Managing Other Programs Registrations

Overview

Managing registration and enrollment records for Other Programs classes is a major part of running an organized program. Other Programs class records feature the Registrations tab to help program administrators both manage and customize their procedures for enrolling program students into classes. Furthermore, this tab offers a method for monitoring the status of a registrant as the family works through the registration process. The following article describes the various fields and features available on the Registrations tab.

Registrations Tab

Each registrant will have a registration record created when beginning the signup process. As the registrant moves through the registration process, the registration record will display a status that reflects the registrant’s current stage in that process. This status will be updated automatically if the registration is being done online, but it can also be manually updated if changes need to be made to the record, or if part or even all of the process is being done solely in Axiom.

Please Note: In order to access the Registration tab, schools must use the Find Program Classes query on the Other Programs homepage to locate the Class record.

Registrant Statuses

Registrant statuses are based upon the Enrollment Strategy configured for the class. Learn more about Program Registration class configuration options. There are three possible enrollment strategies:

• All Registrations – the system automatically creates class enrollment records for every registrant
• Paid Registrations – the system creates class enrollment records only for registrants who have paid the registration fee
• Do Not Auto Enroll – the system will not generate class enrollment records for any registrations; all class enrollment records will need to be created manually

Depending on the enrollment strategy selected on the class, the process flow for the statuses on each registration will change. Outlined below are the status transitions that correspond to each of the four enrollment strategies.

Note: The following section of this article is illustrated with a flowchart (see at right) that SysAdmins and Program Managers may find helpful. This flowchart does not specifically illustrate every status, but instead it illustrates the common paths that a registration record will take depending on the Enrollment Strategy, as well as withdrawals and registration management.

All Registrations:

The All Registrations enrollment strategy is the default setting, and allows for two possible statuses while registrants proceed through registration.

Pending Selection

A registrant will have this status if he/she has selected a class, but has not yet clicked ‘Confirm Program Selections’ to confirm the registration.

Enrolled

A registrant will have this status when he/she has confirmed the registration by clicking “Confirm Program Selections.” This status also indicates that a class enrollment record has been created on the General tab of the class record.

All Registrations Enrollment Process

Registrant View: When registering online, families will select the classes, enter discount codes, and confirm their registrations. Once the registrations are confirmed, the families will have an option to pay immediately online using the “Pay Registration Fees” link, or will be able click back to the landing page. Regardless of whether the family pays or not, the family is able to see that the child is enrolled in the class immediately following the registration process.
System View: Within Axiom, registrations will appear on the Registrations tab of the program class record. On the child’s registration, the “Pending Selection” status will appear when the family has finished selecting classes but has not yet confirmed registration. The status will change to “Enrolled” as soon as the family confirms the child’s registration online. At this point, the system automatically creates a class enrollment record that will appear on the General tab of the class record.

Paid Registrations:

The Paid Registrations enrollment strategy allows five statuses, though schools will most likely use only one of the two payment statuses.

Pending Selection

A registrant will have this status if he/she has selected a class, but has not yet clicked “Confirm Program Selections” to confirm the registration.

Confirmed Selection

A registrant will have this status if he/she has confirmed the registration, but has not yet proceeded by clicking “Pay Registration Fees.”

Pending Cash Payment

A registrant will have this status if the “Pay Registration Fees” button has been clicked and the user has selected “Pay by Cash/Check.” (Note: This only applies if the school has enabled Cash/Check payment method.)

Pending Online Payment

A registrant will have this status if the “Pay Registration Fees” button has been clicked and the user has either selected “Pay Online” or has begun the payment process through VCX Checkout. (Note: This option only applies if the school has enabled Online Payment method.) If a record persists in this state, it likely means that the user encountered a problem when attempting to pay online.

Enrolled

A registrant will have this status if he/she has completed payment online or via cash/check. This status also indicates that a class enrollment record has been created on the General tab of the class record.

Paid Registrations Enrollment Process

Registrant’s View: Just like with the All Registrations process, families will select classes, enter discount codes, and confirm their registrations. However, instead of having the option to pay or return to the landing page upon registration, they will instead see a summary of fees with options for to make a payment. Depending on the payment methods available to them, families may choose an option that allows them to pay later. However, the online view will not display that the child is enrolled in the program until the fees have been paid. For more information about available payment options, click here.
System View Registrations will be available on the Registrations tab of the program class record in Axiom. On the child’s registration, the “Pending Selection” status will appear when the family has finished selecting classes but has not yet confirmed registration. The status will change to “Enrolled” as soon as the family confirms the child’s registration online. At this point, the system automatically creates a class enrollment record that will appear on the General tab of the class record.

Do Not Auto Enroll:

The Do Not Auto Enroll enrollment strategy is designed for the school to handle all enrollment manually, and allows six available statuses on registration records.

Pending Selection

A registrant will have this status if he/she has selected a class, but has not yet clicked “Confirm Program Selections” to confirm the registration.

Confirmed Selection

A registrant will have this status if he/she has confirmed their registration, but has not yet proceeded by clicking “Pay Registration Fees.”

Pending Cash Payment

A registrant will have this status if the “Pay Registration Fees” button has been clicked and the user has selected “Pay by Cash/Check.” (Note: This status only applies if the school has enabled Cash/Check payment method.)

Pending Online Payment

A registrant will have this status if the “Pay Registration Fees” button has been clicked and the user has either selected “Pay Online” or has begun the payment process through VCX Checkout. (Note: This status only applies if the school has enabled the Online Payment method). If a record persists in this state, it likely means that the user encountered a problem while paying online.

Waitlist – Paid

A registrant will have this status after payment is completed. (This status is used to differentiate between paid vs. unpaid waitlist records). Schools can use the Waitlist column in order to manage the registrants that will be enrolled in the class by entering a numeric order. Schools must manually update the registrant’s status to Enrolled.

Enrolled

Schools will need to manually update the registrant’s status to Enrolled. When this status is updated, the system will create a class enrollment record on the General tab of the class record.

Do Not Auto Enroll Enrollment Process

Registrant’s View: With the Do Not Auto Enroll enrollment strategy, the online registration process for the families is very similar to the process for the Paid Registration enrollment strategy. When a family confirms a registration, they will be able to either pay now or pay at a later time. However, the family will not see anything regarding whether the child is enrolled or not until the school updates the registration record. Once the school updates the status, the family will be able to see that the child is enrolled online.
System View: In Axiom, the registration status on all registration records will be set to “Pending Confirmation” prior to when the family confirms their selections. Once confirmed (but before payment), the status on the registration record will update to “Confirmed Selection.” When the family pays the registration fee, the status will subsequently update once again to “Pending Cash Payment” or “Pending Online Payment,” depending the family’s online selected payment method. Finally, when payment has been made, the status will automatically update to “Waitlist-Paid.” After the system has made this final automatic update, the school is responsible for changing the status to “Enrolled” to create a class enrollment record and thus enroll the child in the class.

Withdrawn Status:

The Withdrawn status can be used with any of the three possible enrollment strategies. Schools can manually set a registrant’s status to Withdrawn if the registrant no longer wishes to be enrolled in the class or if the registrant was registered and/or enrolled incorrectly. Please note: when this status is updated, the system will not automatically update class enrollment or charge item records. See the Program Registration detail section below for how to manage withdrawals.

Registration Detail Screens

There are two individual detail screens that display information regarding a student’s registration in a program class: the Person Registration Program detail screen and the Person Registration detail screen.

Person Registration Program Detail Screen

The Person Registration Program detail screen displays information that has been collected during the online registration process (i.e. jersey size and travel options), as well as charge items that have been created for the registrant for this particular class. It is important to note that when information is submitted online, some data on the record will be locked via the Posted flag. This setting prevents data from being updated on the registration record rather than the related class enrollment record, which is where changes should be made.

To access the Person Registration Program detail screen, navigate to the Registrations tab of the program class record. Clicking on the magnifying glass icon or the ID number adjacent to the registrant’s name will open the Person Registration Program detail screen.

Person Registration Detail Screen

The Person Registration detail screen displays all registrations and charge items that have been created for a registrant for all past, current, and future classes. This detail screen provides an overall picture of the history of a registrant’s enrollment in program classes.

The Person Registration detail screen is most easily accessed from the Person Registration Program detail screen. The Person Registration Program detail screen contains an ID number, and clicking on this number will open the Person Registration detail screen.

Removing Registrations

In the event that a registrant needs to withdraw from a class, several steps need to be taken to handle the withdrawal properly. There are two common scenarios that occur when families need to withdraw a student from a class; the steps for each scenario are outlined below. In both scenarios, once the school has processed the withdrawal, the family will be able to see the withdrawn status online for the appropriate class.

Scenario 1: Confirmed Registration Without Payment

This scenario takes place when a registrant has confirmed class selection online, but has not yet paid. The family then contacts the school to indicate the registrant is no longer able to take the class. Please note that if VCA is being used at the school, steps three and four should be omitted. All charge item management should be done in VCA.

Steps:

1. Click on the Registrations tab of the class record.
2. Find the registrant’s name and click on the magnify glass or ID number to access the Person Registration Program record.
3. Click on the Charge Item tab on the Person Registration Program record (non-VCA only).
4. Click the X icon to delete the charge item (non-VCA only).
5. On the General tab, change the Registrant Status field to “Withdrawn” and enter information in the Notes field if needed.
6. Update and close the Person Registration Program record.
7. If a class enrollment record exists, either enter a date withdrawn into the Date Withdrawn field on that record, or simply delete the class enrollment record entirely.

Manually Mark a Registration “Paid”

To mark a registration as “Paid” manually, navigate to the “Registrations” tab of the program class’s record, and update the “Fee Paid” or “Posted” fields as necessary.

Checking “Posted” locks the “Fee Paid” field.

Scenario 2: Confirmed Registration With Payment

This scenario takes place when a registrant has confirmed class selection online and has paid the related fees. The class may have already started, and the family then contacts the school to indicate the registrant is no longer able to take the class.

Steps:

1. Click on the Registrations tab of the class record.
2. Find the registrant’s name and click on the magnifying glass or ID number to open the Person Registration Program record.
3. On the General tab of the Person Registration Program record, change the Registrant Status to “Withdrawn” and enter information in the Notes field if needed.
4. Update and close the Person Registration Program record.
5. Go back to the General tab of the class record and enter a date into the Date Withdrawn field on the registrant’s class enrollment record.
6. If necessary, issue a refund to the family through the school’s payment provider and/or accounting software.

When Are Charge Items Created?

There are three different dates in which charge items are created when a program regisration is completed. They are listed in order of priority below:

1. Whichever date is populated in the "Charge Item Date" field on the program registration configuration. A list of your available program registration configurations can be found here. If this is blank, then...
2. The Begin Date for the class in question. If this is blank, then...
3. Today's date.