Setting Up a Template - Basic Settings

• 1. Click the Menu icon.
  2. Click Templates./li
  3. In the Sessions section, click Templates.
  4. Click New to create a new template or edit an existing Template in the list by clicking on it.

Session Template Settings in UC Beta

When you create or edit a Session Template, you will specify settings that shape any sessions created with this template.

• • Settings are divided into sections for easier navigation and planning.
  • Most settings provide default information for your sessions. When you create those sessions, you can further adjust these defaults to fit individual sessions.
  • Settings marked with a (Lock) icon are Fixed or locked-in on the Session Template. They control this setting for all sessions created using this Session Template.

Once you have specified the appropriate settings, you can save your work by clicking the Save button at the bottom of the page.

A more detailed breakdown of the Settings for session templates can be found below.

Session Template Usage

The Usage view will list all sessions that have been created using this Template.

Sessions are displayed in chronological order from oldest at the bottom to present and future reservations at the top.

A Detailed Explanation of Settings

Below is a detailed explanation of all Settings on Session Templates.

Basic Information

Template Name

• • Identifies the template.
  • Provides a default name when you schedule sessions from this template.

Session Type

• • Set to Individual will require a separate reservation for each person attending.
  • Set to Family allows multiple people to be included in a single reservation.
  • Is locked in on the Session Template.

Category

Is used to organize and group sessions.

Description

• • Text that appears to clients on the Session Information page.

Capacity

Capacity is used to limit your enrollment for a session. The information you provide will be the defaults for sessions created using this template.

Maximum Males

• • Sets the maximum limit for Males for a session.
  • 0 means no Male attendees can register for the program or join a waitlist for it.

Maximum Females

• • Sets the maximum limit for Females for a session.
  • 0 means no Female attendees can register for the program or join a waitlist for it.

Maximum Individuals

• • Sets the maximum number of attendees for a session.
  • 0 means no Individuals can register for the program.
  • Waitlists can be active for sessions with a setting of 0 Maximum Individuals.

Waitlist

Sessions that have reached capacity (either a gender or total reservation capacity) can automatically enable a Waiting List. 

Available Space Communication

• • Determines what message is sent to the client when a space opens in the session.
  • The Default Message is recommended since it contains links and details that are difficult to replicate in a custom message.
  • Custom messages are created using Email Templates. (link to Email Template help article)

Days Space Held

• • Determines how long the Wait List will hold a spot for someone before that person is automatically removed from the waiting list. The space is then reserved for the next person in line.
  • Will hold waitlist spaces without automatically removing anyone until the session ends if the Days Space Held is set to 0.

Age / Grade Limits

Individuals who fall outside these limits during the session will not be allowed to register.

Eligibility based on:

• • age OR grade but cannot combine both.
  • This setting is locked on the Session Template.

Restricting by Age

Eligibility is normally determined based on the age of the registrant on the session Start Date. (This calculation can be adjusted for any session.)

• • Use Minimum Age and Maximum Age limits to determine eligibility for the program.
  • Age limits set on the Session Template can be amended on individual sessions.
  • Grace Period (below minimum age) can be set (in months) to allow individuals to register who are too young for the set restrictions.
  • Grace Period (above maximum age) can be set (in months) to allow individuals to register who are too old for the set restrictions.
  • Use the checkbox to allow adults to register despite set age limits.

Restricting by Grade

• • A session can be restricted by age or grade depending on the Session Master template settings.
  • Grade based sessions check for eligibility based on the attendee’s grade at the start of the session—not necessarily the current grade on the account.
  • Grade restrictions can be set to any grade from Pre-K through College.
  • An additional grade setting is “Not in School” which can indicate anyone outside the Pre-K to College parameters.
  • Use the checkbox to allow adults to register despite set grade limits.

Fees

These settings impact how UltraCamp calculates fees for this session.

• • Templates that are set to be Individual Type will have different fee settings than Group Type templates.
  • Amounts that are entered for fees are the defaults which can be customized on an individual session basis.

Individual Template Fee Settings

For an Individual based Template and session, Total Fees are derived from the sum of the Non-refundable Fee and the Cost/Basic Fee.

• • The Non-refundable Fee is kept as a fee when a client cancels a reservation on their own.
  • All of the Cost/Basic Fee will be removed from a client’s record when a reservation is canceled.

Group Template Fee Settings

For Group/Family based Templates and reservations, fees tend to be more complicated than Individual-based sessions. 

Non-refundable fees are not designed to work with Group/Family sessions and should be avoided.

If a Basic Fee is entered, it will be charged per person on the Family Registration.

• • Special pricing structures can be created to accommodate age or group size-based pricing as an alternative.
  • Group pricing structures are created in the Settings menu and attached on a session/event basis.

If a non-refundable fee for a Group-based session needs to be implemented:

• • Use the Collect Another Amount feature to collect a deposit and adjust the Modification cutoff date to prevent clients from cancelling their own reservations.
  • You and your staff may add in a non-refundable fee at the point of cancellation should that become necessary.

 Further Fee Settings

Alternate Fee Labels

In the registration process, the Non-refundable Fee and Basic Fee will display as these terms. 

• • Use the Alternate Non-refundable Fee Label and the Alternate Basic Fee Label to replace the default terms with language of your own.
  • Alternate Labels are locked in on the Session Template.

Collection Option at Registration

This setting determines how much a client must pay before completing their reservation. 

• • Collect all fees at reservation requires your clients to pay all fees at checkout in order to complete their registration.
  • Require only the deposit collects the Non-refundable Fee as a minimum but also allows clients to pay more than the minimum—up to and including the full amount.
  • Collect another amount lets you set a specific dollar amount or percentage to be required for checkout.
  • Full Payment or Payment Plan requires that the client pay for everything at checkout or sign up for a Payment Plan. Payment Plans are created elsewhere and added on a per session/event basis.
  • Must Select a Payment Plan requires your client to choose a payment plan in order to complete their order. Payment Plans are created elsewhere and added on a per session/event basis.

Allocation Account

An Allocation Account can be used to improve financial reporting. This is an optional function.

• • Select an Allocation Account from the dropdown menu to set it as a default.
  • Use the link to Create New Allocation Account.

Admin Notifications

Reservations events can trigger notifications to your admin team. Use this function to manage notifications for this Session Template.

• • Click the Edit button.
  • Select the triggering event from the Notification Type dropdown menu.
  • Check the box next to the Admin who should receive a notification.
  • Click the Update button.

Once notifications have been set, they will display here. These settings are locked in here on the template.

Additional Settings

These settings are generally left at their defaults except in specific circumstances. Adjust these settings using the toggle.

• • An Enabled template can be used to create new sessions.
  • Use Prevent Overlapping Reservations to keep clients from registering for sessions that occur at the same time.
  • If "Confirm Attendee" is listed in the Registration Pages for a session, you can require a photo be uploaded before registration can proceed.
  • Collecting store monies during registration can be switched on by default for sessions created with this template.
  • A transition screen alerts clients that they are adding information for a different session when they are registering for multiple sessions at the same time.
  • If there are no fees on a session or its components, bypassing the cart page and checkout process can make registration easier and clearer to your clients.
  • The page offering Camper Protection can be turned on or off for sessions created with this template.
  • You can allow clients to register for multiples of the same Group session by enabling multiple reservations on template.