Program Participants

The program participants list shows you a list of all participants who are or were registered for a program.

• Participant name: clicking this will redirect you to the trial registration internal page
• Customer name: clicking this will redirect you to the primary customer account
• Mobile phone number
• Email: click on this to open the email creation
• Birthday
• Age
• Rank: click this to update rank
• Skills progress: click on this to select which skills were completed for rank requirements
• Last advanced: the amount of days since the last rank update
• Last attendance
• Attendance limits
• Attendance progress: for rank attendance requirements
• Total attendance count
• Attendance last 14 days
• Attendance last 30 days
• Registration method
• Source
• Paid marketing id: if source was Google ad or Facebook pixel
• Membership
• Next payment date
• Next payment amount
• Bill past due
• End date
• Registered date: the date they registered for the trial
• Status
• Participant custom fields

 

Above the table there are several actions you can take:

• Apply filters

• Send mobile message

• Send email

• Export program list

• Add member

• Add new member

• Migration: check out our migration article here: Migration

• Update rank: option only appears after selecting members
• Delete: this will delete the registration, not the participant. This option only appears if only one participant is selected.

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Filters

Above the table and table actions there are two drop downs for filtering the program participants list. The first one contains default or custom saved filters. The default filters include:

• Default

• Memberships ending (in next 30 days): displays list of participants whose membership ends in the next 30 days
• Membership registrations (month to date): displays list of participants who have registered for the membership within the current month
• Zero attendance (last 14 days): displays list of active participants who have no attendances in the last 2 weeks

 

You can manage saved filters by clicking “manage filters.”

This will bring up a list of your saved filters. Click the email icon to make edits to the name or email filter report option. Click the trash can icon to delete the saved filter.

The second drop-down contains the specific filters you can apply. These filters include:

• Program
• All memberships: this cannot be changed if a program is not specified. If a program is specified you will have choices for the membership options under that program.
• Status: 
  • Active
  • On hold
  • Pending
  • Cancelled / completed
  • Deleted
  • All
• Levels / Ranks
• Age
  • All ages
  • Custom ages: enter an age range and an “as of” date
• Attendance count: specifies a specific number of attendances
  • Do not specify
  • Attended
    • Range type: 
      • Exactly
      • Less than or equal to
      • More than or equal to
    • Number of attendances
    • Time frame: 
      • Within last 7 days
      • Last 14 days
      • This month: month to date
      • Last month
      • Date range
• Last attended: only accounts for their most recent attendance
  • Do not specify
  • Within last 7 days
  • Last 14 days
  • This month: month to date
  • Last month
  • Date range
• Attendance limits: based on the setting in services and products > programs > edit the program > edit a membership option in program > payments > attendance limits
  • Do not specify
  • Attendance limits
    • Range type:
      • Exactly
      • Less than or equal to
      • More than or equal to
    • Number of attendance
    • Per
      • Week
      • Month
  • Class / appt remaining: used for class packages
    • Range type:
      • Exactly
      • Less than or equal to
      • More than or equal to
    • Number
• Event registration: commonly used to see if certain participants have registered for belt testing events
  • Do not specify
  • Has registered for
  • Has not registered for
• Registration date
  • All
  • Month to date
  • Last month
  • Last 60 days
  • Date range
• Membership end date
  • Do not specify
  • Ending this month
  • Ending next month
  • Ending in 60 days
  • Date range
• Birthday
  • Do not specify
  • Today
  • This week
  • This month
  • Custom
  • Date range
• Source
  • Member referral
  • Google: selected from “how did you hear about us” options
  • Facebook: selected from “how did you hear about us” options
  • Studio location
  • Google ad: from your Google ad link
  • Facebook ad: from your Facebook ad link

If you find yourself selecting the same filters frequently, we recommend saving the filter by clicking “save filter” at the bottom of the filter list. 

When you do, you will be prompted to give the saved filter a title and whether you would like to receive an email report about the filter periodically.

If you select “yes,” you will ended to select the following:

• How often you would like to receive the report: x number of weeks or months
• When it will send: which day of the week or month
• Who will receive the report: this follows your staff list in my account > users and permissions

 

Zero attendance filter report example:

 

Once saved, you will also be asked if you would like to set up the filter as a custom automation! These automations are great for sending automation communication to the participants that fit the filter criteria. For example, you can create a custom campaign to send a happy birthday message using the birthday filter. 

To add the saved filter to an automation, click “add to automation” and you will be redirected to the custom automations set up.

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Program registration internal pages

If you click on a participant name from the program participant’s table, you will see the program registration internal page. Here, you will see the following items on the left:

• Participant photo: clicking this will prompt you to be redirected to the participant account in order to update the photo
• Participant name: clicking this will redirect you to the participant profile
• Rank: clicking this will allow you to update the rank
• Required skills: if you have added skill requirements for rank updates, you can see the participant’s progress here. Clicking this will allow you to mark skills as completed. If you attached video URLs to the skill, you can click these to open the resource in a new tab.
• Attendance: if you have added attendance requirements for rank updates, you can see the participant’s progress here. Clicking this will redirect you to the attendance subsection.

• Past due amount

• Mobile message icon

• Email icon

• Membership: presents information about the program registration
• Details: displays custom participant and registration fields
• Payments: payment information pertaining to the program registration
• Attendance: displays attendance attached specifically to the program
• History: prompts you to be redirected to the participant account in order to see participant notes

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Membership

Membership details may look different depending on the payment structure.

Open enrollment

Open enrollment programs will display the following information:

• Status: click the pencil to edit the status
  • Active
  • On hold
    • Payment pause date
      • Immediately
      • Scheduled: if you schedule the pause date you will then choose the payment date that the program will go on hold. The status will change before payment is taken so the member will not be charged on this date. You cannot select additional payments.

• • • Payment resume date
      • No set resume date: program will be on hold indefinitely
      • Set resume date: if you schedule a resume date, you will then choose the payment date that the program will re-activate. The status will change before payment is taken so the member will be charged on this date. You cannot select additional payments.
  • Canceled
    • Last payment date
      • Cancel all future payments: immediate cancelation
      • Select last payment date: if scheduling a last payment date, you will choose when the program will be canceled. The status will change after payment is taken, so the member will be charged on this date before the program goes into canceled status. You cannot select additional payments.

• Payment method: click the pencil to select a different payment on file or add a new credit card. Click “send link for user to update payment method” so that customer can add new information from their end.
• Program: click the pencil to begin the transfer process. For more information on this process, check out our article: Transferring Registrations
• Membership: the membership option. Click the pencil to begin the transfer process. For more information on this process, check out our article: Transferring Registrations
• Registration date
• Source: click the pencil to edit the source
• Start date: click the pencil to edit the start date. This can be before the registration date.
• Attendance limits: click the pencil to edit attendance limits. 

• Membership structure: this cannot be edited
• Sign-up fee
• Membership fee: click the pencil to be redirected to the upcoming payments subsection where you can edit this.

• Payment frequency: this cannot be edited. If you need it changed you will either need to cancel the current membership fee and add additional payments or cancel the registration and re-register with the correct frequency.
• Number of payments
• Next payment date: this includes additional payments
• Next payment amount: this includes additional payments
• Agreement & Waiver: click the download button to download a copy of the signed waiver. If the member was migrated in manually and there is no waiver, click the upload button to add one that the member already signed

Custom

Custom structure program details have mostly the same as listed above as well as:

• End date: click the pencil to edit the end date
• Total membership fee: this is the total of all payments, whether paid in full or with a payment plan
• Billing option: payment plan or paid in full
• Payment frequency: this only appears if the custom structure is on a payment plan
• Number of payments: this only appears if the custom structure is on a payment plan
• Last payment date

Specific start / end date

The specific start / end date structure program details will contain the same information as the custom structure.

Class package

The class package structure program details contain the same information as custom and specific start / end date structures with one change:

• “Attendance limits” becomes “sessions remaining”: click the pencil to add or subtract classes allowed in the program. You can replenish this if it is at 0.

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Details

The details page displays the custom participant fields set up in all customers > settings as well as the custom program registration fields set up in services and products > programs > edit the program > registration fields. Clicking on the participant field will redirect you to the participant profile to edit the information. Clicking on the registration field will allow you to edit directly from this page.

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Payments

The payments section in the program registration internal page will show you the past due, upcoming, and payment history for that specific program registration. You can send the payment history to the customer by clicking “send member payment history” at the top right.

Past due

The past due section will display all past due payments for the program registration. You can re-rerun all listed by clicking “re-run failed payments,” or you can rerun them individually by clicking on one of the past due payments > re-run payment.

Clicking on the past due payment will also show you a breakdown of the cost and allow you to apply credit towards the past due amount. If you select apply credit, you will need to enter the following:

• Credit amount: if the customer has paid for more than one past due payment, this will just be the max for the one payment. You can then select the next past due payment to apply the same payment method.
• Credit method: how the customer is paying for the past due payment
  • Manual credit: this works the same as a coupon or gift credit you are giving to the participant. It does not affect your sales analytics or income amounts and effectively erases the past due payment.
  • Cash: customer paid in cash for the past due payment
  • Check: customer paid in check for the past due payment. If they paid for more than one past due payment with the same check, the same check number can be entered multiple times on other payments.
  • Credit card: the customer is paying for the past due payment with a credit card
  • ACH: the customer is paying for the past due payment with ACH. This will only be an option if a bank account is already on file.

Upcoming

The upcoming section shows you the payments that the member will have in the future. If the program structure has a last payment date or a set number of payments, this section will list all of them. If the structure is ongoing, this section will only show the next payment and will list the recurring frequency under it. 

If you click on an upcoming payment, you will see a breakdown of the total and you can do one of the following:

• Apply credit to this payment: click this if the customer chooses to pay early or you are giving a manual credit.
  • Manual credit: this works the same as a coupon or gift credit you are giving to the participant. It does not affect your sales analytics or income amounts and effectively erases the past due payment.
  • Cash 
  • Check: customer is paying with a check for the upcoming payments. If they are paying for more than one upcoming payment with the same check, the same check number can be entered multiple times on other payments.

• Edit payment: click this to edit the payment amount or the payment date. When editing the amount, you will be asked if the edits are applying to only the one payment or all future payments as well. Editing payment dates can only be done one at a time.
• Delete payment

Payment history

The payment history section will show you a list of what has already been paid towards the program registration. “SF” represents the sign up fee if there is one.

Clicking on the payment history transaction will show you the total (including the breakdown of taxes and fees) and the payment method. 

You can refund the payment from this selection. When applying for a refund, you can enter the full amount, or type in a partial refund. In either scenario, refunds will not impact the status of the registration.

Typing in a partial refund will then show you a summary of the remaining payment with a breakdown of admin fees and taxes.

Refunds will also display in the payment history list, and you can click on this item to see the breakdown of the total refund, which payment was refunded, how it was refunded, and when it was refunded.

You can complete as many additional refunds on a remaining total later.

 

 

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Attendance

The attendance section will automatically display the attendance for the specified program. You can log an attendace or delete one from this section. If the attendance is by time and not connected to a specific class, it will be displayed as a drop in, which you can filter to from the drop down.

For more information on attendance, check out our article here: All Participants.

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History

The history section will only redirect to the participant profile > notes section. For more information on this section, check out our article: All Participants.