If a parent calls to register, let them know about the online registration system and see if they would like to get that set up from their end. If not, happily help the parent with the registration.
Open Ideal-Logic and access a “New Registration” button, either via the Home or Catalog tabs.
Walk them through each question that appears on the screen, starting with the child’s name. Note that there will be more questions if they have never done KidSpirit before. If they have done KidSpirit, make sure to check that their information is still current.
When you get to the medical section, you will need to read them ALL of the medical questions and not just ask if there is any medical condition we should know about. The fastest way to do this is to read them all questions and then ask if they apply at the end.
Consent will not be able to be taken over the phone. You will click “consent not signed but continue anyways.” Make sure to tell the parent that consent must be signed before their child can participate, and that they can sign on Ideal-Logic at any time or stop by the office.
Do read them the refund/payment policy and write their initials. This is at the bottom of the consent page.
Encourage the parent to pay over the phone at this time. If they want to pay at another time, explain our payment policy and what other options they have for payment.
Submit the registration and make sure it is complete and accurate before leaving the phone call.
Encourage the parent to start their own Ideal-Logic account with your assistance. If they would rather you complete the registration, proceed as you would for a phone registration. When you get to medical and consent, have the parent come around to the computer and fill this out themselves. Since they are in the office, payment can be taken with any of our regular methods.
When there are unusual circumstances, such as a late registration, registering more people than the cap allows, or a registration that does not meet age requirements, an override must be completed in Ideal-Logic in order for the registration to be successfully submitted. All overrides must be approved by an Office Supervisor or Camp Director. There are two main approaches to processing an override.
One option is to give the person an override specific to them, and the other option is to temporarily adjust the settings for the program to allow for the registration that is being processed. When possible, complete an individual override rather than editing the program settings.
To allow a specific person to register for something who normally wouldn’t be able to do so, go to the specific program they need to register for, such as the Monday Level 1 gymnastics class at 5:15 pm or the Whales PM group for Session 2. Click “Registration Setup: Process” on the sidebar. Under the “Availability” section, press “Allow Specific People to Register.” Click the “Select a Person” button and then add the person who needs the override. Now, go back to the registration and complete as normal. If this process doesn’t work for the specific override that needs completion, talk to a supervisor to edit the program settings. It is very important that this is done correctly, temporarily, and with approval, so a leadership member must work with the Office Staff to complete this.