Shopping cart functionality available when processing a registration from the administrative portal.
Reports- Activities
Ad Hoc Questionnaire (VIDEO)
How to use the Ad Hoc Questionnaire report to gather details on students who completed the Waiver form and MSHSL form. Learn more
Eligibility Report
Review basic information that can affect a student's eligibility status. Form/waiver completion, physical date, fines, violations, etc. Also the ability to change students' eligibility status from this page.
Duplicated versus Unduplicated Counts (VIDEO)
For MDE reporting, you need to know the number of unduplicated participants. The Ad-Hoc Profile Query will allow you to run either duplicated or upduplicated counts, depending on how you select output for the report. Learn more
Reports- Financial
Adjustment Report
A financial report showing details of adjustments that have been done on registrations.
Credit Balance Report
Creates a list of students, within selected Program(s) or Section(s), who currently have credits on their registrations.
Credit Card Reconcilliation- Detail
While this report can still be used, we recommend using the Financial Transaction Report, which provides more filters and output options. A report to show all individual credit card transactions within an indicated date range. Includes details such as date/time and associated registration details. Useful when reconciling monthly bank or merchant statements.
Credit Card Reconcilliation- Summary
While this report can still be used, we recommend using the Financial Transaction Report, which provides more filters and output options. A report to show a summary of all credit card transactions within an indicated date range. Useful when reconciling monthly bank or merchant statements. Unlike the details version, the summary version does not show individual credit card transactions, rather it displays a sum amount.
Deposit/Refund Report
While this report can still be used, we recommend using the Financial Transaction Report, which provides more filters and output options. The deposit report displays details of cash, check and credit card payments and refunds.
Financial Transaction Report
This report provides several different view options, search and filter options, and output field choices to help you review details on cash, check, and credit card transactions.
Past Due Payment
Details on accounts that have past due balances.
Past Due/Credit Balance Training
Past Due and Credit Balance reports; viewing students accounts that have past due amounts or credit balances; and how to be sure accounts are adjusted correctly so they don't show as incorrectly owing/having a credit (This is the PowerPoint used during webinar trainings)
Reports- Miscellaneous
Action Log
Action Log provides an audit trail of certain processes- catalog updates, registration status updates, permit requests
Reports- Rosters / Registration
Class Roster / Attendance Roster
If you need a basic roster, this is a good option. There are some slight differences between a Roster and an Attendance Roster, as noted.
Consumer Registration Report
A list of registrations that were entered via the consumer portal based on filters and search criteria you have selected.
Registration Report
Report to replace, with enhanced options, the Class Roster and Batch Class Roster. Three different output options- Table, Report, CSV. Results can be emailed to existing instructor or to an entered email address.
Registration Summary Report
A summary of Section details including catalog details, revenue, and enrollment details.
Email Registration Report to Others
The Registration Report can be emailed to instructors, staff, or anyone else who may need the information.
Ad Hoc Profile Query
Allows you to select account profile fields for participants who meet your defined criteria.
System Basics
Basic Information
Basic requirements and information when using the Affinety suite of products.
User Setup
How to create user logins for administrative users, and assign security permissions, if desired.
System Configuration
System settings on your site. Depending on your login, you may or may not have access to this area of the system.