Opening and Closing Registrations

Opening and Closing On-line Registration for Individual Events of Programs

Sometimes you will want to open and close registrations for an event. For example, while you are setting up a registration event you probably want to keep registration closed so that nobody can register by accident. For the various event types in NeatClubs that accept registration, the easiest way to view whether registration is open or closed is to look at the "View Event & Class Listing" option under the "Calendar & Events" menu.

Registration status is indicated by the red or green flag appearing in the second last column of the event list. (red means registration is disabled, and green means that registration is enabled). You can simply click on the flags to open or close registration for the corresponding class or event.  The search fields at the top of the listing can be used to locate events or classes by year and or session.

Whether registrations are open or closed are a property of each event definition. The "Open / Close" property is also accessible under the registration properties screen access by editing any of the events in the event listing or by clicking on the registration properties "quick link".

Opening and Closing Individual Time slots for Classes and Resource Reservations

For classes, club administrators often want to be able to close registration for just a single time - perhaps because they are simply cancelling the time slot because registration is poor, or because the instructor slated to teach the class is no longer available.

Individual class times can be opened or closed for registration using the visible "door" icons that appear in the "Class Registration Tallies" screen shown below or in the "Class Times Setup" for event_class or resource_reservation style event definitions.

If you close the door icon (again by clicking on it) the availability of the program on the schedule will either say "Closed" or will disappear altogether depending on the schedule being viewed.

For convenience, you can also open or close time slots from the Class Tallies screen shown below.  The doors shown under the Status column reflect whether a time slot is open or closed for registration. If a class has become full (where the on-line registrations plus the manual adjustment count is equal to the configure class capacity, the status will be shown as full. There is really no need to close these classes since once full nobody can register for a class anyway.

The view below is showing an example where some time slots have been manually closed, and then registrations at the event level have also been turned off. Turning off registrations at the event level supersedes individual time slots.  In the example below, nobody can register for anything on-line.

Opening and Closing Registration for all Programs in a Session

For organizations with multiple classes grouped into a year and session it can be tedious to manually open or close classes individually. The Bulk Edit function can also be used to change the "Closed for Registrations" property for all classes in a particular year and session at once.

This function can be found under “Calendar & Events” / “Class & Session Functions” / “Bulk Edit” all Classes in a session

After selecting a year and session and the classes and fields to appear in the bulk-edit view, you will see a screen like the one below.

To change the value of "Closed for Registration" for all selected event definitions (classes) change the property to the desired Yes/No value and press "Copy to All >>". After this press the "Save Row" button in the appropriate row and this will result in all classes in the selected year and session being updated appropriately.

If you have other thoughts on what you’d like to see we’re open to suggestions for sure ..

What we’re planning to do is add some simple buttons to the screen below so we can open or close classes for registration from the Class Registration Tally screen or open and close all registrations for a session at once – we’re thinking this will be easier for administrators to deal with – it’s getting a little complicated because we can open or close registrations at three levels.