When you run your activities/classes as perpetual monthly all of the 'roll-over' can be handled automatically (contact support if you want this setup).
Your term and schedule will always be ready 1-2 months in advance as the following applies

Please note that the same procedure goes for perpetual activities/terms even if they are not monthly! In this case the dates mentioned here will of course be different.

  • Before this starts please make sure that all Holidays and other closing days are registered under 'Admin' 'Closing days'
  • On the 2nd of the month all the activities, including lessons, instructors, and registrations, are copied to the following month (ie: On the 2nd of October all October activities are copied to November)
  • All new activities will be ready for you on the morning of the 2nd (07:30am EST)
  • You then have 3 days to make corrections before the schedule automatically goes online on the 5th
  • All invoices are ready for sending immediately
  • The participants can see their registration in their account immediately
  • Participants with a registration end time are only copied forward if the end time is later than the start of the new term. This means that unregistering participants can be done simply by setting the registration end time
  • If applicable your direct debit can be run immediately

Initial technical setup

Before your first roll over (or when you need changes) we need the following information from you

The term you are 'copying' FROM

If there are deviations we need to be aware of please notify us in advance!

A list of included group numbers

All the groups you want included in a list like this: "1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15"

The period with lessons

Pick a specific week (or month) where there are as few alterations as possible.
Ie. Courses with timeslots FROM 2018-01-01 TO 2018-01-31

A list of all included facilities

All the facilities where you want activities rolled over like: "1, 2, 3, 4"

The term you are 'copying' TO

season_start_date

The first day of the period

season_end_date

The last day of the period

increase_price_amount

This is typically 0 (zero) but is used if you raise your prices. In that case give us the amount (or percentage) all your activities are raised. Contact us if the amount is not equal across your groups.

web_start_date

The opening date for your schedule on your online booking. Default is 3 days after the roll-over is run but you can even set things like "the date the 'old' activity ends".

web_end_date

Default is to set the same date the activity ends

copy_instructor

Du you want the same instructors copied over? Default is to omit instructor types like 'Sick' 'Absent' and the like.

copy_area

Do you want the same area set for every lesson? Default is yes.

copy_reg

Do you want to copy the participants over? Default is yes. Participants with an 'end reg time' set before the start of the new season are not copied over.

copy_wait

Do you want the waiting lists copied over? Default is no.

new_reg_payment_date

When do you want the payement date to be set? (When do you want your customers to pay?) Default Last day of the current month.

'Timetable' status

If you want the 'Timetable' setting to be on or off for all activities. This controls the visibility in 'My Schedule'