Overview
Requirements Manager allows an organization to set up potential registration requirements, such as Proof of Age, Birth Certificate, Medical Release forms. Requirements often represent documents that must be received, but may also represent internal tasks that must be completed. Requirements are tracked for every individual, not for the entire family account.
Requirements are associated to Programs to indicate they must be completed for any registration to that program. Requirements are defined to be valid for different durations – for that program only, for the rest of the season, or for a custom defined duration that may cross multiple seasons.
Create a Requirement
On the Requirement Queue page, click on the “Requirements Library” button.
Click "Add Requirement" button
Requirement Name - Enter a name for the new Requirement
Description - Enter a description of the Requirement. Although not required, this field is important for communicating to registrants exactly what the Requirement means and how to complete it. The description will be displayed to registrants on the public site and included on emailed receipts.
Individual Type - Select the type of individual for which the Requirement be required. Options are "all", "child" or "adult". For example, "Proof of Age" may only be required for children registering for camps with specific age requirements.
Duration - Select the appropriate Duration for this Requirement once it has been completed:
Program– The requirement must be met the first time the individual registers for this program and is only relevant for this program.
Season– The requirement is met once, and it applies to all registrations for the season for the individual.
No Expiration– The requirement is met once and applies to all future registrations for the individual regardless of date or season.
Fixed Date– The requirement is met once and an Expiration Date is entered by the administrator. The requirement completion applies to any future registrations (regardless of season) prior to the Expiration Date. For example, a "Proof of Insurance" document may only be valid through a specific date on the insurance certificate.
Rolling- The requirement is met once and the Expiration Date is defaulted based on a specified number of days from the current date. An administrator may override the Expiration Date. The requirement completion applies to all future registrations for that individual (regardless of season) prior to the Expiration Date.
Expiration Days Default – Days after Completion– Enter the number of days that should be used to calculate the default Expiration Date. When a requirement is completed, the Expiration Date should default to the current date plus this field amount. For example, a photo may be valid for 1 year after it is submitted, so the Default Days after Completion would be entered as 356 days. When an administrator marks this requirement complete, the Expiration Date will default to 365 days from the current date.
Permit – The requirement is met once per Permit Number per Program (as a facility permit programs may also include permit option programs). Note that subsequent registrations to the same facility permit program will generate a new Permit Number, and therefore create a new set of requirements.
Internal Use Only - this flag will be checked indicating that this Requirement is only visible to administrators. This would be used for internal tasks that admins must complete. Deselect to make the Requirement apply to and be visible to public users.
Enable Document Upload - this flag will allow for document uploading for the Requirement. If not selected, document upload will not be available for this Requirement. If selected, Document Upload Settings will need to be completed.
Document Upload Settings
Public Upload - choose one of the following (this setting will be unavailable if the Requirement is marked "Internal Use Only")
- Not Allowed - document upload not allowed on public site
- Optional During Registration - public site registrants may upload during registration or after registration has been completed. The Requirement Description will display on the Requirements page to inform registrants what to upload.
- Required for Registration - public site registrants must upload during registration. The Requirement Description will display on the Requirements page to inform registrants what to upload.
Document Upload Notification Email - Select one or more admins to be notified via email when a document is uploaded.
Privacy - select if all admins may view/remove uploaded documents or if only those admins with the User Permission Access Secure Documents may view/remove documents.
Retention - document retention defaults to 24 months but may be edited. Once the document is removed i.e.no longer retained, this does not affect completion status.
When finished, click on the "Save" button
Assign Programs to a Requirement
To indicate that certain programs must have a requirement completed, you may associate the program to the Requirement on each individual Program page.
To assign in bulk:
-
- In the Requirement Library, click on the Requirement Name
- On the View Requirement page, scroll down to the Programs section. Click the "Assign" button.
- On the Assign Requirement page, you may use filters to view different groups of programs by Activity, Season, Catalog, and Program Group. Select filter values and click the "Apply Filters" button.
- Select programs by clicking the program name; multiple programs may be selected at once. Use the "Assign" and "Unassign" buttons to move programs to the Unassigned or Assigned list.
- Click Save Assignments to associate the selected programs to this requirement.