Options programs

Overview

Permit Option programs are programs that may be added on to Facility Permit programs.  Users registering to permit programs may add on the Options program to their reservation.  Users may not register for Permit Options alone.  They must register for a Facility Permit program and may add the Permit Option.  Examples of permit options include deposits, cleaning fees, equipment rental, upgrades, use of inflatables, etc. 

Options are defined as program type “Permit Option”.  Permit Options are created within Seasons.  They are only available in Seasons within a Facility Permit Activity.  After setting up your season, an admin user may create Permit Options available to be added to the Facility Permit programs in the season. 

This article includes:

• Creating and Editing Permit Options
• Registrations for Permit Options
• Permit Management
• Refunding an Option that is a deposit
• Declining or Cancelling a Permit

Creating and Editing Permit Options

From the Activity Manager page, open the Season Information page by clicking on the name of the
season. Scroll down to the "Options" section and click on "Add".
On the Create Program page, enter all required fields (highlighted in red) and any other fields
as needed by your organization. 

Settings

Fields for Permit Options are defined as follows:

• Registration Form Type (R) - Registration Forms may be assigned to Permit Options if needed. If not needed, select NONE.
• Program Name (R) - Enter the name of the Permit Option
• Program Code - If needed, enter the Program Code.
• Program Long Desc - If needed, enter the Permit Option description.
• Price (R) - enter the price for this Permit Option.  If no charge, enter zero.
• Charge Code (R) - Select Charge Code
• Residency Requirement - Select "All", "In town only", or "Out of town only".
• Admin Only - When selected, the Permit Option will not display on the public site.
• Allow Multiple Purchases - When checked, the registrant will be prompted to select a quantity for this item. When unchecked, user may add to permit request once.
• Taxable - When checked, tax will be calculated for this program using the Organization’s Tax
  Percentage value.
• Copy on Transaction Receipts - Select any admins that should receive a copy of the email receipt.

Permit Attributes section

• Required for Public Registration - When this flag is checked, the public site user will have this Option program automatically selected on the Select Options page.  The public site user will not be able to unselect it. Public site users may not "Remove" an Option Required for Public Registration on the Confirm Registration page.  An admin registration will allow them to unselect the Option and Remove on the Confirm Registration page.
• Payment Due at Registration - When this flag is checked, this Option’s balance will be due at registration, even if the permit requires approval.  The Option balance will be due, but charges for a permit program or other Options not due at registration will not be due.
• Deposit? - When this flag is checked, the Option will display on View Permit Request page as a deposit, and allow the Admin to refund more easily directly from that page. If you would like the Deposit to be paid at registration, you must select "Payment Due at Registration" setting above.
• Require Approval - When this flag is checked no charges will be applied until an admin approves the permit.  Permit program and Permit Options approval takes place on the View Permit Request page.
• Display Estimate - Permit Options marked as Require Approval may be marked to display an estimate of charges.  The estimate amount displays but is not applied as a charge.

A Permit Option cannot have both Payment Due at Registration and Require Approval  set on the same program.  The following message will display if both are selected: “Require Approval cannot be checked if Payment Due at Registration is checked".

Additional Settings

Membership Pricing

Membership pricing may be defined for Permit Options. 

Facilities

Facilities MUST be assigned to Permit Options.  By assigning Facilities you are indicating which facilities/zones allow the Permit Option or have the Permit Option available.

Policies

Policies may be assigned to Permit Options.  Policies are defined and managed in the Setup area.  All the text in the Description field of a Policy assigned to a Permit Option will display on the permit once the permit has been issued.

Registration

The Options selection page will display after the Permit Schedule page.  If any Options are defined for the selected Facility Permit program, the page will display the list of Options.  Those defined as Required for Public Registration will be automatically selected.  An admin may unselect.  A public site user may not.

Confirm Registration page

If the public site reservation request requires approval, and none of the Options added are "Due at Registration",  the page will display as Items - Due on Approval.  If Display Estimate is defined for the permit program and/or the Options program, an estimated price will display.

If a public site registrant has Options due at registration and items such as a permit program or another Option that Requires Approval, then the public site Confirm Registration page will display an Items - Due Now section and an Items - Due on Approval section.   The Option that is due at registration will display with charges in the Items - Due Now section.  The other items will display in the Items - Due on Approval section.

Receipts

Registration Receipt page

If a registration contains items with charges that are due at registration and also items that require approval, the Registration Receipt page will contain separate sections for Items Due Now and Items Due on Approval, similar to the Confirm Registration page.  

Email Receipt

For registrations that contain charges due at registration, the amount due for each line item will display.  For items requiring approval, if the program is defined to 'Display Estimate', the estimated price will display as $0 on the receipt.

Permit Management and Approval Process

Permit management including reviewing and approving takes place on the View Permit Request page. Permit Options defined as "Require Approval" are reviewed on the View Permit Request page.

Options may be added and removed. Options that have a Registration Form may have the form question responses edited.  For Options that are defined as deposits, refunds may be issued.   

Managing Permit Options

The View Permit Request page allows permit management.
Permit Options are managed from the Request Summary section.

The following Actions are available in the Request Summary section:

Add Options – To add an Option to this permit request:

• • Click the blue button Add Options. The Add Options to Permit page will display listing all available options for this permit.
  • To see all options defined for the season, even if they are not associated with this permit, select “All options for this season” and click Filter
  • Check the box next to any of the options you want to add. If the option allows multiple purchases, indicate the quantity. If the request has been approved, the default price will display but may be edited. If not yet approved, no pricing will display.
  • When finished, click Save to return to the View Permit Request page.

• • • For an unapproved permit (Status is Under Review)
      • Any Options added from the Request Summary section that are Payment Due at Registration will have the charge applied immediately.
      • Any Options that are not Due at Registration will not have charges applied until the approval process takes place.

• • • Approved permit (Status is Approved or Issued)
      • Any Options added after the permit has been approved or Issued will have charges applied.

Remove Options – To remove a permit option from this permit request:

• • • Select the “Del” action.
    • The Program Withdrawal page will display allowing you to adjust credit and fees when withdrawing the options program. The administrator will have the option to email the requestor a withdrawal receipt with a custom message. When finished, click Continue.
    • On the Withdrawal Receipt page, click Close to return to the View Permit Request page. Note that withdrawn program transactions are always visible on the family’s Season Summary page.

Edit Form - This Action will allow the user to edit the form question responses.

Refunding a Deposit

The Action Refund is only available for an Option that is defined as a deposit.  An Option that is defined as a Deposit will be indicated in the Request Summary section of the View Permit Request page.

Refund -  Clicking on this action will display the Refund Deposit page.  Enter the Amount to be Refunded.  You may refund the full amount or a partial amount.  Click Continue.  The next page will display the Refund Balance Options.  Select one of the Options:  Credit to Account, Issue Check Refund, or Refund in Cash or Credit Card Refund.   

A Line Item "Refund of Deposit" will be created with the amount of the refund.

Declining or Cancelling a Permit

The actions of Decline Request, Cancel Request and Cancel Permit will provide an opportunity to refund charges for the permit program as well as any Options program charges.  The refund may be applied as a credit to the account, a check refund, a credit card refund or a cash refund.