(5) Creating and Managing Services

Back to Club Administration

Note: These instructions are for club administrators who have staff access to their club's management resources

Overview

Services refer to any program that a user can register for or any item that they can purchase; i.e. an annual membership, learn-to-row session, uniform order, etc. Services can be created once, reused each service period; once created a service will populate into the service catalog where you can add registration fields, and edit the service. Below is a step-by-step guide for creating, and editing services along with a few FAQs. 

FAQ'S

How do I create services?

Each club or organization has a Services Catalog where each service is created and stored. The Services Catalog should be used to make a basic model of the service that can be used year after year. For example, you may create a service in the Memberships category called 'Annual Membership'. This basic service can be customized each year in the Services tab where you can edit the title, cost, and dates for the service.

Staff may now list catalog items multiple times in the same Service Period. (For example, an organization may offer a One Hour Learn-to-Row class a few times a week. The organization would create the One Hour Learn-to-Row class in the Services Catalog then set up a day and time for each time the class is offered.) Days and times can be added through the Service Editor (click on the title of a service to view the Service Editor). This option is available in the following categories:

  • Teams & Groups
  • Camps & Clinics
  • Learn-To-Row
  • Programs & Classes
  • Corporate Leagues 

How do I collect information about a participant or account holder?

You can create a custom registration form for each service by creating custom fields. The club management system automatically collects basic account holder information for you (such as name, address, phone number, and email address) as well as basic information about the participant (such as name, gender, birthdate, and affiliation). Collection of participant information is optional and can be controlled through the service editor.


How to create a service: 

Adding a New Service
  1. Login using the 'Login' at the top of the RegattaCentral homepage.
     
    1. If you do not have an account or can not access yours follow the instructions in 'getting started
  2. After Logging on to RegattaCentral your club will be located on the lower left of your dashboard below regatta calendar. Click on your club name. 
  3. Your club management page will then open. 
  4. Click 'Configuration'
    1. Click 'Services, Fields, Periods, Groups & Discounts
  5. Click 'Service Catalog'
  6.  Select the category from the 'Category' drop down menu
  7. Click the 'New Catalog Item'.
  8. This will open the Catalog Editor
    1. Fill out each field:
      1. Title: This will appear as the service name to participants. This name should be generic and NOT include dates so that it can be used service period after service period. i.e. (spring season, instead of spring season 2021) 
      2. GLA #: GLA stands for General Ledger Account; is used when exporting registration and financial information. If a GLA# is used it must be used for all services offered by the club to work correctly. When added to the setup of the service, reports can be run that will be based on the General Ledger Account configuration in the club's QuickBooks.
        1. For example, if a club tracks Adult Programs and the General Ledger Account number for adult programs is 3030 in QuickBooks, then the GLA # 3030 could be added to all of the adult programs that are set up in RegattaCentral. The club could then pull a report for all 3030 registrations, and it would show all of the adult programs coded with that GLA #.
        2. Sub-categories can also be added under the GLA #. In the example below, the subcategory for Learn to Row programs is ‘.01’, and the sub-category for camps is ‘.02’.

            1. GLA 3030 Adult Services

                              3030.01 – LTR Adults

                              3030.02 - Adult Camps

      3. Group Code: Is an abbreviation for the service title, and is used when exporting registration and financial information. 
      4. Expiration: Can be set for end of service period or rolling based on enrollment date. 
      5. Registration form: Select to require the name and or birthday of the participant; i.e. a parent is registering their child. 
      6. Volunteer Requirement: This will show participants how many hours of volunteering is required. 
      7. Auto-Roster: Check this box to have participants in this service automatically added to your club's roster.  These participants will be available on regatta entry forms and accessible by authorized coaches
      8. Allow Reservations of club owned equipment: Only Applicable if a club has setup equipment.  For Membership services, check box which determines whether a service allows reservations of equipment using the reservation tool
      9. Outreach Program: feature coming soon.
      10. Link: Copy and paste a URL into this box if you would like to provide a link to additional information or to your club's website
      11. Display: This option lets the host decide whether the service should be published on any RegattaCentral pages. If set to 'Yes' anyone will be able to view and register for the service. If set to 'No (Must use custom links)' you will need to provide links to people who are authorized or invited to register for the service. 
      12. Capacity: The total number of spots or items available. Type "-1" if an unlimited number of people can register.
        1. Example: You offer a Learn-to-Row Class that is limited to 18 participants. Enter 18 into the Capacity box so that registration will close after the 18th person registers 
      13. Max QTY/Person: Maximum number of times one person can register for this item. 
  9. Enter the information about the service and click the 'OK' button. 
  10. Add custom Fields to the catalog item. Instructions on adding fields can be found here.

How to add the service to the current service period:

  1. Complete steps 1-4 above. 
  2. Click on the service tab
  3. Click the service period drop down to select a service period
  4. Click the category drop down to select the category.
  5. Click 'Add Services'
  6. Click the box to the left of the service you would like to add
    1. You can then add a price, URL and an email to notify when people register. 
    2. The following are date windows and what they influence:

      Service Dates

      Select the start and end dates for the actual service. If it is a one day program the start and end dates will be the same.
      PublishThe time period that the service will be visible on RegattaCentral and club websites

      Registration

      The time period during which registration will be open
  7. Check the box to the left of the service and fill out the additional information about the service (information about the Add Services Wizard is available in the Additional Resources section)
  8. Click 'OK' to update the service and add it to the Services list
  9. Your service is now active


Support

For assistance, please contact your RegattaCentral Account Manager. If you need help finding their information, please contact support@regattacentral.com with "Please forward to Account Manager" in subject line or call 614-360-2922.



Back to Club Administration