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The instructor or coach must first register any children he or she expects to enroll in any program, just as any other parent.  It doesn't matter whether the instructors or coaches enroll their children in the class, team, or clinic with the pay-by-check option or the registrar adds them herself.

The registrar then discounts the enrollment.  But, to complete the enrollment she needs to add a $0 check to the instructor/coach account and attach the check to the enrollment.  We don’t  automatically complete a fully discounted enrollment.

Your organization's name and address are automatically included in the "send payment to" paragraph in a enrollment confirmation e-mail when the enrollee has paid by check.  If you want the check to be sent to a different address than your organization address, change that field.  Adding check payment instructions to the notice field has two potential problems:

• Because the notice text is included in every confirmation e-mail, those paying by check will be confused as to where they should send their payment.
• Those paying online will receive instructions to send a check, which is going to confuse and possibly annoy them.

If the check payee is an individual, resist the urge to change your company name to the individual's name so that the text reads correctly.  The organization name is used throughout the site and is included in all correspondance, so unless you really want "Rollerball Hockey" replaced with "Mickey James" everywhere, leave that field alone.

[If you're running a sports program]

Each school you create will appear as a radio button for every semester whether or not there are any programs or participants.  Schools should be considered permanent entities, and they are therefore typically created during the initial site configuration, or added as needed later on.  Think of a hierarchy where classes are run at a given school, and the class offerings change from semester to semester.

If you're running a sports program:  the analogy to a school is your program, and the analogy to a semester is your season.  Creating a program named "Fall 20xx" will create problems later on, because that will never go away.  A better choice for a program would be:  "Girls Lacrosse".  You would then create a season named "Fall 20xx".  The sports analogy for classes is teams, so organize your teams under the respective season.  Thus, you might have "3rd/4th Grade" and "5th/5th Grade" as teams under the Fall 20xx season in Girls Lacrosse.

An instructor account provides another level of organization within the system.  Instructor profiles are identified separately and may be sent e-mail as a group.  Instructors can e-mail their students, and they can obtain their class rosters.

Ideally, the program administrator would ask each instructor to register him or herself, but we often find that the registrar is stuck with this task.  So, the answer is that you (the registrar) shouldn't create the instructor's account, the instructor should do it.

Only children who have completed the enrollment process are included in the standard report data.  Those who are "Reserved" have not fully committed to the class or program and are not counted when the reports are created.

Use the Expiring report to determine which enrollments have been reserved.  That report will show which enrollments have not been completed and the date and time at which they will expire for the selected semester.

Prior to Release 3.3, when a "parent" is also a participant, two steps were required; one each for the parent and "child".  While this was not a problem for classes or programs where the participants where children registered and enrolled by their parents, it was unnecessarily confusing for programs where the adult participated directly.

Release 3.3 solves this problem by providing a checkbox on the registration page to indicate that the person enrolling will also be participating.  Checking the box doesn't prevent children from being enrolled as well, but declares the registrant to be a participant who can then view and enroll directly in one or more programs.

When the person registering checks the box, he or she is directed to a subsequent page where participant data are collected, and then to the class or program schedules.

Select payment options that are consistent with your business needs.  Offering online payments allows your customers to place "orders" any time, any day, so it's not only a convenience, but likely fits their life styles better.

People ask why their password can't simply be recovered and sent back to them.  The answer is that we've chosen enhanced security over convenience to protect sensitive information.  All passwords regardless of length are stored as encrypted strings of sixteen characters, and even our administrators cannot recover lost passwords - those data are encrypted in a way that cannot be decrypted.  Well, the CIA could probably do it, but it is awfully, awfully, difficult. 

When a new password is sent in response to a request, the simplest procedure is to cut-and-paste the new password into that field on the login form, and then go to your account to change the assigned password to one that is something you'll remember, but is not easy for someone else to guess.

The best password security policy is to use a different password for each site you visit, to use a string of at least ten characters of the "camelback" form (a mixture of upper and lower-case letters, digits, and special characters), and to change it once per month.

Pay attention to the warning in this thread:

http://regnavigator.com/forums/index.php?topic=27.0

There are no limits on the amount of e-mail you can send to your customers, but beware that some e-mail providers (notably AOL and Verizon) will begin to block your mail if you send messages from e-mail addresses that are not verifiable.

When the system sends mail, it does so on your behalf; that is, the e-mail appears to come from the system administrator and/or registrar accounts.  If those are not real e-mail accounts, the messages might rightfully assumed to be spam, just like the African Prince who wants to share his fortune with you, and the recipient's e-mail provider will do them a "favor" by blocking further messages.

It is extremely difficult to be removed from such a blacklist.  In fact, it is virtually impossible to remove a domain from an AOL blacklist.  Verizon is not quite as difficult, but requires some jumping though hoops before they'll remove a blacklisted domain.  Remember that those companies will always put the online safety and security of their customers first, so simply play by the rules and you won't have any problems.