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This lesson teaches you how to create an activity, configure its settings, and import/export activities. Learn about categories, forms, resource links, pricing, and more.
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Creating Activities
In This lesson you will Learn How To: • Create an Activity • Configure an Activity • Import/Export Activities
Introduction • An Activity is an optional item (Pick and Pay) available to an assigned group, such as School, Grade or Teacher. • You will create Activities and assign Categories, Account Codes, Pricing and more. • You may add Sign-Up Forms and Resource Links to enhance an Activity. Let’s look at the elements that make up an Activity.
The elements of an Activity Categories and Subcategories Forms and Resource Links are linked to Activities and help you keep track of, and report on, Activities. You may create sign-up forms and resource links that can provide additional information about the Activity. Football Game at East High Sign up Here! Athletics Band Drama Football Basketball Track Program An Activity you Create Link to information about the Activity Funding Accounts and Account Codes make sure that payments go to the right bank account and are properly accounted for.
Creating an Activity Let’s create an Activity. Click here. Click All and View to list all Activities. From the Home page, click Activities.
Creating an Activity Use the dropdowns to display the options for each Activity as you create. Click the General Information dropdown to display the first entry screen.
General Information Enter your Activity Name and Description. (Standardize you naming convention for ease of use.) Category, School, Grade, Dates, Price, Funding Account and Rate Plan are required. Click Add Fee Split to enter the pricing.
Entering the Price Most Activities will have a single price, as shown. Enter a name (Standard or even Name will do) and the price for each Eligibility and choose the Account Code. All fields are required. Click Add to save.
Entering the Price In some cases, you may need to all0cate funds to separate accounts. In the example below, we’ve created a pricey Activity for a field trip to Carowinds Amusement park. The $285 Fee will be Split between the Field Trip, Gas-Transportation and Lunch account codes. To accomplish this, click Add Fee Split after Saving each pricing entry. The price displayed to the parents will be $285.00. Your Reports will indicate the allocations per your configuration.
Funding Accounts and Rate Plans Funding Accounts & Rate Plans are setup during implementation for you. To create a new Funding Account, call the MyPaymentsPlus Support Desk.
Availability Use the dropdown arrow to open Availability. Availability choices are all optional and enable you to control who is eligible to enroll in an Activity. Designate the Location of the Activity. This is most popular with AP Exams. Designate specific homerooms as needed. Max Enrollment is optional and is helpful for activities with limited space. Require Enrollment Approval is detailed in the lesson Managing Activities. Staff Only requires a specialized import. Call MyPaymentsPlus support for assistance. Guest Pay can be used to open activities to the public in addition or to your assigned accounts or for the guests only. Any non-student account is considered a guest.
Payment Options Choose the payment model that works best for your activity. Open Payment Options. Fixed- The Activity will have 1 price per Eligibility. Variable Rate- Typically used for donations and pricing set by user. (Set a Fee Split for the ‘desired’ donation amount.) Quantity Selector- This is ideal for activities or items that can be bought as a single or in multiples, like t-shirts or tickets. (Used in conjunction with Allow Recurring Payments option shown below.) Partial Payment- Allows you to set a Minimum Payment and Due Date, giving parents the opportunity to make multiple payments on high dollar Activities.
Payment Options Select all Payment Options that apply to your activity. • Options • Allow Recurring Payments- Choose with Quantity Selector Payment Model. • Auto checked on Payment Screen- The Activity will automatically be added to the Shopping Cart of assignees. • Eligible for Tax Credit-If needed, call MyPaymentsPlus Support for configuration. • Apply Sales Tax- This is configured in Settings>Tax Rates.
Email Notifications Open Email Notifications. You can have e-mail notifications sent as Activity enrollment occurs in the form of a CSV file attachment. Enter the receiver’s e-mail address(es) here, as many as you like. Roster Email Schedule- send Email notifications Daily or Weekly (Monday). • Notification Options • Upon Enrollment- a notification for a single enrollee. • Notify Home School Email Group- rarely used, call MyPaymentsPlus support for assistance. • Collect Student Email- Adds the student email to the roster file.
Activity Import/Export Activity Importing is typically done by districts with a large number of recurring Activities at the beginning of each school year. Click Import Activities. • Download the template. The PDF describes the columns. The CSV has headers and a sample record. Call MyPaymentsPlus support for assistance with Importing!
Activity Import/Export You can Export Activities, update them for the upcoming year and then re-Import them to create new Activities. Search for and Export your recurring Activities. Update the appropriate fields, then re-Import. Call MyPaymentsPlus support for assistance with Exporting and Importing!
Forms, Resource Links, Discount Codes and Locations Discount Codes can be configured to provide purchasers of Activities a range of discounts. Forms are optional, but very popular. Popular uses for these digital documents include permission slips and registration forms. A Resource Link is a hyperlink to documents or web pages to provide more information about an Activity. A Location can be created and added to an Activity (but this is usually handled in the body of your Form). See the lesson Forms, Resource Links, Discounts and Locations to learn more.
Key Takeaways * Activities provide ‘Pick and Pay’ options for parents. • * Activities can also be offered to guests, staff, or for general admission. • * You can use Forms and Resource Links to enhance your user’s Activity experience.
