Setting up your Registration Form

Jackrabbit has designed the Web Registration form in such a way that you can easily control and edit it from within Jackrabbit. Any changes you make and save are immediately seen on the Registration Form. Your clients will never know they are actually on a Jackrabbit form because your own company logo and colors can appear on the form. You will use the steps below to set-up and customize your Registration form. View a sample Registration form.


Ensure classes are set-up properly: For a class to be available for online registration, it should have the following completed on the CLASS page in your database.

• Status = Active or Future (not Completed, Terminated, or Inactive)
• Allow Web Registration = YES (so class will show in the Reg form Class Search)
• Display on Website = YES (if you are using a Class Listings Table)
• Registration Start Date. The day you want to open online registration; if left blank, it is opened immediately. (If future dated, the live "Register" link will not display until midnight Eastern Time of that date).
• Class Start and End Dates. The first and last day of the class. If the class is perpetual, you may leave the End Date blank.
• Tuition. If you want Jackrabbit to post tuition during online registration, you must have the tuition fee on the class page.

Logo: If you previously uploaded your company logo it will appear on the form. (upload logo at Tools > Edit Settings > Organization Logo - keep it small for best results).

Time: Go to Tools > Settings > Organization Defaults and at the bottom make sure your Time Zone and Daylight Savings Time is entered correctly. This is necessary to ensure that registrations are given the correct day and time stamp by the system.

Let's look at your Reg form as it currently exists before you customize it.
Go to Tools > Website Registration > Settings and click "Preview Registration Form". It will launch your Reg form (what your customers will see and fill out). The next 5 steps will show you how to customize this form for your particular needs.

You will want to customize your Reg form to match the look and theme of your website, and also to gather the correct data needed by your specific organization. You can do that! Let's get started....


First, you will set up the SETTINGS page. Go to Tools > Website Registration > Settings and you will see this screen:

Top Section:
General Settings:
The Header Text: Notes here will appear at the very top of your Registration form. (The Header text box supports basic html as well).
Class Instructions: Notes here will appear right above the Class Search area in the form.
Google Analytics - if you use Google Analytics this is where to add your ID so that each Reg form "hit" is counted.
Ability to Enroll in a Class: If set to NO, the family/student can register the family information but NOT enroll in any classes. This is a quick way to turn off all online registration capabilities.
Require Class Enrollment: Must the student enroll into a class during registration? If the Ability to Enroll above is set to NO, you should not set this to YES as that is a conflicting rule and the form will not submit.
Scheduling Options: This appears instead of Require Class Enrollment in the EZCare edition. If you use our EZCare Online edition, please click here to see further instructions on Scheduling and Template Options for online registration.
Post Class Tuition Fees: If YES, the full class tuition is posted to the family account (however, credit card is not charged, and discounting is not applied, during this posting).
Should Waitlist affect Openings: Set to YES only if you want the class waitlist to affect the openings numbers on the web reg, class listings, and portal.
Should Future Enrollments affect Openings: Set to YES only if you want future enrollments (if you use them) to affect the openings numbers on the web reg, class listings, and portal.
Should Makeups affect Openings: Set to YES only if you want students scheduled as a makeup in a class to affect the numbers openings on the web reg, class listings, and portal.


Middle Section:
Confirmation Settings:
Screen Confirmation: This note will appear on the screen immediately after the form is submitted. Use text only - do NOT use html or hyperlinks in this box.
Email Confirmation: This note will appear in the email confirmation that the customer receives. (This box supports basic html as well).
Location Emails: If you have multiple locations you can default each one to have it's own "from" and "to" address.

Quick Registration Settings:
These settings affect the "Quick Reg" that is used internally (Families>Quick Registration). This controls whether you want emails sent after each "Quick-Reg" and whether you want to require contact #1's email address (recommended).

Listings Settings:
These settings apply only to the Class Listings Tables
Show Register Links in tables? If YES, the leftmost column will contain direct links to the Registration form and pre-fill in the chosen class. If NO, the class data is still shown but there are no links for registration or enrollment.
Show Full classes in tables? Do you want full classes to show at all in the tables?
Allow Waitlists if full? If you do show full classes, do you want to allow students to be able to get on the waitlist?

Class Search Filter Options:
Category Labels - Re-name your Category codes to a descriptive, meaningful label applicable to your Category designations.
Use the Age filter to limit the search results to only show classes set to include the student's age. Class MUST have a Start Date assigned, and the system will calculate the Student's age as of the Start Date to determine eligibility. Gender filter can be used if Gender is assigned on the class page.


Bottom Section:
Credit Cards and Bank Drafts:
Optional or Required? Check the boxes by the cards accepted by your Merchant, and those icons will appear in the form.

Auto Posting of Registration Fees and Transaction Details:
Would you like Jackrabbit to automatically post a "Registration Fee" (such as an annual or session fee)? This will only affect NEW customers using the Reg form, NOT existing customers using the Portal.

Post when and Post Fee Per - There are four possible combinations. This is how the fee(s) will be posted if you choose:
          Always & Family - means once for the family.
          Always & Student - means once for each student (registrant) regardless if they enroll in a class.
          Enrolling & Family - means one family fee (because a family cannot enroll).
          Enrolling & Student - means one fee per enrollment (if multiple enrollments, then multiple fees).
Transactions - Choose how you want the fee recorded (your Transactions are set up under Tools > Edit Drop Down Lists).
Category 1 - Assign a Cat 1 value for proper revenue reporting.
Session - Assign a consistent Session value that will be on all posted transactions.
Use 1st Class Session - This is primarily used when you have concurrent sessions available for Registration. This value only works when you Post Fees PER STUDENT. This setting determines that instead of the Session Value (above), the Session Value of the FIRST class that is registered for is used. If YES, you must have Post Fee set to STUDENT. This means that when someone registers, the Session value on the Class Page (and registered for) will determine the session value marked on the Registration Fee(s) posted. The First Registration determines the same value for any subsequent registrations. If you use this feature and your Fees are set to post per FAMILY then the default Session value (above) is used.

Colors and Fonts:
Use the crayons to customize the colors and fonts so that your Reg form matches your website theme.

SAVE CHANGES!



Next, you will set up the Field Labels.
On your Web Registration Form you have the ability to Rename the Text Box labels, choose which fields are "Required", and which fields can be "Hidden". Choosing "Required" causes an asterisk (*) to be displayed next to the field. Choosing "Hidden" will keep the field from displaying on the screen.

Go to Tools > Website Registration > Field Labels/Hidden/Required and you will see this screen:


Re-label any fields you'd like to, decide what information will be Required (shown and MUST be filled in by customer), Optional (shown but not required), and Hidden (not necessary at all for your organization). Note: The "How did you hear about us?" field is always required - there is not a way to remove that. You can customize the dropdown choices by going to Tools>Edit DropDown Lists>Family Source. The User-defined fields (5 per family, 5 per student) can also appear on your Reg form. They can be used to gather specific information that your organization deems necessary, such as coupon redemption information, costume sizes, past skill achievement, or any other data you would like to capture during registration. You can make these fields optional or required. Values entered by the customer are recorded and included on Email confirmations. Save your changes!


Finally, you will set up your organization's Legal Policies.
You should consult with your attorney to draft the legal policies that pertain to your organization. The sample texts that come with your database are simply examples and are not legally binding.
You can only have one set of Agreement texts at a time for Classes. If you have different Legal policies for example, for Summer Camp, you will need to change the Agreement Texts before Summer Registration begins, then change the Agreement Texts back to your school year policies before Fall Registration begins.

NOTE: The Agreement records are shown as READ ONLY. The customer can not edit nor add comments or responses into the Agreements.
Therefore, do not attempt to ask questions or give "fill-in-the-blanks" options.

Go to Tools > Website Registration > Agreement Text (Legalese) and you will see this screen:



Add your various Legal Policies for Classes and Save Changes.


Check your work! From any of the above screens, use the "Preview Registration Form" quick link to launch your Reg form. Look at what you have created. Go back to any of the three screens and continue to edit the look and functionality of your form until it is just the way you like. Your Reg form is now ready for use.

  

See Step 6 in action by viewing this short video: Testing a new Family with your Registration Form.