Before you can create programs and start setting up your online registration processes, you must first initialize your organization profile. Fill out basic information about your organization, upload a logo, and set up payment info. This tutorial will walk you through the steps you need to take before you can go ahead and start creating programs and activities.
Finish Organization Profile
In the navigation menu found on the left, click on “Organization” and select “Profile.” Then, fill in the form below. Remember, this information is for your organization, not your personal contact info.
In the navigation menu found on the left, click on “Organization” and select “Logo.” Upload a logo for your club according to the rules specified. If you have a logo with a dark background, it is recommended that you select “Dark Background.” Doing so will change the background color of the bar found at the very top to dark. If your logo already contains the name of your club, you can select “Hide Name” to hide your club name from the top since it is already displayed in your logo.
Set Up Payment Info
In order to accept online credit card payments from your clients, you must connect your Stripe account. You can connect both accounts to give your clients more options when it comes to payments. All transactions and credit card processing information are handled through Stripe, not ClubClouds.
After filling in basic information for your organization, uploading a logo, and setting up Stripe to accept online credit card payments, you can begin to create programs and activities for online registration.
ClubClouds defines a program as a group of activities available during a certain period. For example, a program might be “Fall 2017,” while an activity in that program might be “Junior Swimmers 1.” This tutorial will show you how to create a new program. In the navigation menu on the left, click on “Programs” and select “New Program.” Fill in all the information accordingly. Special notes:
- Status: If the status is inactive but is still visible to clients, they will be able to see the program but unable to register for the listed activities.
- Forms: Participants 18 years and older will be required to fill in the adult form, while participants younger than 18 will be asked to fill in the child form. Forms can be edited or created by clicking on “Forms” in the left-hand menu.
- Registration Fee: If there is a registration fee associated, you can set this option. If it is a flat fee, select “No Tax.” If there is tax in addition to the fee, select “Extra.” If the tax is already included in the fee, select “Included.”
- Messages to Client: To further assist your client in the online registration process, you have the option of displaying messages to them at various stages. For information on where the messages will be displayed, click on the question mark icon.
When clients come to register, they must first select a program, and then choose an activity in that group to register for. Activities are grouped into categories to make it more organized. This tutorial shows you how to create a new activity. Select the program you wish to add a new activity underneath and click on the “Activity” tab. Special notes:
- New Category: To create a new activity, first add a new category by clicking on the “Add Category” button and setting a category name.
- New Activity: Click on the green plus icon on the right to add a new activity under that category.
- Status: An activity with a status of “Cancelled” will be displayed to clients, but they will be unable to register for it.
- Activity Price: If the price is a flat fee, select “No Tax.” If there is tax on top of the price listed, select “Extra.” If the tax is already included in the price, select “Included.”
- Fee Charged: “Fee charged by each activity” means the customer will automatically be enrolled in all of the classes listed for this activity. They will be charged the activity price once. “Fee charged by each class” means customers can select the classes they wish to register. Customers will be charged the activity price for each class they select.
- Class Spots: The total number of spots available for clients to register is displayed as a fraction in green in the header at the top of the activity. If the fee is charged by each activity, the total number of spots is the number of “Activity Spots.” If the fee is charged by each class, the total number of spots is the number of “Activity Spots” multiplied by the number of classes listed below. Reserved spots do not affect the total number of spots.
- Classes: List the start date and time of the class. Classes will continue weekly until the program end date. If the fee is charged by each activity, clients will be automatically enrolled in all classes. If the fee is charged by each class, clients will be required to choose which classes they would like to enroll in. If there is a minimum number of classes they are required to enroll in, you can specify these instructions in the “Note” text section.
- Reordering: You can reorder activities and categories by clicking and holding the dotted icon on the left and dragging it to reposition. You can also drag and move an activity into another category.
If you want to, you can create memberships for clients to purchase. In the “Membership” tab, click the “Add Membership” button and fill in the form below. There are two types of memberships: ones with fixed dates (e.g. July 1 – August 31) and ones with fixed durations (e.g. 2 months). Clients can select the memberships they wish to purchase on the same page where they choose which activities they wish to enroll in.
If you want to, you can create promotions for clients to use when they enroll in activities. In the “Promotion” tab, click the “Add Promotion” button. By default, each new promotion is an “Early Bird Promotion.” However, this can easily be changed in the “Promotion Type” field located below. Selecting a different promotion type will automatically change the instructions and the promotion rules accordingly.
Promotions can be defined in percent (e.g. 10%) or in dollars (e.g. $20). With the exception of the promotion code, all other promotion types will be automatically applied at checkout if the client meets the requirements. Please read the instructions thoroughly to understand how the promotions will be applied.
For each program you create, you must define the payment method that clients will use to pay for the activities. You can choose one of three options: offline payment, online credit card payment, and deposit. In this tutorial, each of the three payment methods will be explained in detail, as well as how to set up installment payments.
If you have not yet connected your organization's Stripe account, offline payment via cash or cheque is the only method you can select. For instructions on how to connect Stripe, click here. If you choose offline payment, your organization is responsible for collecting payments from clients.
Online Credit Card Payment
If you have connected to Stripe, you can choose to accept online payments through credit card. If you choose to not allow installment payments, clients will be charged the full amount immediately upon checkout. If you allow installment payments, fill in the form below. Payment amounts are automatically calculated based on the rules you define.
- Minimum Amount to be Eligible: This is the minimum amount that is required in order for the client to be eligible to pay in installments. If it does not exceed this minimum threshold, the client will automatically be charged the full amount.
- Initial Payment on Registration: This is the amount that the client must pay upon registering. It can be defined in terms of dollars or percents.
- Number of Future Payments: This is the number of payments that will be required from the client in the future. This does not include the initial payment on registration.
- Recurring Interval: This is how often payments will be required from the client. This can be defined in weeks or months.
- Recurring Payment Starting From: This defines the date when the client must begin paying the future payments. The client will automatically be charged on this date, as well as dates in the future based on the recurring interval.
You also have the option of only requiring a deposit fee upon registration. A fee, which can be defined in dollars of percents, will be required for each activity selected by the client. This deposit will be charged via online credit card. It is your organization’s responsibility to collect the remaining balance through offline methods.
With these three different payment options, as well as a clear and straightforward method to set up installment payments, you have the flexibility to select the payment options that best fit your organization’s needs. Best of all, online credit card payments are automatically billed, so you can say goodbye to the days of chasing down payments.
In the billing tab for each client, you can easily view and manage transactions. The scheduled future installments are shown in the first section. The client will automatically be billed the amounts specified on the dates listed, and the transaction will appear in the section below. Clicking on a transaction allows you to view the full details, as well as giving you the option to print the transaction.
To add a transaction, select the appropriate button from the action menu. You can add an invoice, credit, payment, refund, or recalculate a promotion. After submitting a transaction, it will immediately show up in the list of transactions below.
You can unregister a client from an activity in the “Orders” tab by selecting the activity and clicking the “Unregister” button. In the “Billing” tab, you can cancel a client’s installment payments or updating credit card information from the actions on the right.
To view a client’s billing information, in the navigation menu on the left-hand side, click “Clients” and select “Client Information.” You can view all the clients in a particular program or activity by filtering the selections through the top bar, or search for a particular client by name or phone number. Clicking on the name of a client will bring up all the information, including registration forms, programs enrolled, orders placed, and billing transactions.
In the left-hand navigation menu, click on “Reports” and you can select from a wide range of reports. Choose the time period you would like, then click view to generate the report. You can print a printer-friendly version of the report by clicking the print button.
To generate a list of the participants for a certain activity, in the left-hand navigation menu, click “Programs” and select the program you wish to choose from the list of “Active Programs.” Select the “Activity” tab. On the right-hand side, click the blue list icon to view the list of participants for that activity.
The home page is the first page visitors see when they come to your website. The home page consists of sections that can be added, removed, and rearranged. This tutorial will show you how to create a stunning home page for your organization through our intuitive interface.
When you purchase a template, it comes with a default layout for your home page. This is the suggested design and makes it easier for you to quickly build a professional home page for your club. If you want to add, remove, or rearrange sections, you can easily do so.
Adding a Section
To add a new section to the home page, hover over the “Home” tab in the navigation menu located on the left. An icon with three horizontal dots will appear on the right. Click on the icon and you will see a list of all the possible sections that you can add to your home page.
Click on the section you would like to add, and you will be able to enter a name for that section and fill in content. Your newly-created section will not appear in the navigation menu until you click the “Save and publish” button on the bottom-right. Be sure to name your section, or you will not be able to save it.
To rearrange sections on the home page, click on the “Home” tab in the navigation menu. Click on “Actions” in the top-right and select the option “Sort.” From there, you will be able to rearrange all the sections on the home page as you wish. Remember to click “Save” once you are finished to preserve your changes.
Sections Linked to Pages
Some sections on the home page, such as “Events,” “News,” “Staff,” and “Testimonials,” will seem like they are nearly empty, as they only have a title for you to fill in. This is because the actual content for these sections are linked to the the corresponding pages found in your site. The content for these sections will be drawn from those pages.
For instance, if you want an “Events” section on your home page, you must have an events page, and the “Events” section will be automatically linked to that page. Instructions on how to create the corresponding page can be found in the descriptions for that section.
Some sections, such as “Features” and “Gallery,” will require you to create a subsection to hold your content. For instance, to add a new feature under the “Features” section, hover over the highlighted tab in the navigation menu and click the dots icon on the right. Select “Feature” and fill in the content accordingly.
The process for removing a subsection is the same as the process for removing a section. Select the subsection you wish to remove from the navigation menu. Click on the “Action” button and select “Delete” from the dropdown menu. Again, you will be asked to confirm your delete as you will not be able to undo the action.
The home page is the most important page of your website as it is the first thing that visitors see when they visit your site. With our recommended, default layout and intuitive management system, you can be sure that creating a professional-looking home page will be simple and easy.
In addition to a home page, your website will also require other folders and pages. Your website is intuitively organized into a system that makes it easy for you to manage. This tutorial will show you how to use folders and pages to create the site you want.
In the first layer underneath the root of your site, you will see the home page, in addition to other folders and pages. These items will appear directly in the navigation menu for your site. If you have a page located inside a folder, this means it is part of the second layer, and thus, will only appear when you hover over the parent folder in the navigation bar.
Adding a Folder
Folders can only be added to the first layer of your site. To add a folder, hover over the site root in the navigation menu. This is the first item in the menu and is located at the very top. Click on the three dots icon that will appear on the right. This will give you a variety of options to choose from. Scroll down and select “Site Folder.”
You will be asked to name your new folder. Once you enter a name, be sure to save it by clicking the “Save and publish” button on the bottom-right corner of the page. Now, you will see your newly-created folder at the bottom of the first layer.
Changing Folder Location
Since folders can only be added to the first layer of your site, you cannot move it into another folder. However, you can change the order by sorting the parent. In this case, since your folder is located in the first layer, the parent is the site root. Click on the parent, then select “Sort” from the “Actions” menu in the top-right corner. This allows you to switch the order of your folder with other items in the same layer.
Adding a Page
The process for adding a page is very similar to the process for adding a folder. Hover over the parent that you want to add your new page into and click on the three dots icon. Then select the type of page you want to add from the list of options. You can add pages to the first layer, as well as inside folders.
Changing Page Location
Pages can be moved to different locations, as well as having its order changed in its current layer. Simply click on the page you want to move in the navigation bar. Go to the “Actions” button on the top-right and select “Move.” To change the order of the page, click on the parent and select “Sort” from the “Actions” bar.
Removing Folders and Pages
To remove a folder or a page, click on that item in the navigation menu, then go to the top-right “Actions” button and select “Delete” from the dropdown menu. You will be asked to confirm before you delete, as this action cannot be undone. If you delete a folder, you are also permanently removing all the pages within that folder.
Creating folders and pages allow you to add more complexity to your site while still maintaining an easy-to-follow organization system. With our various different types of built-in pages designed to make things easier for you, you can create a professional-looking site for your organization.
Images and files are an integral part of any website, and through our media management system, you can easily organize your images and files to create a gorgeous site for your club. This tutorial will show you how to add files to your media file system and manage them.
To manage your media files, go to the far left side of your admin management and select the tab that says “Media.” All your media files are located within the main folder, which can be subdivided into additional folders for further organization.
Adding Folders, Images, and Files
To add a folder, image, or file, in the navigation menu on the left, hover over the folder you wish to add that item underneath. Click on the three dots icon that appears on the right and select the item you want to add. Name your media file and hit “Save.” You will see your newly-created item appear at the very bottom of the folder in the navigation menu.
Alternately, you can also add an image or file by clicking on the folder and either dragging and dropping your media file into the box or clicking and choosing. If you choose to do so this way, the file will not immediately show up in the navigation menu. However, the file is still in the media system and can be inserted into your website.
The next time you add and save a file by clicking the three dots icon, your files will appear in the navigation menu. For this reason, it is recommended that you insert new files into your media system through the first method listed, that is, by hovering over the folder, clicking on the three dots icon, and selecting the item to add.
Moving Folders and Files
You can move your folders or files into a new location by clicking on the item you wish to relocate. In the top-right corner, in the “Actions” menu, select “Move.” Navigate to the new folder you want to move it to. Click on it and you will see a blue checkmark appear. Then click “Move” to preserve your changes.
Deleting Folders and Files
The process for deleting a folder or file is much like the process for moving. Simply click on the item you want to remove and select “Delete” from the “Actions” menu. You will be asked to confirm before you delete as this step is permanent and cannot be undone.
Managing Multiple Folders and Files
If you have multiple files that need to be relocated or removed, an easier way to make these changes would be to click on the parent folder that these files are currently in. You will see a preview of all the files in that folder. Click on all the items you wish to relocate or remove and select either “Move” or “Delete” from the top-right corner.
Sorting Folders and Files
To rearrange your folders and files, click on the parent folder in the navigation menu and choose “Sort” from the “Actions” dropdown menu. Then, drag and drop until you are satisfied with the order and click “Save” to preserve your changes.
After uploading an image file, you will notice a blue dot that appears in the center of the preview. This is the central focal point. You can drag this point around to a different location on your image. This ensures that regardless the screen size, your image will be centered at its focus point to look its best.
Using our media management system makes it easy to organize and handle all your media files. After finishing this tutorial, you should know how to add, move, sort, and delete folders, images, and files. And with our central focus feature on images, you can easily add gorgeous images to further enhance your site.
In order to insert images and files into your website, you can either do so by directly uploading it where appropriate, or by first inserting it into your media file system. The former is the easiest and most direct method. The latter, however, provides you with the most control over how your images are organized in the folder system and how they are centered and displayed.
It is recommended that you first upload your file into the media file system and then insert it into your website. This tutorial will show you how to insert files into your website, assuming they are already in your media file system.
In the places where you can insert an image, a sidebar will appear on the right titled “Select media.” A grid containing previews of all the media files located in your main folder will appear. Depending on the section you are adding it to, you will either be allowed to select one or multiple images. Note: if you have any subfolders, they will not directly appear.
Navigating to a Subfolder
To select a file from a subfolder, type the name of the subfolder in the top search bar in the “Select media” sidebar. Once you see your subfolder appear, double-click to open it and view previews of items in that folder. From there, select one or more images and click “Submit.”
Rearranging and Removing Images
For some sections, such as the “Gallery” sections found on the home page and the advanced page, you will be able to add multiple images at once. You can easily rearrange the order of your images by dragging and dropping the images around. To remove an image, simply hover over it and click the delete icon on the bottom-right, which will immediately remove it.
For each event in the “Events” page, as well as the “Documents” section in the advanced page, you can add up to six files. When you click on the “Choose File” button, you can upload a file of your choice using your file system. Remember to click “Save and publish” to preserve your changes.
The process for inserting images and files into your website is fairly straightforward. Again, it is highly recommended that you first insert your images and files into the media file system, which provides you with the greatest control over the organization and display of your files.
In order to display a Google Calendar for your organization in the “Calendar Page,” you must have a Google Calendar that is set to public and copy your Google Calendar ID into the ID field. This tutorial will show you how to make your Google Calendar public and find your Google Calendar ID.
Make Your Google Calendar Public
On a computer, open Google Calendar. In the top-right corner, click the “Settings” icon and choose “Settings” from the dropdown menu. Select the “Calendars” tab and click on the name of the calendar you want to share. In the “Share this Calendar” tab, check the box next to “Make this calendar public” and hit “Save.” Now your calendar is public and can be viewed by anyone.
Find Your Google Calendar ID
On a computer, open Google Calendar. In the top-right corner, click the “Settings” icon and choose “Settings” from the dropdown menu. Select the “Calendars” tab and click on the name of the calendar you want to share. In the “Share this Calendar” tab, find the "Calendar Address” field, which contains your Calendar ID. Copy and paste the ID into the field on your website that says “Google Calendar ID."
Connecting your Google Calendar to your website is a simple and helpful tool that allows administrators to easily manage events and clients to view them in a user-friendly way. Through these two easy steps, making your calendar public and getting the ID, you can display a dynamic calendar in your site.