ASA – Getting started

After-School Activity Dashboard

From the dashboard interface, you can open and close registration.  This can be done for the whole system, or on a grade-by-grade basis.

You can also see the current status, including the numbers of:

  • student and parent records
  • activities
  • parent login URLs
  • current bookings / registrations made by parents

Setting General Options

From the options tab, you can adjust the displayed text for the name of your school and the name of the signup.  (For example, you may call it “extra-curricular registration” or “after-school activity sign-up.”)

You can also choose which currency you would like to display.  The fee is stored as a number so that your eventual billing report is a straightforward spreadsheet that your business office can use to generate invoices or bill parents.  

You can enable the Transport feature, which allows parents to indicate if their children will be walking, driving, or taking the bus.  This information is collected in the downloaded report, and may be useful if you need to inform bus drivers about the children who will be attending activities on certain days.  If you do not require this information, simply choose “FALSE” on the transport dropdown menu.

You can edit the text of the confirmation email.  When a parent is done signing up for activities, they can have an email sent to them containing the details about their activity choices.  You can customize the information contained in that email.  The field {registration_details} will be replaced with the details of the activity; including activity name, venue, day of the week, and confirmation or waitlist status.

Editing Activities

You can edit activities as long as registration is closed.  If you need to make an adjustment while parents are signing up, simply close registration, quickly edit the activity, then open registration again.

These are the fields you can edit for each activity.

  • Activity Name
  • Category
  • Day (of the week)
  • Grade(s)
  • Details
  • Venue
  • Max (number of) students
  • Activity Fee
  • Internal Notes
  • Paired With
  • (tick box) Eligible for parents to sign up for

Details about each field:

Activity Name Text (required)
Category Dropdown choice
Day (of the week) Dropdown choice
Grade(s) Select as many (or none) as apply
Details Text (required)
Venue Text (required)
Max (number of) students Number (required)
Activity Fee Number (required)
Notes Optional
Paired With Optional
(tick box) Eligible for parents to sign up for Optional

Data Visibility:

Parents see these fields while signing up:

  • Activity Name
  • Description
  • Paired with (if used)
  • Activity Fee

Parents will see these fields in the confirmation email:

  • Day of the week
  • Activity Name
  • Waitlist or confirmation status
  • Venue or room number

Adding other Admins

You can add accounts for other people at your school who will help run your conference.  They will have all the ability you have, so make sure they are people you can trust!  Simply go to the Admin interface and click Add Admin.  You need to enter a username and password.  Other fields, such as Email address, first and last name, are optional.  They will not be automatically notified of their account, so you need to let them know their username and password.  You should let them know to change their password after they have signed in.  You will not be able to see their password.  If they forget their password and need help, you can give them a new password, but for security purposes you cannot see the password they entered.

Purging Data

After sign-ups are over, or after you have done some testing and playing around, you may need to purge your data.  When you delete data, it is permanently deleted and not recoverable.  Your data is yours, and you may delete it at any time.  But be careful – you can’t get it back if you accidentally delete it!

In the Tools interface, you see four purge tools, which allow you to purge the bookings, the activities, the parent accounts, and the student demographic details.  Some of these must be purged in order.  For example, you cannot purge parents if there are bookings.  If you want to purge the parent accounts, you must purge the bookings then purge the parents.  

You may find it easier to edit or delete one activity rather than purge them all.