This site is ONLY for tutorials and instructions. Please visit myTRS Admin to build your sites and manage registrations.

STEP 4: Set up Activities & Schedules

What would activities/time slots look like to registrants?

Below is an example of what an activity and its time slots look like on the frontend for volunteers/registrants:

2. Components required to set up activities/schedules

On the Activity Selector Page, your volunteers will see the activities and schedules that are available for them to sign up. Before setting up your activities, gather the following components:

Activities' names
Activity Descriptions (image & important information about each activity)
Determine the registrant types that should have access to each activity
Determine the activity group that each activity belongs to
Optional: Time slots & location of each time slot
Optional: Confirmation email notes (important note about each activity—e.g: must show up 15 minutes before shift starts)
Optional: Custom Field questions for registrants who sign up for specific activities (e.g: drivers volunteers will be asked to provide their driver's license number and insurance company's name)

Once you have these components, follow the instructions below to set up.

3. Set up Activities manually

Go to Activities section
Click on New Activity

Then you will see the following screen with different tabs to add your activity information:

See instructions for each tab below:

Activity Details

Enter your activity name
Select the activity group that this activity belong to
Optional: enter max # of registrants if this activity doesn't have time slots/shifts
Optional: enter an access code (e.g: Volunteers2025!) if you only want certain registrants to view this activity and sign up for it.
Optional: check the required box if all of your registrants/volunteers must sign up for this activity.
Optional: check the required for activity group box if this activity must be selected when registrants sign up for the activity group that includes this activity
Optional: check the box hide this activity if you want to keep this activity private and visible to admin only.
Optional check the box priority if you want your registrants/volunteers to prioritize signing up for this activity (they can choose not to select this activity if they want though)

Description

Type in the description and important information for this activity (keep it concise and informative)
To add images to the description, follow the instructions here.

Confirmation email notes (optional)

Example notes that you can add for the activity:

Meet at [LOCATION] with luggage for tour departure. Own transport to [LOCATION].
During Tour: Transportation provided by [your organization].
Packing: smart casual, comfortable walking shoes, layers (including warm jacket), sunglasses, hat, sunscreen, water bottle.
Volunteers will be provided with lunch and water.

Time slots (optional)

If your activities have time slots/shifts, add them here. Each activity can have multiple time slots.

Click on New Time Slot
Select the start date & time (selection order: year, month, date, time)
Select the end date & time (selection order: year, month, date, time)
Set the maximum number of slots for this time slot (leave blank if unlimited)
Type in a location for this time slot
Repeat for other time slots of this activity
Click Save Activity once you finish.

4. Set up Activities by importing by CSV file (quicker option)

When should you import activities?

Importing activities is recommended once you have most of your activities/time slots grid ready. The import feature is designed to save you time by adding activities in batches and avoid the manual entry.

Watch this video OR read the instructions below about importing activities:

STEP 1: Download import template

Click on the this template link to download the import template.

STEP 2: Read instructions

See an example and instructions for filling out the template here.

STEP 3: Fill in the template

Open the template you downloaded in STEP 1 and replace the sample data with your information.

STEP 4: Save as a CSV (comma separated value) file (.csv)
STEP 5: Import to myTRS

Go back to myTRS admin
Go to Activities section
Click Import activities
Click on Choose File and select your import template.
Click on Import Activities.
Check Import Logs for any issues (if it's blank after import completed, you did great!!)

5. Understanding Import Logs

If some of your activities or time slots are not entered properly on the spreadsheet, the system will generate a list of activities skipped during the import and the reason why they were skipped under Import Logs.

If you see errors under Import Logs, we recommend that you copy and paste the log for future reference or update your spreadsheet before leaving the page. Once you leave the import page, you will no longer have access to your latest import log.

6. Set up min/max rules for scheduling

If you want to require volunteers/registrants to select a minimum or maximum number of activities/time slots, watch this video to learn more about setting up rules.

7. Set up time conflict prevention

To prevent your volunteers/registrants from selecting overlapping time slots, follow the instructions below:

Go to Page Setting section on the left panel
Go to Activity Selector tab
Check the box for Check conflicts
Save the change

8. Recommendations for Activity Selector page settings

For the Activity Selector page, you have many options to customize and set up this page. Consider the following options:

Customize buttons on Activity Selector page
Collapse Activity Groups and Activities (if you have many activities or activity groups, you should collapse them)
Show activity & time slot capacities (if you want to show the total number of slots available to the registrants)
Show description inline (this is recommended)
Hide full & expired time slots (this is recommended)
Hide Reg Type button (if you only have 1 registrant type)
Hide Time Slots from volunteers (if all the time slots aren't ready to be shown to volunteers yet)

9. Details that must be confirmed before going live

We understand that your events may require occasional adjustments even after registrations have been accepted. However, it's important to note that changing specific activity details post-registration can lead to challenges with registrant reports. To ensure a seamless process, we strongly recommend that you and your committees confirm the following details before accepting registrations:

Activity Description
Confirmation Email content
Time Slots

These details are communicated via email with volunteers after they complete registrations and are integral to their registration record. Therefore, changes made in these areas post-registrations won't automatically be communicated to registrants or reflect the schedules they received in their emails.

However, if you need to make changes to the activities, see below to learn how to safely make adjustments to activities and communicate with your registrants about the changes.

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