Overview & Setup
Youth Membership & Programs OverviewThis module allows you to create and process enrollments, manage multiple Memberships, Programs, and associated Fees, while also tracking detailed information on your Youth Members. This includes guardian details, emergency contacts, medical information, household data, and prof…1 min readSetup ProcessThe setup process for Youth Memberships & Programs requires 3 main steps: 1. Setup Sites – Here you are able to setup the sites or club houses your organization has. 2. Setup School Year – Here is where you can setup your Membership Types and the time period in which the run. 3.…1 min readHow to I create a new Site?Under the Youth Membership menu click “Sites”. This will take you to the Site List page. It contains a grid that will display all your current sites. If it is your first time on this page it will be blank. To create a new site you need to mouse over the “+New” button and click "…1 min readHow to I edit an existing Site?On the Site List grid select desired Site’s row, the row will highlight in blue. Then mouse over the "View/Edit" menu and click on "Edit Site". A dialog window will launch allowing you to edit the details of the selected Site.1 min readHow do I delete a Site?Deleting a site is a little complex because of all the other data that could be attached to it. For example Members and Programs are always attached to your site. Because of this we will need to handle the deletion of the site. Please contact us at support@donorview.com or creat…1 min readWhat is a School Year?The School Year is the time period your membership and programs run for. You can choose between a School Year that runs during fixed dates or variable dates. You can also create multiple membership levels under a school year. The setup under the school year will determine if enr…1 min readHow to I create a new School Year?Under the Youth Membership menu click on “School Years”. This will take you to the School Year List page. This page contains a grid that will display all of your current Membership Types. If it is your first time the grid will be blank. To create a new School Year you will need…4 min readHow to I create a new Membership Type?On the School Year screen, scroll down to the Membership Types grid and click the “+ Add Membership Type” button. You will then need to fill out the following fields and options: - Sort Order – The lower the number the higher the Membership Type appears on the enrollment form. -…2 min readHow to I edit an existing School Year or Membership Type?On the School Year List grid select the specific School Year or Membership Type. The row will be highlighted in blue and you can mouse over the “View/Edit” menu and click on "School Year". This will launch the setup for this School year. If you are editing the Membership Type sc…1 min readHow does Pay Later work on a Membership enrollment?The Pay Later option allows the individual enrolling to choose whether they want to pay the full amount for the membership or nothing. When they select Pay Later the total amount of the Membership will show as a balance on their enrollment. They will then have to make manual pay…1 min readCan I copy an existing School Year?Yes, to copy a School Year go to the School Year List grid and select the specific School Year. The row will highlight in blue. Then mouse over the "Actions" menu and click "Copy School Year". You will then be prompted to provide a name for the copy. Then click "Create" to gener…1 min readWhat is a Program?A program is any class, sport, training, etc. that your organization offers for members to enroll in. Your program can then be divided into individual sessions and each of these sessions can have their own settings and rosters. To create a new Program mouse over the Youth Member…1 min readHow do I create a new Program?Under the Youth Membership menu click on “Programs/Fees”. This will take you to the Program/Fee List page. This page contains a grid that will display all your current Programs and Fees or if it is your first time the grid will be blank. To create a new Program mouse over on the…1 min readWhat fields do I need to enter on a Program’s Acknowledgement Info tab?On the acknowledgement Info tab you need to enter 4 things: - Name – Enter what the Name of your Program is. - Email Display Name – Enter the name that will appear as the sender of the Thank You email. - From Address – Enter the email address that will appear as the sender of th…1 min readWhat fields do I need to enter on a Program’s Program Details tab?On the Program Details tab you will need to enter the following items: - School Year (Required) – Select which School Year this Program is attached to. - Term – Select which Term this Program is attached to. - Site – Select which Site this Program operates at. - Available On All…3 min readWhat fields do I need to enter on a Program’s Program Setup tab?On the Program Setup tab you will need to enter the following items: - Sessions – Session are the different break downs of the program, they could be based on age, skill or anything else. Each session then has its own customizable setup. - Fees - Here you can create any required…1 min readHow do I create a Program Session?While setting up the Program on the Program Setup screen click the, “+ Add Session” button. This will launch a new dialog box and you will need to enter the following items: - Sort Order – The lower the number the higher the Membership Type appears on. - Name – Enter the name of…2 min readHow does Auto-Enroll work on a Session?Auto-Enroll is for any sessions where there is no cost involved and it is included with the Membership or another session purchase. When this setting is turned on the member will be automatically enrolled into this session when their Membership enrollment or session enrollment i…1 min readHow does Pay Later work on a Session?Pay Later allows the person enrolling to choose to not pay the full cost of the Session up front. When you turn this option on it adds a toggle switch to the enrollment form that the user a turn on or off if they want to Pay Later. To control the minimum payment amount you can e…1 min readHow does the Wait List work on a Session?The wait List allows for members to add their name to a list after the capacity for that session has been reached. The member isn’t required to pay any money to be placed on this list and during the enrollment they are alerted that they are being added to a Wait List. You will b…1 min readHow does the Team/Roster option work on a Session?The Team/Roster option allows you to create divisions within your session. The divisions can be anything from teams to groups to event transportation. After creating these divisions and members start enrolling, you can then begin the process of assigning them to those divisions.…1 min readHow do I Copy, Edit, Delete an existing Session?To Edit a Session click on the Edit icon that looks like a piece of paper and a pencil on that Session's row. To Copy a Session click the Copy icon that looks like two pieces of paper on that Session's row. To Delete a Session click the Delete icon that look like a trash can on…1 min readWhat do I need to enter on a Program’s Thank You Message tab?Here you are able to create a custom Thank You email that will be sent to the person purchasing the enrollment. There is a default version of the message that you can select to use or if you click on the blue, “Edit Message” button it will launch the email in the template editor…1 min readCreate a Coupon for Membership or Program SessionCreating a Coupon allows you to create a code the will deduct a chosen cost from specific event levels. To create a coupon go under the Youth Membership module and click "Coupon Setup" Here are the steps to creating a Coupon: Code - Enter the code the purchaser would have to ent…1 min readAttaching a Coupon to a Membership or Program SessionOnce you have created your coupon you then need to attach it to the Membership Types and/or Program Session you want purchaser to be able to apply it to. To do this, select the row that contains that coupon, it will highlight in blue. Once selected you will be able to checkmark…1 min readProcessing a Youth Member FeeOnce your fees have been established, they are available to be charged to your Youth Members. To charge a fee: 1. Navigate to the Youth Member grid. 2. Click on the member’s last name to access their record. 3. Once inside the record, go to the “Payment History” tab. This tab di…2 min readWhat is a Permission?Permissions allow you to present custom text along with requests for consent to parents or guardians during the process of entering their child’s information in the Parent Portal prior to enrolling them in any membership or program offering. Each permission includes a customizab…1 min readHow do I create a Permission?To manage permissions for Youth Members, go to the Youth Membership menu and select Permissions. This will take you to the Permissions Grid, where all submitted responses from parents or guardians are displayed. In the upper-right corner above the grid, click the "Permission Set…2 min readCan I manage a Youth Member’s Permission on behalf of the Parent/Guardian?Yes, you can manually enter or update a permission response directly within a Youth Member’s record. To do so, navigate to the member's Permissions tab. Click the pencil/edit icon next to the desired permission to open a dialog window. This window will display the permission det…1 min readHow do I reset a Permission Response?Once a Parent/Guardian enters a response on a Permission that response is locked and can't not be modified through the Portal unless reset internally. So if a parent or guardian accidentally submits the wrong response to a permission or wishes to update their response, you can r…1 min readYouth Member Profile Edit LayoutYou can customize the layout of the Profile, Guardian, and Medical tabs within a Youth Member’s record by clicking the blue “Edit Layout” button. This opens the Layout Editor, allowing you to: - Rearrange the order of fields - Hide or remove unnecessary fields - Mark specific fi…3 min read