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.
Basic Information
Basic requirements and information when using the Affinety suite of products.
Instructors
How to create instructors and their compensation method/rate. Assign an instructor to a Section to automatically calculate their portion of your class expenses.
Popup Blocker
Having pop-up blockers turned on in your browser will prevent you from seeing some Registry.Insight information. Changing your blocker settings can restore complete viewing capabilities.
Preview Registration Forms (video)
Take a look at the different registration forms available for assignment to a class Section. If an existing form doesn't meet your needs, contact us and we'll create a new one. Learn more
Access Groups
Access Groups allow you to provide access to certain catalog areas by user. If you don't want to restrict what areas of the catalog admin users have access to, you do not need to use Access Groups.
System Configuration
Global system settings including organization name and address, verbiage for system-generated emails. Also access specific settings for ChildCare and WebStore modules.
System-Generated Emails
Learn what triggers a system-generated email, what they look like, and what parts you can customize.
User Setup
How to create user logins for administrative users, and assign security permissions, if desired.
Require Consumers to Review Profile Fields During Registration- Profile Segments
This feature can be used as a way to require certain fields be completed, act as an emergency card, or provide select profile fields for review during the registration process.
Catalog Hierarchy
An overview of the Course Catalog Programs, Categories, Classes and Sections
Programs
Details on creating and editing the Program level of the catalog. Programs are often the equivalent to departments within your organization.
Categories
Details on creating catalog Categories- the 'buckets' that contain similar classes.
Class
Class name and description, along with images, links, and PDFs in the description.
Sections
Sections include details about each offering of a Class- dates, times, fees, class ID, instructor, registration form to be used, age/grade restrictions, and more
Program Year
Designating program years separates course catalog and reporting information.
Catalog Season
Catalog Season is a way to filter the Catalog Export based on your catalog seasons. If you are not exporting catalog information, you do not need to use Seasons.
Move Catalog Entry
How to move course catalog entries to another area after the have already been created.
Creating Class Locations
How to create the Building and Room menus so you can associate a location to a class Section.
Catalog Viewing Options
Administrators can choose to display the catalog in either a Search view or Navigate (tree) view
Copying Catalog to New Program Year
How to copy Course Catalog information from one Program Year to a new Program Year.
Image/File Upload
How to add images and PDFs to Category and Class descriptions and Footers.
Move Sections to a Different Program Year
How to move class Sections that were inadvertently setup in the wrong Program Year. This is a MOVE not a COPY. The move process will include any registrations assigned to the Sections.
Linking Sections to Share a Class Maximum
How to link 2 or more Sections to share a single class maximum with the 'Use Class ID Instead' functionality.
Reinstate or Undelete a Deleted Catalog Item
Catalog entries that have been deleted can be undeleted and added back into the catalog.
Reinstate a Canceled Section
If a Section is canceled and needs to be made Active again, follow these steps.
Copying Descriptions From Microsoft Products
Microsoft HTML can affect how your description displays on the web, and can interfere with information being included on reports. Learn about alternatives to copy/paste, and how to clean up HTML.
Batch Section Inactive
This process allows you to make catalog Sections inactive based on either class start date or class end date.
Random Draw and Lottery Situations
How to create Sections to accept registrations, but not confirm students into classes until you have conducted a random drawing/lottery.
Preview Registration Forms (video)
Take a look at the different registration forms available for assignment to a class Section. If an existing form doesn't meet your needs, contact us and we'll create a new one. Learn more
Section Prerequisites
Sections can be created with prerequisites; a student's registration for a class cannot be processed unless one of the indicated prerequisites is in his/her registration history.
Requesting Facility Permit from Catalog
If using the Affinety Facilities module, you can request a permit from the Course Catalog.
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
Category Level as Information Only
The Category level of the catalog can be used as a way to display information only, without links to classes if you uncheck the Show Classes box. Here's how.
Apostrophes and Quote Marks on the Consumer Site (Video)
If you've copied/pasted from a Microsoft product such as Word, Excel, or Publisher, the Microsoft HTML tags may render your apostrophes and quote marks as HTML when viewed on the web. Here's how to correct those display issues. Learn more
Sibling Care Setup
If you have a class that offers Sibling Care or Child Care while the parent is in class, there are two options for registering.
Fee Options
Detailed information on the various types of fees that can be assigned to Sections of classes. Free, alternate fees, recurring charges, sliding fees, late fee, early bird fee, additional fees.
Expense Setup and Tracking
Creating and modifying Expenses that are associated with a class Section.
Recurring Charges
How to setup Section Information for classes that will have recurring charges. For example, $120 due each month for the next 6 months, or $18 due weekly for the next 20 weeks.
Sliding Fee Scale
Sliding fees can be associated with any classes you are offering, allowing the registration fee to be selected from a list of choices.
Free Classes (video)
What's the difference between a class that is "Free" and one that costs "$0"? How does a consumer process a registration for a Free class? Learn more
Account Profiles
Each person registering for an activity needs to have an Account Profile. Information on creating, editing and searching for profiles.
Account Profile Search
How to find a profile once it has been created.
Account Profiles- Municipality
How to collect municipality information on program participants and report back on it.
Family Account
The Family Account connects Account Profiles as members of the same family. Members can share a credit card number, be available on the consumer side without requiring multiple logins, and display on the same family reports.
Profile Passwords
How to help consumers who can't remember their password, or want to change their password.
Merging Duplicate Accounts
When a student has more than one Account Profile, you can merge the registration history from one profile into that of another.
Batch Family Update
How to update Profile fields for several family members at the same time.
Account Profile Flag
How to flag an account, why to flag an account, how to determine which accounts have been flagged.
Family Credit Cards
How to add, edit, and delete stored credit card information
School ID/Name Display on Account Profiles
If you are using Data Bridge, and would rather see a student's school name instead of school ID number when reviewing their Account Profile, here is how you set up the association. Learn more
Create Account Profile in Databridge
If you are using Databridge and need to add a person, follow these steps.
New Registrations
Enter Registration from Administrative Portal
How to enter a registration from the admin side; differences between admin-entered and consumer-entered registrations
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, coupon, payment plan or other reason.
Partial Payment When Registering
How to enter a registration when you don't have full payment.
Error Message: Unable To Calculate Fee
This error message appears on the shopping cart page 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.
Profile Segments on Questionnaires
This process allows certain profile segments to become required part of the registration process. if fields are already complete on the Profile, consumers can review/update. If fields are not currently complete, consumer will be asked/required to review/complete them.
Register Without Payment
If you need to get a registration entered from the admin side, but don't yet have payment from the customer. Learn more
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.
Working with Existing Registrations
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.
Managing Wait Listed Registrations
When a student is on the waitlist, you can Force them into a class or allow the system to add them automatically when space becomes available.
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.
Move Registration to a Different Family Member
With the Move Class function, there is no need to process a new registration when a registration is entered for the wrong family member- just move the registration to the correct person.
WaitFail Status
What is Wait Fail? How does a registration get a Wait Fail status? How to turn Wait Fail into Confirmed.
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
Determining Who Moved or Canceled A Registration
The Action Log will show you who moved or canceled a registration.
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.
Managing Wait Listed Registrations
When a student is on the waitlist, you can Force them into a class or allow the system to add them automatically when space becomes available.
WaitFail Status
What is Wait Fail? How does a registration get a Wait Fail status? How to turn Wait Fail into Confirmed.
Move Wait Listed Registration to a Different Class ID
How to move a Wait List registration to a different class, how to process payment, how to change amount of payment if destination class is more/less expensive than original
Reports-Financial
Adjustment Report
A financial report showing details of payment adjustments that have been added to registrations. Subtotals by financial code.
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
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
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
The deposit report displays details of cash, check and credit card payments and refunds.
Financial Transactions
This report replaces CCR-Detail, CCR-Summary, Deposit, and Refund reports.
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)
Ad-Hoc Profile Query
Allows you to gather Profile details for participants who meet your defined registration criteria. Users select desired profile output fields.
Ad Hoc Profile Query Examples
A few basic examples to get you familiar with the Profile Query and how to select Filters and output.
Batch Class Registration
Complete registration information (excluding financial and payment information) for all confirmed registrations within a class Section, printing one registrant per page.
Batch Class/Batch Attendance Rosters
Print Rosters at the same time using a Class ID range, date range, or a list of Class ID's as criteria.
Batch Family Confirmation
A confirmation letter that contains class information, based on program and date filters, for all members of a family.
Batch Registration Confirmation
Participant confirmation (based on class dates) including payment information. May include multiple class sections.
Class Rosters/Attendance Rosters
Similarities and differences between Rosters and Attendance Rosters; how to create both types of Rosters.
Consumer Registration
Registration information for consumer-entered registrations within designated date, Program, or class ID filters.
ECFE Summary Report
Summary of Information for ECFE State reporting purposes. Class, registration, and profile demographic information by Service Area within designated Date parameters.
Instructor Reports
Instructor Report, Instructor Labels, Instructor Planning, and Instructor Agreement.
Registration Summary
A Summary of section details including catalog details, revenue, enrollment, and instructor assignment.
Rosters for Canceled Classes/Registrations (video)
Rosters can include people who have been canceled as a result of their individual registration being canceled, or because the class they were registered for was canceled. Learn more
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.
Email Registration Report to Others
The Registration Report can be emailed to instructors, staff, or anyone else who may need the information.
Instructors
How to create instructors and their compensation method/rate. Assign an instructor to a Section to automatically calculate their portion of your class expenses.
Instructor Reports
Instructor Report, Instructor Planning, Instructor Agreement, Instructor Labels
Create Instructor Login
An instructor login only has access to the Instructor tab. Within the instructor tab, options exist to limit the user to just Rosters and Instructor Planning reports.
Action Log
Action Log provides an audit trail of certain processes- catalog updates, registration status updates, permit requests
Batch Refund
Issue refunds to 1+ canceled registrations in the same class ID from a single page. Not yet available in new Athletics module.
Batch Payment
Apply payments to 1 or more registrations in the same class ID from a single page.
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.