�첥��Ƶ

Help Line (312) 744-0296*
    *For urgent requests, please email one of the System Administrators (Dan Nash or Rachel Abajian)

How to use this page: on the keyboard, press Ctrl and F at the same time to bring up the "Find" function in the browser. Enter in a keyword and use the Find Function's Next and Previous to navigate through the page to find the desired help topic.

NEW 7/23/2021: User login requires Multifactor Authentication by email. All CPD users have their CPD email associated with their user account and the confirmation code will be sent there. Therefore, all AN users must be assigned an CPD email account and be familiar with hour to access it.
    •    after the username and password are entered at the login page (for both live and trainer), the system will send an email to the user's email on file with a numeric confirmation code
   •   staff can access their email account at
   •   to limit typographical errors, it is recommended to copy and paste the confirmation code from email into the AN login page prompt
   •   the "Don't ask again after verifying" box should be checked to avoid verification on that device for 45 days
   •   Proceed
   •   the system will prompt to provide a mobile number, staff may skip this by clicking "Skip" (recommended: check "Don't ask again for my mobile phone number" box also), then OK

NEW 3/1/2021: User passwords must meet new security protocols:
    •    8 or more characters in length
    •    contain at least one character from three of the four categories: 
              1. lowercase
              2. uppercase
              3. number
              4. special character
    •    Special characters include $&~`!@#$%^&*()-_=+{[}]|;:'",<.>/?
 

NEW 3/1/15: User passwords will now expire every three (3) months.

Login: enter user name and password at online prompt. A user's login is usually the last name and first initial, is usually the same as the network login ID. Only login when performing tasks within ActiveNet, logout when walking away from the workstation. If someone else is logged in when approaching the workstation, log them out before proceeding.

Password tips:
•    Password requirements and timing are similar to the CPD network password requirements and timing
•    Passwords may be changed BEFORE they are due and will need to be changed 3 months from the date they were last changed
•    Do NOT rely upon a browser to remember a password; when it comes time to change the password the browser will not be able to automatically complete it in that environment

ActiveNet URLs:
•    Training website:
•    Training C�첥��ƵTOMER facing website:
•    LIVE website:
•    Live C�첥��ƵTOMER facing website:

Login Request: To set up new employees with ActiveNet access:
•    Users of ActiveNet need to be Finance trained first (thus authorized to handle money) before they can be ActiveNet trained. Finance training may be completed online via the Workforce Development Success Center. Once complete, check the training calendar for upcoming ActiveNet trainings, usually held twice a month, except during Summer.
•    ActiveNet users must have their own CPD Network login credentials. Please complete the IT request form on SharePoint ( > Sites > IT).
•    If a Workforce Development training is not available, the Park Supervisor can schedule a time with a trained trainer to train the new employee.
•    The Trained Trainer or Park Supervisor (with Trained Trainer copied) should email a System Administrator with a) the name, employee ID and position of the employee being trained and b) the date and time of the scheduled training. This information will be used to create a login account for the new employee and they will be able to access the system as themselves for the training.

SharePoint Request: To set up employees with access to the Program Scheduling section to facilitate seasonal program editing, please refer to the PDF document below, or click here.

Shortcuts to Login Page: Shortcuts/favorites within a web browser should point to the generic web address listed under "Login" only; no extra numbers or characters. The exact location of ActiveNet moves periodically and using the generic web address ensures redirection to the current location. To edit a shortcut, right click on it (where ever it is, in a browser or as a desktop icon) and choose "Properties" from the menu. Edit the location to read exactly as listed above (LIVE website).

Training Materials: In the document library at the bottom are several Procedure guides from trainings, including:
    - ActiveNet Registration Training: 
    - ActiveNet Permit Training: 
    - ActiveNet data entry activity Training: 

Workstation Selection: Internet Explorer and other browsers retain workstation selection upon login into Active on the computer as a "cookie." The browser will use this cookie to automatically determine the workstation every time the user logs into Active from that computer. If a user selected an incorrect workstation once, the error will perpetuate until the cookies are cleared. Selecting a different workstation after logging in will not resolve the problem.

To clear cookies, follow these steps:

In Google Chrome (circle icon of Red, Yellow, Green, with blue center):
In upper right corner, click on 3 vertical dots
Choose "Delete Browsing Data" from menu list
New Tab will open with pop up menu on top
Ensure at least "Cookies and other site data" and "Cached images and files" boxes are checked, others are optional
Delete data

In Microsoft Edge (Circular swish icon of light green, light blue, and dark blue, resembling a lower case e)
In upper right corner, click on 3 horizontal dots
Choose "[gear icon] Settings" from menu list
New Tab will open
In left margin, choose "Cookies and site permissions"
In updated center contents, choose "Manage and delete cookies and site data"
Choose "See all cookies and site data"
In upper right above list table, click "Remove all" box
Clear

Workstation Selection, incorrect workstation selected: Workstation selection should be an virtual representation of the physical space where the transaction is being conducted and should match the deposit slips being used.  Should someone accidentally select an incorrect workstation, the Cash Receipts report should be ran filtered by Users (staff names) instead of Site (park). To clarify and confirm, workstation selection does not dictate where funds are ultimately recorded as revenue in Oracle, that is dictated by what is purchased on any given receipt.

Password Help: User passwords will expire every three (3) months and are separate from Park District Network/Email user account passwords. If an ActiveNet user password is forgotten and/or a user is locked out of his/her account, please contact a System Administrator by calling the number listed above, (312) 744-0296. If a Park District Network/Email account password is forgotten, users should contact the IT help desk by calling (312) 742-HELP (4357).
- To update a user password at any time, login to ActiveNet, click on "Account" in the upper right corner, choose View/Edit Profile, choose Change Password from list of Operations.

Recreation Reservation Registration
When: In the post-pandemic-shut-down environment when Lap Swimming and Fitness Center access is available on a limited basis, participants must register for designated reservation times to access these facilities. Activities are created on a weekly basis and bundled together in independent zones. Each activity has "sub-activities" representing the individual per-hour sessions.
1. Register the customer as for any "regular" activity, select activity, e.g. "Lap Swim Week X at [park]"
2. List of available times during the week are presented, e.g. [park] Lap Swim [weekday] [24 hr time], select participant's preference
3. If participant has a current membership (Lap Swim or Fitness Center, as appropriate), fees will be discounted to zero; otherwise fee is $5 per one hour session
4. Complete registration process as for any "regular" activity

Recreation Reservation Reporting
When: In the post-pandemic-shut-down environment when Lap Swimming and Fitness Center access is available on a limited basis, participants must register for designated reservation times to access these facilities. How to run reports that show which participants registered for which session.
1. Navigate to preferred Roster Report:
    - Reports Home » Registration Reports » Activity Attendance Sheet -OR-
    - Reports Home » Registration Reports » Roster - Brief
2. Use Activity filter to pull up sessions for the day
    a. enter park name in Activity Name (e.g. Gill, not Gill Park)
    b. select season, zone for current week (e.g. 2021 Spring, Recreation Reservations Week 1 4/5)
    c. change "Include" from "Activity Only" to "Activities and Sub-Activities"
    d. Search
    e. check boxes for desired day (e.g. everything "Monday")
    f. Done
3. Optional: remove Optional Fields
4. Run Report
5. Each session will print out on a separate page (YES! This is a huge waste of paper)
6. Print and have on hand to check in customers

Update Customer Residency
When: A customer is being charged a Non-Resident fee, but is known to live in Chicago. This is often reported by the customer as being "charged double," because they are charged the Fee and the Fee - Non-Resident.
Please Note: When completing a registration at the Front Desk, a user may not un-check the Fee - Non-Resident box, the user M�첥��ƵT abandon the receipt, fix the customer's residency status, then start the receipt anew.
1. Navigate to Customers tab, look up customer's record
2. Within the contact information box, choose “Edit” option within the blue header bar, to the right of the Customer's name
3. From the list of Customer Account Functions, choose "Change Address"
4. Confirm address is correct by comparing to a Driver's License, State ID, or Utility bill
5. Confirm Chicago is spelled correctly and is in the correct field
6. Confirm "Resident?" box is checked
7. Scroll to bottom of page to ensure any updates are applied to other family members as needed, Save

Seasonal Activity Management Shortcuts
Seasonal Calendar: SharePoint Home > Sites > Community Recreation > Park & Program Management > FAQ Public Page Park & Prgm Mgnt > CPD Resources 
Master List of Program names and Descriptions: SharePoint Home > Sites > Community Recreation > Park & Program Management > FAQ Public Page Park & Prgm Mgnt > CPD Resources 
SharePoint access to Program Scheduling: SharePoint Home > Sites > Community Recreation > Program Scheduling
Park Listing for short names, addresses, etc.:

Customer Residency: At the time of account creation, Resident box should be checked automatically after entry of city and zip code combination, assuming it matches residency verification list.
o    Chicago must be spelled correctly in order for residency box to be checked automatically. Because it is a simple check box, care must be taken that it is checked when needed, and not accidentally unchecked.
o    Residency box will determine fees charged at time of transaction and may not be overridden during a transaction. If residency is incorrect (i.e. box unchecked for Chicago resident), it must be corrected at the account level prior to conducting a transaction.
o    If residency is verified with a customer, it should be noted in the “customer notes” section of the account profile.

Update an existing customer record
1. From “Enhanced Customer View,” look up customer by typing in the customer’s name. 
2. View customer’s account by reviewing search results and clicking on the name of the desired record.
3. Within the contact information box, choose “Edit” option in the blue header bar.
4. From the list of action options, choose based upon what needs to be updated:
a. Choose “Change Details” to update name, gender, or DOB. Public Access password is available here as well, but should not be modified by Park Staff.
b. Choose “Change address” to update residential/mailing address, residency status, phone numbers, email address, and emergency contact information.
c. Choose “List Custom Questions” to update the mandatory questions on account:  Medical needs, school, pick up information and walk home information.

Update Family members
1. From “Enhanced Customer View,” look up customer by typing in the customer’s name. 
2. View customer’s account by reviewing search results and clicking on the name of the desired record.
3. Click the “Family” tab to the right of the contact information box.
4. Choose “Manage Family Members” within blue header bar.
5. From pop up window, choose based upon the new family member to be added:
a. If the family member already has a customer account, choose “Add existing customer to selected family”
i. Search by name to find customer record of family member to be added, Search
ii. Review search results and click on the name of the desired record.
b. If the family member does not have a customer account, choose “Add new customer to selected family”
i. Complete fields for the new customer record, Save
ii. Some fields will be pre-populated, based upon answers from the starting customer’s account
6. Ensure one family member is flagged as Head of Household

Retire a Customer Record
When: A customer has moved out-of-state or is deceased.
1. From “Enhanced Customer View,” look up customer by typing in the customer’s name. 
2. View customer’s account by reviewing search results and clicking on the name of the desired record.
3. Within the contact information box, choose “Edit” option in the blue header bar.
4. From the list of action options, choose “Change Details.”
5. Within “Personal Information” section, check box labeled “Retire Customer Record?”
6. Save

Status of Past Activities
When: As of 6/25/19, for an event or program has already ended, the status automatically changes from Open to Closed. This prevents customers from searching online and finding old programming or events.
1. When running reports, the status should be changed to either Closed -OR- [blank] or Any status (recommended) when searching by Activity. The status field for the report also needs to be updated.
2. When recording participation, the status should be changed to  either Closed -OR- [blank] or Any status (recommended) when searching by Activity to complete the registration.

Finding an Activity without the activity number
When: An event or program is added after the printed schedule, so the activity number is unknown. It is not necessary to know an activity number to complete a registration or pull a report, the user can search for the activity instead.
1. When presented with Activity Search fields, search by a combination of Season and Park name in the activity name; using age group or category can refine results further.
a. Status is key. The system will always default to using the Open status, if the event has not been opened yet, it is still Tentative; if the event is in the past, it is Closed. Selecting [blank] or Any status is best.
b. Season can be selected using the drop down list of options; if searching for a past, retired season that is not listed, consider using a date range instead.
c. All events and programs follow the format of [activity name] at [park name], where Park Name excludes the word Park (e.g. Marquette, not Marquette Park)

Record Participation (Attendance) for events and non-CPD activities
Events and non-CPD activities will be entered into the schedule along with regular CPD offerings. For non-CPD activities, a naming convention will be adopted to clarify the party offering the activity and online registration will not be available. For either type of activity, a single registration will be performed to capture participation (attendance) in the activity, enrolling a dummy account holder. If the activity has a per person fee, the money collected can be captured during this transaction as well and applying a designated discount to avoid fee collection for non-CPD activity. If the activity has a variable fee, as for Pumpkin patches, only participation is captured with the event registration These steps will allow a single report to be populated with participation numbers, similar to how regular CPD offerings are reported.
From User side only:
1.    Look Up dummy user account = first name “Place Holder”, last name “Account”    (ID 277537)
2.    New Activity Enrollment
3.    Search for desired Activity (change status from Open to [blank])
4.    Specify value in “Seats Requested” box (i.e. how many people attended) **IF an event had zero participants, please enter "1" in the Seats Requested box to represent the zero, so the activity can be regarded as updated**
5.    If there is a fee associated with the activity that was not collected, manually apply Third Party Offering Discount (un-check any other discounts applied automatically)
6.    Approve any overrides (such as age, Ended, Schedule Conflict, etc.)
7.    Enroll
8.    OPTIONAL: If activity had a variable fee (per ticket, not per person), record via POS: click Sell from receipt summary
a.    click appropriate POS button
b.    specify quantity of tickets sold and confirm per ticket price
c.    click OK to apply to receipt
d.    click Return to Menu
9.    Pay
a.    If CPD event, choose Place Holder Account customer as Payer
b.    If non-CPD event, Choose hosting Organization as Payer
9.    Finish

Cash Register usage for an event with Fees
Cash registers, or event registers, are available from Finance for events with an admission fee or for ticket-based , variable fee events, such as Pumpkin Patches. Funds collected from customers are recorded and receipted by the manual cash register, then recorded in ActiveNet via Point of Sale (POS) afterward. A training guide for using the register may be found at the bottom of this page,  under Documents, titled register_guidelines_brief-rev_1409.pdf.
1. Event is entered by either Finance or Marketing staff as an Activity into ActiveNet.
2. Park supervisor decides best method for collecting and receipting cash collected from customers: 
    - via ActiveNet directly
    - using a cash box
    - using a cash register
3. If a cash register is needed, Area Manager makes request from Finance Manager.
4. Finance makes appropriate arrangements
    a. register is programmed and delivered to the park via rigger assistance
    b. Finance Manager creates POS button on POS layout for the park
5. Park supervisor confirms receipt of register and availability of POS button prior to event.
6. Event is held, customer cash is collected and receipted using cash register
7. After event, cash register receipts are reconciled against cash totals
8. Event activity is recorded in ActiveNet, on a single receipt:
    a. POS button is used to capture cash register totals
    b. Activity is used to capture participation values
9. Cash register is returned to Finance via rigger assistance

Correct errors for Participation (Attendance) for events and non-CPD activities
When: A participation enrollment receipt has already been prepared, but does not reflect the correct value of participants. Depending on how the entered value relates to a) the correct value and b) the event's maximum/capacity, different actions need to be taken.
1. Look up the receipt that was prepared previously
a. Open the administration page for the event/activity: Administration Home » Registration Settings » Activities, enter search criteria, Search, click on activity name
b. From Activity Functions page, choose Show Roster
c. Click on Participant Name
d. Click on Receipt number
2. If the participation value is too low, but less than the event’s maximum/capacity, a second receipt may be prepared to raise the value
3. If the participation value is a) too high, or b) too low and greater than the event’s maximum/capacity, the original receipt needs to be refunded by Finance staff and a new receipt prepared
4. If no one attended (or the event was cancelled at the last minute, as for rain), the appropriate entry is “1”

Record Program Attendance
When: Park staff conduct an activity and note which customers are attended or absent across all days the activity was offered.
1.    Decide if attendance will be captured manually or electronically, if electronically, skip to step 2.
a.    Print Activity Attendance Sheet Report.
i.    Navigate to Reports > Registration Reports > Activity Attendance Sheet Report or Activity Attendance Sheet Report – Daily for sign in/out.
ii.    Filter by desired activity(s), for Daily, specify date range for report.
iii.    Under Options, Miscellaneous, choose Show Attendance for each enrollee.
iv.    Run report to PDF, print out.
b.    Note on Report status of each customer.
c.    Record attendance information electronically, see step 2.
2.    Decide if attendance will be recorded individually or as a batch (i.e. all customers for a given activity at once).
RECOMMENDATION: if most customers attend an activity, follow the “individually” method; if most customers are absent, use the “batch” method to mark all customers as absent as a batch, then individually mark as attended.
a.    If individually, navigate to Front Desk > Registrations > Attendance
i.    Within Attendance Search Criteria section:
1.    specify values for Attendance for Date Range, defaults to “from” as today’s date (if recording past attendance, modify “from” date as needed);  Fill in “to” date to most recent date to be entered, leaving “to” date blank will show all days activity is offered
2.    enter search criteria for desired activity(s), such as activity code or activity name
3.    click Search
ii.    From list of search results, choose desired activity(s) by checking box next to name(s), click View Attendance.
iii.    On Options page, defaults to all days of week. Choose desired days if necessary, click Submit.
iv.    Update Participant Attendance
1.    Optional: mark all as attended by checking “Attended” box within header row
2.    Individual customer records using drop down box under “Attended” column as appropriate.
3.    Drop down box contains Attended, Absent, Not Entered. The default for all is Not Entered, which is not the same as Absent. Use check box to mark all as Attended and change to Absent as needed.
v.    Click Save.
vi.    System will display Options page again with the message “Attendance record saved successfully.”
b.    If as a batch, navigate to Front Desk > Registrations > Attendance – batch entry
i.    Enter search criteria for desired activity(s), such as activity code or activity name, Click Search.
ii.    From list of search results, choose desired activity(s) by checking box next to name(s), click View Attendance.
iii.    Enter attendance information for all activities in search results.
1.    Update Mark Attendance For section: Specify a date range for applying attendance, with “to” date to most recent date to be entered, choose Include “Participants” from drop down
2.    For each activity, specify attendance for ALL C�첥��ƵTOMERS enrolled in the activity by using drop down box under “Participant Attendance” column as appropriate (All Absent or All Attended).
3.    To apply the same attendance value for all activities listed, click on blue value next to “Set All To” at top or bottom of search results
4.    Click Save
iv.    System will display Search Results page again with the message “XX Participant Attendance record(s) has been marked attended.”
3.    Review attendance records.
a.    Navigate to Reports > Registration Reports > Activity Attendance Sheet.
b.    Filter by desired activity(s).
c.    Under Options, Miscellaneous, choose Show Attendance for each enrollee.
d.    Run report.
e.    Report will reflect attendance information as recorded in Step 2.

Request an Activity be Cancelled
When: At the request of a Park Supervisor, with the approval of the Area Manager, an activity needs to be cancelled due to no instructor, no resources, low registration, etc.
1. Run a Roster Report for the activity to be cancelled.
2. Send an email request to Finance Manager and Activity Entry Manager to request a) refunds be issued to the impacted customers, b) the activity status be changed from Open to Cancelled.
3. Contact impacted customers by phone to alert them about the cancellation and subsequent refund, using the roster from step 1. If an alternative activity is available, please relay that information. 
Please note: once an activity status has been changed to “Cancelled,” that information needs to be used to run a Roster Report. Once a customer has been refunded for an activity, that customer will not appear on the Roster Report for that activity.
4. After two weeks of sending the email in step 2, verify all impacted customers were refunded by attempting to run a Roster Report – if the customers have been refunded, the report will yield no results. 
5. If it is necessary to confirm which customers were withdrawn and refunded after the fact, a Roster Substitute may be run for the cancelled activity. Refer to instructions regarding “Roster Report Substitute” below.

Assign enrollees into teams, as for Camps or League (individual)
1.    Complete registration process as for any other activity.
2.    Navigate to Administration section: Administration >> Registration Settings >> Activities
3.    Search for desired League (individual) activity
4.    Click on name of desired activity from search results (steps are the same for teams or groups)
5.    Create teams first:
a.    On Activity Functions page, under Team/Group Information, select Manage Teams (or Manage Groups)
b.    Option to create a single team or multiple teams
i.    If single team: name teams individually
ii.    If multiple teams: select “main” team name and system automatically generates teams with numbers to differentiate: Enter "Sample" in Team Name, Enter 3 in Number of Teams, Submit, It will add three teams. "Sample 1", "Sample 2", and "Sample 3"
c.    Select “Go back to Activity Functions”
6.    Add enrollees to teams:
a.    On Activity Functions page, under Team/Group Information, select Manage Team Members
b.    Page will display roster of enrolled customers and the option to assign them to teams individually or as a group
i.    If individually: on the line of information for a customer, the far right column “Team” has a drop down box of available team names, choose appropriate team
ii.    If as a group: at the top of the list, immediately below the header “Members”, choose the desired team to populate, then check the box next to all names to be added to that team, then return to top and click on “Set Team”
c.    For either method, selections will not be committed until “Submit” button is clicked, at the bottom of the page.
To print a roster that divides enrollees by team/group:
Reports >> Registration Reports >> Roster Brief
1.    Click on “Activity” to search for desired activity (or multiple activities)
2.    Within Options section, check box labeled “Team/Group Roster”
3.    Click Run Report
4.    Report will divide roster by team/groups on separate pages

Enrollment for League (Team)
1.    Look up customer (Customer Icon or Front Desk >> Population >> Customers)
2.    Enroll in new activity
3.    Search for desired activity
4.    From fee review page, assign team:
a.    Click on Add Team
b.    Provide Team Name, secret word (if team members plan to enroll online, also check Administer Online box), and number of team members
c.    IF customer will participate: click Submit
d.    IF customer will not participate: check “Prepaying Options- Do not enroll contact into new team ?” box, then Submit
5.    Continue registration process as usual
6.    NOTE: If an adult is registering a team for a youth league, it is OK to override age restriction, but be sure to check “Prepaying Options- Do not enroll contact into new team ?” box at team creation
7.    Enroll subsequent team members (no charge)
a.    Look up customer
b.    Enroll in new activity
c.    Look up desired activity
d.    From fee review page, assign team:
i.    Select team from drop down list
ii.    Fees will be removed automatically
iii.    Click Enroll
e.    Continue registration process as usual

Enrollment for League (Team), but maximum number of teams is reached
Park Staff cannot overenroll an League (Team) type activity. If the maximum number of teams has been reached, Park Staff need to contact Finance staff for assistance in increasing both the number of teams and total capacity for the activity.

Qualifications as prerequisites – Apply to Customer Records
When: Qualifications (previously skills) can be added to select activities as prerequisites: in order for a customer to enroll into an activity online that has a prerequisite, the customer must first have the specific qualification associated with his account and the qualification must be currently valid. Prerequisites will be identified during schedule review by Park Staff and added to specific activities by Admin staff. Qualifications must be added by Park Staff to desired customers’ accounts.
1. To apply a qualification to customer, look up customer within Enhanced Customer View
2. From Customer Qualification box, select Add
3. Within pop up window
a. select qualification from drop down list
b. evaluation date is required, can be any date in the past or future or present
c. Qualification Date is optional
d. specify evaluator (defaults to user logged in)
e. Expiry Date is Optional, but recommended
f. Evaluator Comments are Optional, but recommended if Evaluator is not on List to record actual Evaluator; Please Note: Comments are visible to customers
g. Save
4. To edit an existing (non-expired) qualification, click on the qualification within the Customer Qualification box, apply changes, Save (or Delete)

Qualifications: Confirm application to Customer Records
When: Customers are qualified for programming, confirm which customers have the qualification applied to avoid customer confusion during registration. 
1. Look up individual customer within Enhanced Customer View
a. Review contents of Customer Qualification box, ensuring expiry date is after next registration period
2. – OR - Navigate to Report: Reports Home » Population Reports » Customer Qualifications
3. - OR - Create a File Export of customers
a. Navigate to Communication Home » List Builder » Create Customer Lists
b. Add New
c. Name the list (e.g. TEAM Sports at Austin Town Hall -- #380524)
d. Under Population header, check “Include 'No Promotional Email' Customers?” and “Include 'No Promotional Postal Mail' Customers?” boxes
e. Under Registration header, filter to include desired activity, change Enrollment State from Any to Roster
f. Generate List
g. Navigate to Reports Home » General Reports » File Export
h. Table Name = Customers, Submit
i. Recall/Schedule = all customers
j. Under Custom Lists header, choose list name from one created in step 3c (e.g. TEAM Sports at Austin Town Hall -- #380524)
k. Under Options header, check “Include Qualifications?” box 
l. Submit, Report generates an Excel file, open in Excel
m. Use filters to show only customers lacking the qualification, e.g. “Aquatics - TEAM Sports Previous Participant” 

Qualifications: Check activity for prerequisite
When: An activity requires specific prerequisite criteria to be completed prior to registration and the prerequisite needs to be verified to facilitate selective online registration. 
INDIVIDUAL
1. Navigate to Administration Home » Registration Settings » Activities
2. Search for the desired activity (change status to "Tentative" if searching prior to publishing)
a. By Park (in Activity Name field) and season
b. By Activity Number
3. Click on an activity name from search results
4. Click on “Change Prerequisites” from Activity Functions Menu
5. Confirm "Qualified Customer Qualification" box has appropriate qualification, is also listed below Activity box
MULITPLE
1. Navigate to Reports Home » General Reports » File Export
2. Choose table name “Activities,” Submit
3. Click green button “Recall/Schedule” a saved report definition, click “2013 Fall Activities” from list
4. Apply additional filters as needed, such as Activity Site
5. Submit
6. Report will generate as *.csv file, open in Excel to review

Register with manual Discounts
When: A customer is looking to register for an activity and a manual discount is applied, previously including Military Discounts, CHA Discounts and Financial Assistance Discounts.
1.    Complete activity registration through selecting an activity.
2.    Check box for appropriate discount is checked, applying the discount to the Total Fees due. While applying the discount is manual, the amount of the discount is always calculated automatically.
3.    Continue activity registration process.
PLEASE NOTE: Military, CHA, and Financial Assistance are now managed via Memberships, not manually applied discounts.

Add a manual discount after enrollment
When: A customer registers online or before a discount is available, and would like to add a manually-applied discount after the fact. As of 5/15/18, only Finance Staff are authorized to complete fee Modification requests.
1. Contact the Region Finance Manager to complete the modification; provide receipt number, activity to be modified, type of modification, and any other necessary details.

For Finance Staff:
1.    Open registration original receipt:
a.    From Enhanced Customer View (click on “Customers” banner icon), search for customer.
b.    Once customer’s record is open:
i.    From “Upcoming activities” section, click on receipt number corresponding to class to be modified
ii.    OR select “History” tab to search for receipt
2.    Once receipt is open, click on “Enroll” under Description column of receipt following Action.
3.    List of Action options are presented, select “Modify Enrollment”.
4.    Manually apply the desired discount by checking the appropriate box, complete the related question under Customer Notes.
a.    It may be necessary to manually remove the Family Discount (all discounts are mutually exclusive), if so, check the (Override?) box first to enable the removal of the discount.
b.    UNcheck the first box to the left to remove the Family discount.
5.    Click “submit” to complete the process.
6.    If the modify enrollment results in money back to the customer, the system will treat this as a refund request and prompt for selecting a payer and refund payment type to match original payment.

Financial Assistance Program
Camps that meet at least 6 hours per day, 5 days per week, for 6 weeks are eligible for the Park District Financial Assistance discount program. This discount reduces the fees by 50% for customers who demonstrate a financial need.

Starting with Fall, 2018, Financial Assistance is also available for Park Kids programming, following the same rules as for Summer.

Starting with Fall, 2024, the per-season memberships will be replaced with a single, annual membership: Financial Assistance Approved - Annual. The annual membership will be valid from 8/1 through 7/31 and need to be reassigned annually.

Starting with Summer, 2019, documentation will be recorded with an Administrative Membership and no longer as a manual discount with custom questions during the Day Camp registration process. Customers are asked to present ONE of the following to demonstrate financial need, please note that no documentation from CPS or any other schools will be accepted starting in 2018: 
1.    State of Illinois – Department of Human Services Notice of Decision – Summary Section confirming participation in Cash, Medical, or SNAP benefits
2.    State of Illinois – Healthcare and Family Services Medical Card (not any other medical or insurance card).
3. Proof of income that shows the household falls below the DHHS-determined Federal Poverty Guideline, referring to current year's chart available here:
a. Check stubs from the last 30 days to determine net (not gross) monthly income, multiplied by 12 to determine annual income
b. Previous Year’s IRS form and corresponding W2. Form 1040 line 22, form 1040A line 15, or form 1040EZ line 4

It is only necessary for a customer to present only one of the two options listed above. It is not necessary for any additional paperwork to be completed. For our customers’ privacy and security, it is not necessary to keep a copy of the information provided. It is necessary for the staff person to indicate what proof of qualification was reviewed in the appropriate Customer Notes Custom Question. New in 2018, follow up information must be provided, based upon the form of proof: if IL DHS Notice of Decision, the case number; if IL HFS Medical Card, ID# from back of card; if proof of income, the number of household members used for comparison on the HHS Poverty Guidelines chart.

The Administrative Membership can and should be registered for in advance of Registration and the Financial Assistance discount will be automatically applied at the time of registration. While the Administrative Membership must be registered for in person only, once the membership is in place, the discount will be applied during both online and in-person registrations. If a customer is found to qualify for the Financial Assistance discount, but has already enrolled in a program, the customer should be sold the membership, then the Finance department notified to modify the enrollment and refund the customer the difference.

CHA Discount Program
During the Summer, customers at least 6 but less than 13 who are Chicago Housing Authority residents and enrolling in camps that meet at least 6 hours per day, 5 days per week, for 6 weeks are eligible for the CHA Voucher program. Starting with Summer, 2019, documentation will be recorded with an Administrative Membership and no longer as a manual discount with custom questions during the Day Camp registration process. Starting with Fall, 2020, residency is validated via portal service and not a voucher. Under this program, discounts are applied to reduce fees to the following:
• Day Camp: $15.00
• Early Bird (hours preceding), Extended (hours following) Camp: $0.00 (Free)
• Late Summer Camp (after standard Day Camp ends): $5.00

During the School Year, customers at least 6 but less than 13 who are Chicago Housing Authority residents and enrolling in Park Kids or Break Camps are eligible for the CHA Voucher program. Under this program, discounts are applied to reduce fees to the following:
• Park Kids: $15.00
• Break Camp: $5.00

In order to receive this discount, customers must register for an Administrative Membership, CHA Discount Approved, and have their residency validated. Two open-enrollment periods will be available per year for customers to enroll and CHA staff will validate residency. For all other times, an online portal is available for CPD staff to look up a customer's family members and validate residency. Once a customer has the discount membership on file, the discount will be automatically applied at the time of Camp registration. The discount will be applied during both online and in-person registrations.

Perform a Financial Assistance Membership Registration
When: A parent or guardian has requested Financial Assistance and provided a valid form of documentation. The child receiving the discount will be registered with the Financial Assistance Approved - Annual (previously "Summer Camp Financial Assistance Approved") membership. Each child receiving the discount must be registered with the membership; multiple memberships may be registered for on the same receipt. For memberships registered at the time of Day Camp registration, the membership must be registered for first for the discount to be applied to the camp registration.
1. From “Enhanced Customer View” (default setting upon login, or select Customers icon from banner menu), look up child to receive Financial Assistance Discount. If no account exists, add new.
2. If customer exists, confirm key data, such as Date of Birth, address and emergency contact information.
3. Initiate a new membership sale by either: 
a. Click on “Actions” tab of customer account view, Select “new membership”. OR
b. Within “Membership” section of Customer Review Page, click on “New Membership”.
4. Enter search criteria (e.g. Name = Financial, Category = Administrative).*
*IF the "entry point" field has any default values, remove them.
5. Select desired membership package from search results list: "Financial Assistance Approved - Annual"
6. Confirm effective dates; are fixed, cannot be changed. Automatic Renewal is not applicable. Click “submit”.
7. Assign members- this will default to (and always should be) the customer selected at beginning of process, click “submit”.
8. Confirm fees (no fees associated, only discounts will be listed).
9. Confirm form of documentation verified (required), click “submit”.
10. If no other transactions are to be added to receipt, Choose "Pay" on Receipt Review Page to select the parent or guardian as the payer, then "Finish" on the Receipt Review Page.
11. When the customer is enrolled into a qualifying camp, either in person or online, system will automatically apply the Financial Assistance discount of 50% off.

Perform a CHA Membership Registration**
When: A parent or guardian is a Chicago Housing Authority resident. The child receiving the discount will be registered with the "CHA Discount Approved" membership. Each child receiving the discount must be registered with the membership; multiple memberships may be registered for on the same receipt. For memberships registered at the time of Day Camp registration, the membership must be registered for first for the discount to be applied to the camp registration.
1. From “Enhanced Customer View” (default setting upon login, or select Customers icon from banner menu), look up child to receive CHA Discount. If no account exists, add new.
2. If customer exists, confirm key data, such as Date of Birth, address and emergency contact information.
3. Confirm the customer is a CHA Resident using this website: (a.k.a. the CHA Portal). CPD staff will enter the customer's Date of birth with the format MMDDYYYY (slashes '/' will be filled in automatically) and last four digits of the customer's Social Security Number (SSN), and click Search. If the customer is a CHA resident, the website will display the customer's address and a table of all family member names, SSN, DOB, and calculated age.
If the customer is not a CHA resident, the website will display "No match found based on information provided. Please try again." If the customer believes this is an error, they may contact CHA at youthhotline@thecha.org or 312-786-6656. ONLY customers found in the database may be issued the membership discount, customers not in the database must arrange with CHA staff to have the database updated.
4. Initiate a new membership sale by either: 
a. Click on “Actions” tab of customer account view, Select “new membership”. OR
b. Within “Membership” section of Customer Review Page, click on “New Membership”.
5. Enter search criteria (e.g. Name = CHA, Category = Administrative).*
*IF the "entry point" field has any default values, remove them.
6. Select desired membership package from search results list: "CHA Discount Approved - Annual"
7. Confirm effective dates; are fixed, cannot be changed. Automatic Renewal is not applicable. Click “submit”.
8. Assign members- this will default to (and always should be) the customer selected at beginning of process, click “submit”.
9. Confirm fees (no fees associated, only discounts will be listed).
10. Confirm last four digits of the customer's SSN, click “submit”.
11. If no other transactions are to be added to receipt, Choose "Pay" on Receipt Review Page to select the parent or guardian as the payer, then "Finish" on the Receipt Review Page.
12. When the customer is enrolled into a qualifying camp, either in person or online, system will automatically apply the CHA discount to reduce the fees to $15 or $0, as needed.
**Vouchers were phased out for Fall, 2020. In place of the presenting the voucher to validate CHA residency, CHA residents will apply in advance for a new, annual membership prior to the programming registration window. Customers who miss that window will be able to apply in-person and CPD staff can validate CHA residency via a dedicated website: (a.k.a. the CHA Portal).

Military Discount Program
When: Active service members and their immediate family members may register for programming and select memberships with a 10% discount. Proof of active-duty status is required when registering.  
Acceptable proof includes:
- the CAC card (Common Access Card) for active-duty and reserves
- the DD Form 1173 for dependents
Since proof of status is required, this discount is only available for in-person registration (it is not available for online orders), and it cannot be combined with other discount programs (family, senior, CHA). All family members should be entered into one family in the system.

Register with Payment Plan
When: During Summer Activity registration, when a patron would like to divide fees due over two payments. Half of the fees are due at the time of initial registration, the remaining balance is due two weeks prior to the season start date (all activities have the same fixed due date). Fees need to be paid in full before a customer may participate in an activity. A customer’s balance due is displayed on the Customer View screen, lower left corner within the “Account Balance” box.
1. Complete activity registration through selecting an activity.
a. Type of registration will default to Enroll when spaces are available, will switch to Add to Waiting List when activity is full
b. Instead of default “Enroll”, select “Enroll with Payment Plan”
i. Ignore check box regarding “past due dates”
ii. If customer would like to provide a credit card number, utilize “scheduled payments” check box to record the number to be charged
iii. Confirm a Payer is specified from drop down box PLEASE NOTE: if drop down box is empty, there is not an adult account associated with the customer being enrolled. It is necessary to abandon the registration, add an adult customer to the enrolling customer's family, then conduct the registration anew.
c. Payment Plan settings are automatically set up to collect 50% of the activity fee, with the balance due two weeks prior to the season start date.
d. Fees will not be modified to reflect Payment Plan, since all fees will be paid eventually
2. Select “Enroll” to proceed to Receipt Review.
3. On Receipt Review, payment plan will be listed as a payment, similar to how a regular payment would appear (i.e. a cash payment).
4. Continue activity registration process.
5. During payment type confirmation, siren will display next to A/R Due, which illustrations balance due in the future.

Payment Plan Payments
When: During Summer Activity registration, when a patron opted to divide fees due over two payments. This process allows for subsequent payments toward the payment plan, including paying more than half during the initial registration.
1. Look up a customer’s account on the Enhanced Customer View.
2. Within “Account Balance” box, select “Pay on Account.” (note, not "Adjust balance")
3. Enter amount being paid:
a. If multiple items require payment, in “Amount to Auto Apply” box, then click “Auto Apply”
b. If a single item requires payment, in “Payment” box to the right of the item
c. Click “Submit”
4. On Receipt Review, “Payment on Account” will be listed, similar to how a registration appears.
5. Continue activity registration/payment process.
6. During payment type confirmation, siren will display next to A/R Due, which illustrations balance due in the future.
7. If payment received does not cover entire balance of A/R Due, receipt will reflect payment on plan only, not outstanding balance or final due date. To review this information, select the “Account Balance” tab on the Enhanced Customer View, Payables section (at the top).

Payment Plan Reports
When: During Summer Activity registration, when a patron opted to divide fees due over two payments and a report is needed to confirm outstanding payments. 
1. Roster with payments
a. Navigate to Reports Home » Registration Reports » Roster - with Payments.
b. Use Activity filter to populate report with desired activity*.
c. optional - modify "Optional Field 1-4" to assist with follow up calls
d. optional - check box "Only Outstanding Balances "
e. Run Report
2. A/R Summary
a. Navigate to Reports Home » Financial Reports » A/R Summary
b. Use Revenue Site filter to specify host park.
c. Use Season filter to specify current season.
d. check box "Include Transaction Details?"
e. Check Report Module = Registration
f. Run Report
3. Roster - Expanded
a. Navigate to Reports Home » Registration Reports » Roster - Expanded.
b. Use Activity filter to populate report with desired activity*.
c. optional - modify "Optional Field 1-4" to assist with follow up calls
d. optional - check box "Only Outstanding Balances "
e. optional - change "Output Type" from Adobe Acrobat Reader to Microsoft Excel (Tabular Format)
f. Run Report
4. Transaction export**
a. Navigate to Reports Home » Financial Reports » Transaction Export
b. Recall/Schedule a saved report definition, click on "Roster Substitute" from list of options.
c. Enter filter information to show desired activities (activity, site, season, etc.).
d. Under “Options,” change Export Template, from "Roster Substitute3" to "Roster with payment"
e. For "Added or Modified Since", delete any date/time values
f. Submit to run report, report status will open in a new tab
g. Click on highlighted text to view prompt to view/save file, will be *.csv, a generic data set compatible with Excel
* Please note for Packaged Activities, such as Park Kids, payment is at the package level (e.g. "Park Kids - Fall Winter Spring"), not the individual season (e.g. "Park Kids - Winter").
**This report will only reflect enrollments that were done with payment plan, but exclude any subsequent payments. 

Edit Auto-payment Payment Plan details
When: A customer enrolls with a payment plan, and chooses to have subsequent payments paid automatically with a specific credit card. Both staff users and customers may modify the card details (number, expiry) for a payment plan. Customers may select the "Change Auto-Charge Payment Source" option from the Account Options page.
1. Look up the customer’s record
2. Click on the Actions tab, then click on “List Payments” under the Financial Actions header
3. For the payment plan that needs to be altered, click “edit”
4. Modify the card number and/or expiration date, click Submit

Edit Payment Plan details
When: A customer has a payment plan, and the payment amounts or due dates need to be modified. 
1. Look up the customer’s record
2. Click on the Account Balance tab
3. Click on the original amount (amount on payment plan, hyperlinked)
4. In pop up window, modify plan details as needed
5. Submit

Cancel Auto-payment Payment Plan details
When: A customer enrolls with a payment plan, and chooses to have subsequent payments paid automatically with a specific credit card. Customers may alter the payment source, but not turn on/off this option for a receipt. This will only prevent an automatic payment from occurring, not withdraw the customer from the activity or remove a balance due.
1. Look up the customer’s record
2. Click on the Actions tab, then click on “List Payments” under the Financial Actions header
3. For the payment plan that needs to be altered, click “edit”
4. UNcheck the “Auto Payment?”, click Submit

Hardship Discounts
When: A customer is looking to register for an activity and cannot afford the fees, even with other available discount programs like Financial Assistance during the Summer session. Through the Discount, any amount may be paid by the customer to enroll, after approval by the Region Manager and with the assistance of the Area Manager. While this process may be adapted for other purposes, it should not be used to collect Payment Plan payments. Please use "Pay on Account" instead.
1. Park Staff will discuss with the customer and collects a Letter or other written request from the Customer
2. Park collects agreed upon payment, Adjusts customer’s account in Active, enrolls the customer to the Wait List for the activity
a. Look up the paying customer’s profile under Customer Search (not child being enrolled)
b. From the Customer page, select Adjust Balance under Account Balance Box (lower left corner).
c. Enter credit information
i. Enter brief description of credit in Description box: Advance payment for Enrollment
ii. Select "Credit Account" radio button, enter amount in Credit Amount box
iii. DO NOT check “Debit G/L Account?” box, leave unchecked
iv. Enter detailed description under Staff Notes and copy and paste into Customer Notes
o Click on Staff Notes to open box
o Ignore "standard notes" but rather enter information directly into large text box: (enrollee name) to be enrolled in (activity name, number) with Discount
o Click on Customer Notes to open box
o Copy contents from Staff Notes box into Customer Notes box
v. Click Submit.
d. On Receipt Review screen, select Enroll
i. search for activity
ii. search for/select customer
iii. on Activity Enrollment page, choose "Add to Waiting List (openings available)" for Type of Registration
iv. click Enroll
e. On Receipt Review screen, select Pay.
f. Leave Payer as default, same customer as selected in step 2A.
g. Enter payment information based on type of payment (check, cash, credit card), click Pay.
h. Review receipt details, click Finish
i. Print out receipt for customer, print second receipt for submitting for approval.
3. Park Staff submits Receipt for payment and Customer’s written request to the Area Manager for approval.
4. Upon Region Manager approval, either Area Manager [or Region Staff Assistant] performs registration in Active.
a. If Park is a targeted Hardship Discount location:
i. from Enhanced Customer View OR Front Desk Menu, start new receipt, Enroll from Waitlist
ii. On Activity Enroll screen, Hardship Discount is selected
Amount of Hardship Discount must be manually entered as the difference between the Activity Fee and the amount that can be afforded. (e.g. Day Camp is $333, customer can afford $12, Hardship Discount Actual amount is entered as $321)
iii. Add customer note that includes text: Registration with Hardship discount approved, per request on receipt 1xxxxxx.yyy
b. If a Park is NOT a targeted Hardship Discount location:
i. Contact Finance/System Administrators to have Discount applied to desired activity
ii. Continue as in Step a.

Payment for registration is made from Customer’s account balance
a. Select Pay at receipt review.
b. Select $xxx Credit Available for payment type
c. Select Pay and Finish.
6. Region Office confirms via email that Hardship Discount was approved.
a. If amount of Hardship is modified, remaining balance after funds collected is put on Administrative Payment Plan and Park Staff are alerted to collect balance.
b. If Hardship is rejected, Region Office will request a refund of funds collected and Park Staff are notified.

Transfer Customer to a new Activity
When: At least two weeks prior to Activity start date, customer would like to transfer to another activity. If this activity is at a different park, a courtesy phone call or email should be placed to alert the other park’s staff. As of 5/15/18, only Finance Staff are authorized to complete Transfer requests.
1. Contact the Region Finance Manager to complete the transfer; provide receipt number, activity to be transferred out, activity to be transferred in, and any other necessary details.

For Finance Staff:
Important Note: If a transfer is needed after the original activity has already begun, the transfer needs to be include removing the refund proration that is in effect once a class begins.
Important Note: Transfers can only be used to transfer the same customer from one activity to another. If an incorrect customer is enrolled (e.g. parent instead of child), the correction must be done with a full refund to account and subsequent enrollment on a separate receipt.
1. Open registration original receipt:
a. From Enhanced Customer View (click on “Customers” banner icon), search for customer.
b. Once customer’s record is open:
i. From “Upcoming activities” section, click on “Transfer” corresponding to class to be transferred
ii. OR From “Upcoming activities” section, click on receipt number corresponding to class to be refunded
iii. OR select “History” tab to search for receipt
2. Once receipt is open, click on “Enroll” under Description column of receipt following Action.
3. List of Action options are presented, select “Transfer”.
4. Search for desired activity to be transferred into by entering search criteria and clicking “Search.” Click on new activity name to select from search results.
5. process starts with Refunding original activity:
a. Review Refund details. 15% service charge is waived for transfers.
i. If the transfer is taking place after the original activity has already started, the refunded amount will be prorated; the prorated amount should be removed (change value to zero) to facilitate the transfer
ii. If the original activity enrollment included a Family Discount, it will be displayed at this time and should be noted for step 6
iii. If the system shows a “Family Discount Rescinded” amount, please stop the transfer and contact one of the System Administrators
b. Provide a reason for the
i. Select “Activity ” reason from the list
ii. OR select “other” and fill in a reason
c. Click “Refund”
6. Review Enrollment Fees, credit from Refund in Step 5 will be displayed.
Important Note: If a Family Discount was applied to the original activity, it should be manually added to the new activity using the “Discount for Family” discount.
7. Click “Enroll”.
8. If no further “Receipt Actions” are desired, select “Pay” button to enter Receipt Payment Process.
a. IF transfer results in fees due, payment process will prompt for payment information
b. IF transfer results in a refund due, refund process will prompt for refund type, matching original payment type
c. IF transfer results in an even exchange, payer is specified, but no other information is collected
9. Select customer to receive refund OR customer to be payer, will default to customer selected at beginning, click “select” if correct OR search customers OR add new.
10. Click “Refund” or “Pay”.
11. Review receipt to confirm accuracy.
12. Select “Finish”.
13. Receipt will show withdrawal from original class (transfer out) and enrollment into new class (transfer in).
14. IF transfer results in a refund, the request will be handled with other Refund requests.

Renew a Membership
When: A customer’s membership is not set up for Auto-renewal and the customer is interested in renewing an existing membership plan (month, 3 month, year, etc.).
1. Go to either Customers or Front Desk (header icons) and on the left menu select membership, then inquiry.
2. Enter necessary information to pull up the desired customer.
3. Click on the name of the desired customer from the search results list.
4. Click on the Pass Number for the customer’s membership.
5. Determine if the existing membership is Active or Expired.
a. if Active, under the Membership Header (first one) click on the option called “ Membership” that appears to the right of the “Sold” date.
b. if Expired, under the Membership Header (first one) click on the option called “Reset Status” that appears to the right of the “Status,” then click on " Membership."
6. User is prompted to confirm number of time periods and a new expiration date is listed, review (change as needed), click submit.
a. if existing membership is Active, new expiration date will be calculated based on current expiration date.
b. if existing membership is Expired within 90 days, the expiration date will be calculated based on past expiration date and should be manually updated to appropriate date in the future from the sales date.
c. if existing membership is Expired beyond 90 days, the system will consider the renewal a new sale and the expiration date will be automatically calculated based on the sales date.
7. Confirm assigned member, submit.
8. Confirm fees, submit.
9. Follow membership payment process as usual.

Transfer a Membership
When: A customer would like to switch a membership from one park to another.
Membership transfers should only be performed by Finance staff. Please contact the Region’s finance staff for assistance.

Cancel Membership auto-renewal payments
When: A customer previously enrolled in membership auto-renewal and would like to discontinue the service. Customers are not able to cancel this service themselves online.
- Go to either Customers or Front Desk (header icons) and on the left menu, select membership, then inquiry.
- Enter necessary information to pull up the desired customer, search.
- Click on the name of the desired customer from the search results list.
- Click on the Pass Number for the customer’s membership.
- Under the Automatic Renewal Header (fourth one) deactivate the auto renewal option by Changing the Automatic Renewal dropdown box option from “Pay In Full when renewal due” to “Do not automatically renew” and under Reasons, select "Membership Cancellation" or "Other" and provide an explanation.
- Click on “Submit renewal changes and reset renewal status” in blue next to this section on the page.

Fitness Center Fee Waiver with Doctor’s Prescription, as of 7/1/16
When: Chicagoans who have a doctor’s prescription for exercise needed for an obesity related disease (diabetes, asthma, high blood pressure, heart disease, etc.). THE RECOMMENDED EXERCISE NEEDS TO BE STATED IN THE PRESCRIPITON and the patron must have a BMI > 26 and noted in the prescription by the medical staff. Participants will receive one free 3-month, single site fitness center pass.
1. Follow Membership Registration instructions through step 9 (assign member) - Coupon is only valid for park-specific, three-month packages only.
2. On Confirm Fees page, apply the coupon code “DOCTOR”
a. Type DOCTOR into the “Enter coupon code” box
b. Click “Apply”
c. Successful application will be demonstrated by the coupon displaying in the “Valid coupons entered” box and the fee list updating to include the “Fitness Center Doctor's Note Waiver” discount
3. In Staff Notes box, enter summary of prescription, copy and paste summary into Customer Notes
4. Submit
5. Complete receipt as usual

Employee Discount, Sister Agency Discount
When: For �첥��Ƶ employees and employees of other agencies of the City of Chicago, discounts are available on designated Wellness programs and memberships. The discounts are only available to the employees, not family members. For more information, review this document, also available below.
New as of 12/27/2024: Employee Discounts are now applicable to all Fitness Center packages, not just Gold.

Membership Reports
When: Park staff need to confirm which customers currently have valid memberships.
1. Navigate to Reports Home » Membership Reports » Membership by Customer
2. Click Package to initiate search for desired packages
a. Type in park name in Package Name, Search
b. Check box of all desired Packages, Add All Selected, Done
c. Click Package again to search for Gold packages
d. Check box of all desired Packages, Done
3. For Memberships Expiration Status, leave defaulted choice of Not Expired Memberships.
4. Run Report
Recommendation: Run to Excel and remove extra columns to create a custom sign in sheet with current members listed.

Create an Organization
When: An organization is conducting business with the Park District, such as when a group sponsors a group of day campers or a group is seeking a room rental/permit. Both the organization and agents of the organization must be set up.

Set up the agent (i.e. person representing the Organization) as a customer.
a. Select Customers Icon, on Customer Search screen, select Add New Customer.
b. For the customer name, use the First Name field to list the agent's first and last name, use the Last Name field to list the agent's Organization name.
c. For the address, use the Organization's address.
d. For the emergency contact, list the Agent's supervisor or other appropriate contact at the Organization. Alternate option: Agent’s name, relationship = self.
e. For Date of Birth, if unavailable, use 1/1/190
f. When finished entering the customer account information, you may select "save" or "Save and Attach new Organization".
i. "Save" should be used when the Organization already exists in the database.
ii. "Save and Attach New Organization" should be used if the Organization in not in the database and needs to be entered. Next screen presented will be to set up the Organization.
2. Set up the Organization (i.e. company/group/agency the agent represents).
a. Select Customers Icon, select Population on left menu, select Organizations.
i. Search to confirm Organization does not exist in database.
ii. Select Add New to enter New Organization.
b. Enter the mailing address.
c. Enter the organization's phone number.
d. All other contact-information fields are optional, but recommended if the information is available.
e. If Organization is set up as a result of choosing "Save and Attach New Organization" option, agent will be automatically linked to the Organization upon saving.
3. Assign agent to organization.
a. Open Organization's Account Functions:
i. Select Customers Icon, select Population on left menu, select Organizations.
ii. Search for Organization.
iii. From search results, click on name of desired organization.
b. Select Manage Authorized Agents.
c. Select Add New.
d. Select binoculars icon to search existing customers for the agent.
e. Select Save to add agent(s) to the organization.

Use Organization as Payer for a Receipt
When: An organization is conducting business with the Park District, such as when a group sponsors a group of day campers or a group is seeking a room rental/permit. Organization will be selected as the Payer, instead of a customer. This will be most important if a refund by check should need to be issued- the refund should be issued to the Organization, not the agent (since that will determine to whom the check is cut).
1. Prepare a receipt as usual*, until Pay option.
2. Instead of selecting a customer, search for an organization by selecting “Find Organization” to open up the search options.
a. Search for the Organization.
b. Select the organization from the search results by clicking on the organization's name.
c. Confirm the agent (all agents will appear on the drop down list), select Submit.
3. Complete payment information as usual.
* Please note that Organizations cannot qualify for Financial Assistance or other discount programs. Also, group registrations paid for by an Organization should not include the Family Discount.

Receive payment from an Organization for future use
When: An organization is conducting business with the Park District, such as when a group sponsors a group of day campers. The funding is received ahead of time and Park will use Organization as payer for future transactions.
Look up the Agent's customer profile under Customer Search.
2. From the Customer page, select Adjust Balance under Account Balance Box (lower left corner).
3. Enter credit information.
a. Enter brief description of credit in Description box.
b. Select "Credit Account" radio button, enter amount in Credit Amount box.
c. Enter pertinent, detailed information regarding credit under Customer Notes
i. Click on Customer Notes to open box
ii. Ignore "standard notes" but rather enter information directly into large text box, listing intended purpose of credit
d. Click Submit.
4. On Receipt Review screen, select Pay.
5. When selecting Payer, select Organization.
a. Click on Find Organization (below Find Customer)
b. Search for Organization, click on name of desired organization from search results
c. Confirm Organization agent, click Submit.
6. Enter payment information based on type of payment (check, cash, credit card), click Pay and Finish.
7. Print out receipt for Agent/Organization.
8. When needed, select Organization's Agent as Payer and select $xxx Credit Available for payment type.

Roster Reports
When: A report of enrolled participants is needed, such as the first day of an activity or for a field trip.
1. Click on Reports banner icon.
2. On left navigation menu, select “Registration Reports” then “Roster Brief”.
3. Enter filter information to show desired activities (site, season, etc.).
a. Site will default to site/workstation combination selected upon login.
b. To add a value to a filter option:
i. click on name of filter (e.g. season)
ii. from pop up window, check box next to desired value(s)
iii. click “Add All Selected” then “Done”, pop up window will close
iv. selected value(s) will be added to filter box
v. filter boxes cannot be edited manually (typed in), but only through selection process
c. To remove a value from a filter option:
i. Click on value within filter box
ii. Click on “Remove” button next to filter box
4. If the program or event has already ended, the Status needs to be changed from Open (default) to Any status or [blank] each time it comes up.
5. Review “Options” to match how desired report will appear.
a. “Authorized Pick ups” and “Medical Alert Notes” will not reflect this information collected for the Customer, as this functionality in ActiveNet does not meet CPD’s needs; “Custom Questions” will need to be specified to include this information
b. Optional fields may be modified or removed (by selecting “blank” option)
c. IF custom questions are specified (click on "Show Specific Custom Questions"):
i. Medical needs information can be specified by selecting custom question “Customer - Individual: Medical Needs SUB”, including Inclusion Aide requests*
ii. Other youth information is found under custom questions starting with “Activity - Youth” (e.g. Who can pick up is "Activity - Youth: OK pick-up", walk home alone is "Activity - Youth: walk home alone")
iii. it is recommended that “Text to print” option be changed to “Title only” to save space on the report
d. Default settings will run report as a printer-friendly PDF, Excel or HTML may be selected under “Output Type”
e. Sort options appear at the bottom of the “Options” list just above “Run Report” button
6. Click “Run Report” to view report.
*once customers are identified as needing Inclusion Aides, please request them from the Special Recreation team by filling out the IA request form on SharePoint.

Inclusion Aide requests
When: A report of enrolled participants is needed, such as the first day of an activity or for a field trip, and Inclusion Aide requests need to be identified.
1. Click on Reports banner icon.
2. On left navigation menu, select “Registration Reports” then “Roster Brief”.
3. Enter filter information to show desired activities (site, season, etc.).
a. Site will default to site/workstation combination selected upon login.
b. To add a value to a filter option:
i. click on name of filter (e.g. season)
ii. from pop up window, check box next to desired value(s)
iii. click “Add All Selected” then “Done”, pop up window will close
iv. selected value(s) will be added to filter box
v. filter boxes cannot be edited manually (typed in), but only through selection process
c. To remove a value from a filter option:
i. Click on value within filter box
ii. Click on “Remove” button next to filter box
4. If the program or event has already ended, the Status needs to be changed from Open (default) to Any status or [blank] each time it comes up.
5. Review “Options” to match how desired report will appear.
a. “Authorized Pick ups” and “Medical Alert Notes” will not reflect this information collected for the Customer, as this functionality in ActiveNet does not meet CPD’s needs; “Custom Questions” will need to be specified to include this information
b. Optional fields may be modified or removed (by selecting “blank” option)
c. Medical needs information can be specified by selecting custom question “Customer - Individual: Medical Needs SUB”, including Inclusion Aide requests*
d. Default settings will run report as a printer-friendly PDF, Excel or HTML may be selected under “Output Type”
e. Sort options appear at the bottom of the “Options” list just above “Run Report” button
6. Click “Run Report” to view report.
*once customers are identified as needing Inclusion Aides, please request them from the Special Recreation team by filling out the IA request form on SharePoint.

Roster Report Substitute
When: A report of enrolled participants is needed, such as the first day of an activity or for a field trip, but the data is needed in spreadsheet form.
1. Click on Reports banner icon.
2. On left navigation menu, select “Financial Reports” then “Transaction Export”.
3. Recall/Schedule a saved report definition, click on "Roster Substitute" from list of options.
4. Enter filter information to show desired activities (activity, site, season, etc.).
To add a value to a filter option:
i. click on name of filter (e.g. season)
ii. from pop up window, check box next to desired value(s)
iii. click “Add All Selected” then “Done”, pop up window will close
iv. selected value(s) will be added to filter box
v. filter boxes cannot be edited manually (typed in), but only through selection process
b. To remove a value from a filter option:
i. Click on value within filter box
ii. Click on “Remove” button next to filter box
5. If the program or event has already ended, the Status needs to be changed from Open (default) to Any status or [blank] each time it comes up.
6. Review “Options” to match how desired report will appear.
For Export Template, "Roster Substitute2" will be chosen, other options include additional fields
b. For "Added or Modified Since", delete any date/time values
7. Submit to run report, report status will open in a new tab
8. Click on highlighted text to view prompt to view/save file, will be *.csv, a generic data set compatible with Excel

Day Camp Newsletter E-mail Lists
When: For summer Day Camp weekly newsletters, or any other short-term, periodic, or urgen correspondence, an email distribution list needs to be created to contact spcific registration customers through Outlook.
1. Generate a Roster Substitute report, open in Excel.
2. Highlight column of Payer Emails, Copy.
3. In Outlook, from top menu, choose New Items > More Items > Contact Groups.
4. Enter a name for the Contact Group (e.g. Day Camp 2017)
5. Add emails to Group by choosing from top menu Add Members > From Outlook Contacts
a. In text box next to "Members" box, put cursor in that box and either right click > paste or use CTRL+V function to paste
b. Emails copied from Excel will be pasted into Members box
c. OK
6. Use Contact Group in BCC Field when drafting an email
a. Open a new email message
b. Click on "To", change Address Book from "Global Address List" to "Contacts"
c. Select Contact Group from list
d. OK

Consolidate customers
When: a customer has several accounts in the system, due to customer confusion or staff oversight. Care should be taken to consider alternate spellings with similar birthdates when considering two accounts as for the same customer. This process cannot be reversed once completed.
1. From the Enhanced Customer View, look up a customer
a. when several come up, choose one to be the “primary” customer record
b. recommendation: choose primary based upon personal experience or most recent registration activity
c. make note of secondary record’s customer ID number
d. check for designated Head of Household in family
i. navigate to Family Tab, at least one family member must be designated as HOH before merging
ii. choose "Manage Family Members" from blue bar to designate someone, Submit
2. When viewing the customer’s primary record, in the top-left box where the customer’s name appears in a blue line, click on “Edit” in that same blue line
3. Under Actions sub-header, select “merge two customers”
4. Provide search criteria to bring up duplicate (secondary) customer record (e.g. customer ID number), multiple records must be consolidated one at a time
5. Click on the name of the record to be merged with the primary starting account*
6. System will present all fields where the primary and secondary customer records differ, the appropriate radio button for data to be maintained should be clicked, the other data will be discarded for that field
7. Select Merge
8. The secondary account is now effectively deleted and any registrations from the secondary are now part of the primary account history.
9. Consider emergency contacts and attempt to logically correct relationship labels (e.g. “Wife” for Dad > “Mother” for child, “Sister” for parent > “Aunt” for child)
* if "Cannot merge customers with the same membership." message is presented, both primary and secondary account have one or more memberships in common. To resolve this, follow these steps:
1. navigate to: Front Desk Home » Membership » Inquiry
2. Search for secondary customer, click on name to pull up Membership List for the customer
3. Click on a Pass Number to open the record
4. Within the "Primary Customer" section near the bottom, use "Find different customer" command to the right of the name to search for a different record
5. enter search criteria to pull up other customer record, click on name (it will be important to be able to distinguish between the primary and secondary records from merging consideration, if no distinguishing feature exists, consider adding a middle initial)
6. repeat as needed until all memberships under the secondary record have been reassigned to the primary record
7. complete the merge as usual

Coupons
Overview
• Coupons in Active can be used like coupon codes on other websites: a brief alpha-numeric code can be entered by the customer to alter fees.
• Once coupons have been enabled in the system, every transaction will be accompanied by a prompt to provide a coupon code, both online and in-person.
• The coupon code must be typed in precisely in order to be valid.
• Coupons can be used once per customer (not family) up to a predetermined maximum number system-wide.
• If a coupon has already been used by a customer, the error “Coupon ‘coupon name’ is unavailable as the maximum customer usage has been reached.” will be displayed. If the maximum number of uses system-wide has been reached, the error “Coupon 'coupon name' is unavailable as the total coupon usage has been reached.” will be displayed.
• Unlike discounts, which can be applied retroactively via “modify enrollment,” coupons CANNOT be applied after a registration is completed.
Apply Coupon to Registration – In Person by Employee, In Active
When: Customer has a coupon to be applied to registration fees.
1. Customer indicates a desire to register for an activity and presents a coupon.
2. Complete registration process through selecting an activity.
3. Just below “Type of Registration” will be the “Coupons” box
a. Type coupon code into “Enter Coupon Code” box (ex. CPDTNF)
b. Click Apply, page will refresh
c. Coupon discount amount will be added to fees list, coupon discount will be applied
NOTE: If discount amount exceeds activity fee amount, discount will apply up to activity fee amount and will not result in a refund to the customer.
4. Continue activity registration process.
5. Coupon should be discarded and/or recycled.

Communication by Email
When: For relaying time-sensitive information to registered participants only. All messages must be approved by the Region Marketing and s Manager (MC) prior to sending.
1. Click on banner icon.
2. Under Email/Form Letter (left menu or on dashboard) select “Create Email/Form Letter/Text Message”.
3. Select a list (Parks are allowed to have 2 lists), see Create New Customer Lists for details.
4. Within the Email Content portion of the page, specify ‘From’ email; this should be the Park Supervisor’s CPD email address to which responses will be directed.
a. Select email from drop down list
b. If desired email is not found in the list, select Edit/Add to Add a new email
i. Select Add New
ii. Enter name (Last Name, First Name)
iii. Enter email address
5. Add a Subject.
6. Add Body Text (content of email message), using Merge Fields as needed. Using Merge Fields operates in a similar fashion as Microsoft Word Mail Merge.
7. Site Address, as determined by selected Workstation upon login, is defaulted to be included at the conclusion of the message.
8. Select Attachments is for files uploaded to Active’s storage only and should not be utilized.
9. “Send Email Notification” is defaulted as unchecked; it is recommended to check it. Once checked, a box labeled “Email address” is available, all addresses requiring notification (e.g. the sender’s, the MC’s) should be typed in there, separated by commas.
10. “Preview Recipients” box is defaulted as checked, it is recommended to preview an email before unchecking the box and sending the message. This box must be unchecked to send the message.
11. For Emails/Labels, recommended to select “Email or Label if no email” option to ensure all participants are contacted.
12. Click “Send Email” (at the bottom of the page) to send it. Or under “Save Report Definition” enter a report title and click “Save” to save the template, following the naming convention of “Site – (message)”, e.g. N6 – Chase Park – parent’s orientation. Parks may have no more than two message templates saved.

Communication by Text Message
When: For relaying CRITICAL time-sensitive information to registered participants only. All messages must be approved by the Region Marketing and s Manager (MC) prior to sending.
1. Click on banner icon.
2. Under Email/Form Letter (left menu or on dashboard) select “Create Email/Form Letter/Text Message”.
3. Select a list (Parks are allowed to have 2 lists), see Create New Customer Lists for details.
4. Within the Text Message Content section (instead of the Email Content section), edit the Message (content of text message), using Merge Fields as needed. Using Merge Fields operates in a similar fashion as Microsoft Word Mail Merge.
5. Click on the “Character Count” button to confirm the message will fit within one message on phone. Concise wording will be important to keeping the message to a single text message.
6. “Include Customers?” is defaulted to “Agree to receive text messages only” and should not be changed.
7. “Preview Recipients” box is defaulted as checked, it is recommended to preview a text message before unchecking the box and sending the message. This box must be unchecked to send the message.
8. Click “Send Text Message” (at the bottom of the page) to send it. Or under “Save Report Definition” enter a report title and click “Save” to save the template, following the naming convention of “Site – (message title)”, e.g. N3 – Chase Park – closure. Parks may have no more than two message templates saved.

Create New Customer Lists
When: Establishing communication lists per Park, to be updated as needed at the time of communicating with customers within Active.
1. Click on Communication banner icon.
2. Under List Builder (left menu or on dashboard) select “ Customer Lists”.
3. Select Add New.
4. Enter name of Custom list, following the naming convention of Site (area - park name), e.g. N6 – Chase Park1. Please note that parks are limited to two lists each. If more than two lists are found in the system for a single park, they may be deleted without notice by the System Administrators.
5. Check “Use Payer information in the Customer List?” box if list is for youth participants.
6. Under “Population” header, select “Include 'No Promotional Email' Customers?” and “Include 'No Promotional Postal Mail' Customers? ” boxes to override communication preference and add all participants to the list.
7. Identify which customers to be added to the list, under “Registration” header:
a. Click on name of field (e.g. Activity, Season, etc.) to initiate search
i. Enter appropriate search information, click Search
ii. Check box for desired activity(s)
iii. Click Done
b. For “Enrollment State”, change from Any to Roster.
8. Click “Generate List” to preview results, click “Save Definition” to save list for use.
9. Do not lock the list, this currently prevents the communication (email, text message) from sending.

Refund an Activity
When: At least two weeks prior to Activity start date, customer would like to cancel his/her registration and receive a refund. As of 5/15/18, only Finance Staff are authorized to complete Refund requests.
1. Contact the Region Finance Manager to complete the refund; provide receipt number, activity to be refunded, and any other necessary details.
2. Manual Vouchers should be sent to Finance for all refund requests, signed and with appropriate supporting documentation.

For Finance Staff:
1. Open registration original receipt:
a. From Enhanced Customer View (click on “Customers” banner icon), search for customer
b. Once customer’s record is open:
i. From “Upcoming activities” section, click on “” corresponding to class to be refunded (skip to step 4)
ii. OR From “Upcoming activities” section, click on receipt number corresponding to class to be refunded
iii. OR select “History” tab to search for receipt
2. Once receipt is open, click on “Enroll” under Description column of receipt following Action.
3. List of Action options are presented, select “”.
4. Review details.
a. 15% service charge will be added automatically, the amount should be manually changed to 0 when it should be waived.
b. Proration (reducing the amount available to refund) will be in effect starting the first day of the activity, the amount of proration can be manually changed to 0 when it should be waived.
5. Provide a reason for the refund.
a. Select a default reason from the list
b. OR select “other” and fill in a reason
6. On the Receipt Actions page, click “Submit”
7. If no further “Receipt Actions” are desired, select “Refund” button to enter Refund Payment Process.
8. Select customer to receive refund (to whom check will be paid), will default to customer selected at beginning, click “select” if correct OR search customers OR add new.
9. Confirm refund method
a. For most refunds, this will match the original payment source, unless Cash which is refunded to Check.
b. For error-correction refunds, if original payment was by cash, refund should be by cash.
c. For correcting enrollment errors (parent vs. child), refund to parent’s account for availability to use during subsequent enrollment.
10. Click “Refund.”
11. Review receipt verbally with customer to confirm accuracy.
12. On the Receipt Actions page, click “Finish.”
13. Request is automatically forwarded to the Comptroller's office for processing on a weekly basis; checks will be cut and mailed directly by the Comptroller’s office.

Withdraw from an Activity
When: Past two weeks prior to Activity start date, customer would like to cancel his/her registration and does not qualify for a refund. An Area Manager or Finance Manager need to facilitate a no-refund withdrawal.
1. Open registration original receipt:
a. From Enhanced Customer View (click on “Customers” banner icon), search for customer
b. Once customer’s record is open:
i. From “Upcoming activities” section, click on “Refund” corresponding to class to be refunded (skip to step 4)
ii. OR From “Upcoming activities” section, click on receipt number corresponding to class to be refunded
iii. OR select “History” tab to search for receipt
2. Once receipt is open, click on “Enroll” under Description column of receipt following Action.
3. List of Action options are presented, select “Refund”.
4. Review Refund details.
a. 15% service charge will be added automatically, the amount should be manually changed to 0 for als.
b. Refund amount should be manually changed to 0 for withdrawals.
5. Provide a reason for the Refund.
a. Select a default reason from the list
b. OR select “other” and fill in a reason
6. On the Receipt Actions page Click "Finish."
7. Receipt will show no fees and have an action word of “Withdraw;” Any monies paid at time of withdrawal are kept, any monies owed get waived/removed automatically.

POS Report
When: A report is needed for items sold via Point of Sale, such as Rental revenue, drop-in activity participation counts, etc., in Excel for analysis.
1. Navigate to Reports Home » Financial Reports » Transaction export
2. Apply filters, such as:
a. Point of Sale Product, Site will be pre-populated, search will yield all POS items for that park/site
b. Transaction Date/Time, specify a range
3. Export Template = POS Report
4. Submit
5. report will generate as a *.csv file, available to open in Excel

Report of POS Sales
When: A report is needed for items sold via Point of Sale, such as Rental revenue, drop-in activity participation counts, etc. in PDF for review.
1. Navigate to Reports Home » Financial Reports » Net Revenue
2. Choose the appropriate “Report by” option, POS Product
3. Apply Filters
a. POS Product
b. Transaction Date Range
c. Remove filter by Revenue Site
4. Choose to run in summary or detail
5. Run Report

Payment by check for POS
When: A Point Of Sale item is sold, with payment by check, as for a room rental.
1. Open POS layout and sell desired items to a particular customer.
2. When POS receipt is complete, click "Return to Menu" on lower left corner of layout, below receipt summary.
3. Click "Pay" and follow payment steps as for registration transaction.

Payment by credit card for POS, for non-secure locations
When: A Point Of Sale item is sold, with payment by credit card, as for a room rental; for locations with non-secure credit card readers.
1. Open POS layout and sell desired items to a particular customer.
2. When POS receipt is complete, click "Return to Menu" on lower left corner of layout, below receipt summary.
3. Click "Pay" and follow payment steps as for registration transaction

Catalog
When: Listing of details for activities, for verification, dissemination, etc. Catalog can be exported as data (Ascii File (CSV), default) or a printer-friendly layout (Camera Ready (RTF)).
1. Click on Communication banner icon.
2. On left navigation menu, select “Catalogs,” then “Activities.”
3. Choose desired format of catalog as data (Ascii File (CSV), default) or a printer-friendly layout (Camera Ready (RTF))
4. Enter filter information to show desired results (packages, activities, products, etc.).
a. Site will default to site/workstation combination selected upon login.
b. To add a value to a filter option:
i. click on name of filter (e.g. season)
ii. from pop up window, check box next to desired value(s)
iii. click “Add All Selected” then “Done”, pop up window will close
iv. selected value(s) will be added to filter box
v. filter boxes cannot be edited manually (typed in), but only through selection process
c. To remove a value from a filter option:
i. Click on value within filter box
ii. Click on “Remove” button next to filter box
5. Choose desired season
a. Click on season within “Available Seasons” list on the Left, choose multiple seasons by holding the CTRL key
b. Click on >> button to move selected season(s) into “Selected Seasons” list on the right
6. If viewing activities prior to being open to view by the public, change Status to either "blank" or Tentative.
7. Click “Submit” to view.

Collect room/field rental fees via POS
1. Click on POS icon from banner menu.
2. Select customer using “customer search” button in upper right corner (default "Drop In Customer" may NOT be used).
3. Use keypad on POS layout to select number of hours, select room rental button.
4. At prompt, enter room/field name being rented, date, time in “customer notes” box.
5. In lower left corner, enter price in “amount” box, should be per-hour rate*, click OK.
6. Record payment (using one of two payment method options** on right side of layout).
7. Click Tender.
Important Note: Facility management should be done manually (on paper) as it is done currently, ActiveNet will only serve as receipting process for the time being. Facility management via ActiveNet permits will be rolled out in the future.
*Please follow rental rate schedule for your park when conducting this transaction, amounts will not be pre-populated (as for activities and other items).
** Payment by check can be received by selecting the “Return to Menu” button at the bottom left of the POS layout and completing the payment process through the “standard” path as for a Registration.

End of Shift
Run Cash Receipts report and confirm cash in drawer is accurate.
1. Click on Reports icon from banner menu.
2. Click on Cash Receipts under “daily close reports” from dashboard or left menu.
3. On filters menu, check “Summary report” box, click “run report,” print report.
4. Go to POS layout (POS Icon on banner menu), click “open drawer” or manually open drawer by turning key to the right and back to center.
5. Leaving employee counts out cash, remaining employee counts out cash, values are confirmed against total cash from report (listed under “sub-total cash”) both employees initial printed Cash Receipts report.
6. If cash does not balance, leaving employee must remain until difference is fixed. If difference cannot be fixed, an overage/shortage must be entered within POS:
a. if over, on POS, select Drawer Over, key in amount over, select “payment cash,” Tender
b. if short, on POS, select Refund Item, Drawer Over, key in amount, select “payment cash”, Tender
c. print out new Cash Receipts report to reflect corrected totals
7. Keep report with end of day materials.
8. If end of day, keep report with cash, secure both together in park's secure location (e.g. safe).

Cash Receipts Report Substitute
When: A report of payment receipts is needed, but the data is needed in spreadsheet form.
1. Click on Reports banner icon.
2. On left navigation menu, select “Financial Reports” then “Cash Receipts Export”.
3. Enter filter information to show desired values (Transaction Site, Date Range, etc.).
a. To add a value to a filter option:
i. click on name of filter (e.g. Transaction Site)
ii. from pop up window, check box next to desired value(s)
iii. click “Add All Selected” then “Done”, pop up window will close
iv. selected value(s) will be added to filter box
v. filter boxes cannot be edited manually (typed in), but only through selection process
b. To remove a value from a filter option:
i. Click on value within filter box
ii. Click on “Remove” button next to filter box
4. Review “Options” to match how desired report will appear.
a. For Detailed Export Template (not Summary), choose "Cash Receipts Detail"
b. For "Payment Type", leave as defaulted with all payments checked, unless needed otherwise
c. For "Include unexported data only?" box, un-check it
5. Submit to run report, report status will open in a new tab
6. Click on highlighted text to view prompt to view/save file, will be *.csv, a generic data set compatible with Excel
7. Within the report, Payment Type will be reported as a number instead of a written descriptor. The numbers equate to the following:
1 Cash
2 Check
3 Credit Card
4 Credit Memo
5 From Account
6 Mail Check (Refund)
7 Cash Refund
8 Credit Card Refund
9 ECP
10 To Account
11 No Money
12 Payment Plan
16 Manual Deduction
17 Journal Entry
18 Gift Certificate
19 Gift Certificate Refund

Activity Packages
When: The customer should have the option to register for multiple activities at once, currently used for “school year” programming such as Park Kids or Kiddie College, allowing customers to enroll in the Fall, Winter and Spring activities with a single registration.
- This option is only available during the Fall season and identified by the activity type of Activity Package
- Activity Packages are set up automatically for all parks that offer Park Kids during the Fall, Winter and Spring sessions
- Activity Packages can be set up for any other activity, at the request of a Park Supervisor
- Activity packages offer customers the option to enroll in either all three seasons or just the Fall, Park Supervisors may request that the “fall only” option be hidden to force customers into the “all three” option
- Because the enrollment into the package is actually enrollment into the three separate activities, all activities need to be enrolled into- so online customers will review three pages of fees and staff will review three sets of “fees” and related notes/overrides NOTE: fees are charged at the package level, not the individual activities, so the individual activities will appear “free” during this review
- At the conclusion of the fee review for both customers and users, the opportunity to pay with payment plan is presented; the payment plan is fixed to split the fees into three payments due on the first day of the session; the first payment is due in full at the time of registration
- At the time of payment for online registrations and at the time of enrollment for in person registrations, customers have the option of providing a credit card for automatic payments of the remaining payment plan payments on the due date
- If both the “fall only” and package are available, and the fall only activity fills, the system will continue to allow customers to attempt to enroll into the package, but ultimately prevent checkout because not all three activities can be registered; this can only be avoided by manually monitoring the fall only activities and updating the packages as needed
- Rosters will reflect the enrollment method used by each participant, either normal (AN) or package (PA)
- Rosters with payment may be run for Winter and Spring activities to confirm which customers have unpaid balances for an activity

Facility Usage Schedule
When: a schedule of all reservations for a facility is needed, laid out as time blocks per day.
1. Navigate to the Weekly Calendar Report (Reports Home » Reservation Reports » Calendar - Weekly)
2. Choose a date for the week to be viewed, the system defaults to today’s date
3. OPTIONAL – specify a time range, one range for each day of the week, the system defaults to 5:00 am – 11:59 pm (e.g. if the earliest offering during any given week starts at 1:30 pm and the latest is 8:30 pm, that should be the time range selected)
4. OPTIONAL – remove the Reservation Site information, the system defaults to whichever site is associated with selected workstation at login
5. Choose a Facility – click on the filter name (Facility) to open up the search pop-up, enter park name (e.g. Welles) into the Facility Name box, click Search, check box of desired search result (e.g. Welles Pool), click Add All Selected, click Done
6. UN-check boxes under Options section (Display Customer Information?, Display Permit Number? )
7. Change Time Interval to match how your schedule breaks out (e.g. by 15 minute increments, 30 minute, etc.)
8. Run Report
9. To view a report that shows time in blocks for a single day across multiple facilities, choose Reports Home » Reservation Reports » Calendar - Daily Multi-Resource and follow the same steps above.

Permit Reports
When: A park supervisor would like to confirm what permitted events will be held at the park for a given date range. This report can be used when more details beyond what the Calendar - Daily Multi-Resource report can provide.
1. Navigate to Reports Home » Reservation Reports » Reservation Master.
2. Update Reservation Date fields to match desired date range.
3. Report will default to include Site based upon workstation selection, change as needed.
4. Add additional filters (such as specific facilities) and options as needed.
5. Click Run Report.

Security Deposit Report
When: A report is needed to show what customers paid a security deposit for a permit (not a POS rental) and the deposit needs to still be claimed or refunded back to the customer.
1. Navigate to Reports Home » Reservation Reports » Deposits Report
2. Date range:
a. provide Reservation Date range (date of permitted time/place)
b. provide Receipt Date range (date permit was prepared in Active)
3. If report is for a different Site than current workstation, Remove Reservation Site Filter value
4. If report is for a different Site than current workstation, Remove Permit Site filter value
5. Run Report
6. Important reminders
- report lists date of permit receipt, not date of reservation
- status of permit is not reflected (e.g. tentative, approved, cancelled)
- Deposit amount lists security deposit amount charged on permit
- Paid amount lists amount customer paid toward the Deposit amount (MOST IMPORTANT)
- Balance amount lists amount unpaid by customer of Deposit amount
- some older permits (prior to 2016) reflect inconsistent data, so it may be necessary to check permits individually

Collect on an NSF check
When: A customer pays by check for a receipt issued by Active and the check is returned Non-Sufficient Funds (bounced check). The customer’s account has been modified by Treasury staff to reflect the cancelled payment and assessment the NSF fee. These steps support the NSF policy outlined in the Finance Manual.
1. Treasury will adjust the customer’s account by cancelling the payment and assessing the NSF Fee. NSF notice will be distributed to the Park which includes the affected customer’s ID number. Cancelling payment allows customer to remain enrolled in an activity. A customer who carries a balance cannot register for a new activity until the balance is paid.
2. Look up the customer by the customer ID number.
a. From Front Desk or Customer icon, enter number, Go
b. Customer’s profile will automatically be opened
3. Under Account Balance box (lower left corner), amount due will be listed in red.
a. Amount should include original activity fees plus NSF fee
b. Detailed information may be viewed under Account Balance tab (upper right corner), under Payables
4. Contact customer to request repayment of amount due.
5. Collect amount due using Pay on Account.
a. From Customer’s profile, select Pay on Account (lower left corner, within Account Balance box)
b. Enter amount collected in Amount to Auto Apply box, select Auto Apply, Submit
c. Select Pay
i. Select Payer (will default to customer from step 2), Select
ii. Enter payment information (cash or credit card, no check)
iii. Pay
d. Select Finish

Net Revenue by Site Report
When: A report is needed to reflect all revenue collected by a specific site (park) for a specific date range.
1. Navigate to report: Reports - Financial Reports - Net Revenue
2. Choose Net Revenue Report By: Site Name, Continue
3. Populate desired filters as needed:
a. (optional) Select desired GL accounts: click on GL Account, check boxes, scroll to bottom, Done
b. (optional, but recommended) Select desired Cost Center (region) to exclude Permit revenue collected by the Department of Revenue
c. Specify desired time slice in mm/dd/yy format, leave time boxes blank
d. Specify revenue site if specific site is desired, otherwise remove defaulted (based upon selected workstation)
4. Un check "show subtotals" box
5. (optional) Check "Summary Report" box
6. Run Report

Activity Detail or Activity Fee Review Report
When: A data file is needed to review settings for activities, as it relates to registration settings and fee settings.
1. Navigate to report: Reports Home » General Reports » File Export
2. Choose Table Name: Activities
3. Choose Recall/Schedule a saved report definition, click title of desired report
a. "2013 Fall Activities" to review registration settings
b. "2013 Fall Charges" to review fee settings
4. (optional) modify filters to adjust activities to be included as needed, report will default to include current season
5. Submit

Receipt Look Up
When: A receipt number is known, but additional details are required.
1. Navigate to Receipt Look up page: Front Desk Home » Receipts » Lookup Receipt
2. Enter search criteria in the appropriate field, such as Receipt number, or customer name, Search/Submit
3. From receipt view, click "View Original Receipt" to view Transaction Site details
4. From receipt view, click action word (e.g. Enroll) to view additional options (e.g. G/L postings), transaction notes, etc.

Invoicing
When: Under special circumstances, when an Organization will pay for something receipted through the registration system, but the Organization requires an invoice to produce payment, such as for room rentals or day camp scholarships.
1. Ensure the Organization and Agent have accounts by searching Front Desk Home » Population » Organizations and Front Desk Home » Population » Customers, respectively. If no accounts, see "Create an Organization" section.
2. Email an Area Manager or Finance Manager with specific instructions as to what needs to be placed on invoice and by whom the invoice will be paid.
3. Area Manager or Finance Manager will complete the room rental sale or registration, placing the entire balance on Administrative Payment Plan (the type available at payment, not during enrollment), with the organization as the payer.
4. The resulting receipt is labeled as an invoice and can be shared with the Organization for their payment process.
5. When the payment is received, anyone at any location can collect the payment and apply it to the balance due on the Organization's account (Front Desk Home » Population » Organizations > Pay on Account) and deposit the funds as for any other payment.

Credit Card on File Removal/Editing - Staff Side
1. From “Enhanced Customer View,” look up customer by typing in the customer’s name.
2. View customer’s account by reviewing search results and clicking on the name of the desired record.
3. Click on “Actions” tab within customer record, scroll down to find “Saved Credit Cards” within “Financial Actions” section.
4. Click on Credit Card Name to edit.
a. Once edits are complete, click Save.
b. To delete the card for future use, click Delete.

Credit Card on File Removal/Editing - Customer Side
1. From Registration Section of website, login.
2. From Account Options page, choose “List Saved Credit Cards” within “Account Reports” section.
3. Click on Credit Card Name to edit.
a. Once edits are complete, click Save.
b. To delete the card for future use, click Delete.
4. Click on “Add New” to save a different card for future use.

Donations
When: A customer would like to donate to the Park District, not related to funding a registration or permit expense. Different Campaigns (donation options) exist for a general donation for $50 and less, a general donation greater than $50 and specific “causes” (e.g. Garfield Conservatory Reconstruction). The Donation/Grant Acceptance form for Budget still needs to be completed in addition to the steps below.
1. Upon review of payment (step 10 under Registration process), add donation to the order.
2. OR From “Enhanced Customer View” (default setting upon login, or select Customers icon from banner menu), look
up customer. If no account exists, add new.
3. If customer exists, results appear below search area: confirm key data, such as Date of Birth, address; double click confirmed customer’s name to navigate to Customer Summary. From Customer Summary, confirm emergency contact information.
4. Click on “Actions” tab, select “New Receipt.”
5. Under “Receipt Actions,” select “Make Donation.”
6. Select desired Donation Campaign and fill in dollar amount.
7. Complete receipt process.
8. Complete the "Donation Acceptance Form" and submit it with weekly financials*.
    *please note: Donation Acceptance forms must be remitted to Office of Budget and Management no later than 10 days after the donation is received in order to have the funds allocated for spending. Donations that lack Donation Acceptance Forms after 10 days will be rolled into the General Fund and unavailable for spending.

Donation Monthly Management
When: A staff person records a donation in Active using one of two campaigns (General Districtwide Donation, $50 or Less; General Districtwide Donation, Greater than $50) and the fees are assigned to a generic GL fund string. Budget/Comptroller requires assignment of these funds to specific projects to allow parks to have spending authority and otherwise account for the donations.
1. Run a Financial Export to determine transactions in question.
a. Reports Home » Financial Reports » Financial Export
b. Filter by G/L Accounts, choose Districtwide - Donation >$50 and Districtwide - Donation <$50
c. Remove any Site association
d. Specify Transaction date range (remove times)
e. Choose all payment types
f. Select Detail Export Template: "Donation Follow up" (customer communication) "Donation Analysis" (internal booking)
g. un-check "Include unexported data only?" box
h. Submit
2. Analyze resulting data to determine next steps, consider:
a. dollar amounts - all donations over $50 need to be "assigned," regardless of current GL used
b. staff/customer notes - if customer specified an intended purpose for the funds, the funds need to be "assigned"
c. if additional information is needed, look at column C for the Park name and H for the CPD Staff person who recorded the transaction
d. ignore transactions with a corresponding refund (typically same park name, same but opposite dollar amount)

Donation Details - Recurring Donations
When: A customer makes a recurring donation to a campaign and a staff person would like to confirm the details of that payment.
1. Look up the customer's record, Front Desk Home » Population » Customers
2. Navigate to History - Ledger tab of customer record
3. Search Ledger for original donation request (type = Donation, not Recurring Donation), click on receipt number
4. On receipt, click on action word, "Donation"
5. From Actions list, choose "Edit Recurring Donation"
6. Choose "Cancel" after reviewing recurring payment details and schedule of payments, to exit the page and leave settings as is.

Drop In Activities
When: An activity on the schedule (typically open), e.g. Basketball - Open, has a drop-in format and has a fee per visit, instead of per season. The activity will have a note indicating the per-visit fee, but the listed fee will be the product of the per-visit fee and number of dates offered. Most "enrollments" will be handled via POS, not the activity, and participation tracking is handled similar to events.
1. Determine customer's desired participation:
a. If a customer is interested in paying for every date offered, they should be enrolled into the activity as for any other activity
b. If a customer is interested in paying per visit, collect the fee via POS
2. At the end of a season, capture all POS transactions with a single enrollment using Place Holder Customer, entering the average number of participants
a. To calculate the average number of participants, run a Membership Usage Report in Summary (Reports Home » Membership Reports » Membership Usage) for the date range of the season to get a count of how many people came total, divide that by the total number of days the activity is offered by running an Activity Totals Report for the activity (Reports Home » Registration Reports » Activity Totals) and refer to the Days column
b. During the enrollment, update the number of seats to the average number and apply the "Reversal for Participation" discount

Confirm which activities have openings
When: Especially in Summer when Day Camps are in high demand, a report to identify activities which have spaces remaining when most are filled.
1. Navigate to Reports Home » Registration Reports » Activity Totals
2. Click "Recall/Schedule" button to pull up list of report definitions
3. Select "day camps with openings" report
4. Update season and/or Activity Type
5. Run Report

Waitlist Management – Activity openings with wait listed customers
When: During the initial rush of online registrations, more people attempt to register for an activity then there are spots available. The customers that exceed the capacity of the activity are forced to do wait list registrations. When customers who got spots choose not to check out, those spots become open again, but not shared with the public because they are reserved for wait listed customers. Customers registered to the waiting list cannot register again, because the system recognizes wait list transactions as a form of registration, so these customers must be contacted in order of their position on the wait list and invited to come in to register.
1. Prepare a list of the waitlisted customers, in order of their position on the waiting list (NOT alphabetical)
a. navigate to Reports Home » Registration Reports » Roster - Brief
b. Recall/Schedule > Wait List Order definition
c. add filter by activity and/or Center
2. Call customers in order of their position on the wait list to invite them to register
3. Payment may not be taken over the phone, so customers must come in to register
4. Use the "Enroll from Waiting List" option, not "Enroll;" this will both enroll the customer into the activity (without an "already enrolled" error) as well as remove them from the waiting list

Waitlist Management – Add a customer
When: A customer is looking to register for an activity and no spaces are available. All activities will have waitlist openings available and the opportunity to sign up for the waitlist will be available for online and in-person registration.
1. From step 6 in registration process, if no spaces are available to enroll, Customer may be added to the waitlist and a transaction is added to a receipt
2. If no further “Receipt Actions” are desired, select “Pay” button to enter Receipt Payment Process
3. Select customer for payer (who will pay), will default to customer selected at beginning, click “select” if correct OR search customers OR add new
4. Select “Finish”
5. Non-monetary receipt is generated for Customer’s reference; receipt will not indicate position on the waitlist (1st, 2nd, etc.)

Waitlist Management – Remove a customer
When: A customer enrolled to the wait list, but is no longer interested in the activity and requests to be removed.
1. Click on Front Desk banner icon, or start from Enhanced Customer View (Customers icon)
2. On left navigation menu, select “Registrations” then “Waiting List Management”
3. Search for desired activity, select activity from search results
4. Click a name from the list of customers and use the icons at the top of the table to move to top, move up, move down, move to bottom, or remove, click “Submit”

Waitlist Management – Confirm activities with customers on the Waitlist
When: Recommended after registration has opened, confirm which, if any, activities have customers on the Waitlist so if spaces become available (due to cancellation or additional staffing), action may be taken.
1. Click on Reports banner icon
2. On left navigation menu, select “Registration Reports” then “Activity Totals”
3. Enter filter information to show desired activities (season, age group, etc.)
4. Modify “Options” section: Enrollment Status = Full –OR- Under Maximum + Waiting List
a. Full will show activities that are filled, Wait List activity is reflected in the Waits column
b. Under Maximum + Waiting List will show activities that overfilled during rush registration, where customers need to be called in to register off the Waiting List
5. Select Output type of PDF (default) to view only, or Microsoft Excel (Tabular Format) to analyze
6. Click “Run Report” to view report

Waitlist Management – Confirm which customers are on the Waitlist
When: Recommended before activity’s start date, when spaces become available (due to cancellation or additional staffing), customers may be contacted.
1. Click on Reports banner icon
2. On left navigation menu, select “Registration Reports” then “Roster - Brief”
3. Either "Recall/Schedule" a report definition titled "Wait List order" filtered by Center or Activity, OR follow the steps 4-6.
4. Enter filter information to show desired activities (e.g. Activity > activity number)
5. Modify “Options” section: Type of Transactions= Waitlist
6. Modify “Options” section: Sort Contents by = Entry Order (default is Enrollee Name)
7. Click “Run Report” to view report

Waitlist Management – Manage order of Customers on Waitlist
When: If a Park Supervisor would like to alter the order in which customers appear on the waitlist. This is NOT recommended.
1. Click on Front Desk banner icon, or start from Enhanced Customer View (Customers icon)
2. On left navigation menu, select “Registrations” then “Waiting List Management”
3. Search for desired activity, select activity from search results
4. Click a name from the list of customers and use the icons at the top of the table to move up, down or remove, click “Submit”
5. Waitlisted Customers with a Reserved time can only be removed, their order on the waiting list cannot be changed

Reports – Schedule a report to be sent by email
When: A report is taking a long time to display, or a report needs to be reviewed on a regular basis, it is posisble to schedule the report to be run and sent to email automatically.
1. Navigate to the desired report (Reports Home » [report section] » [report]
2. prepare filters for desired output
3. save report settings
a. scroll to bottom of page to "Save Report Definition" section 
b. enter a Report Title
c. Save
4. from Recall/Schedule report defintion list, choose Edit for row of report named in step 3
4.    Select Enable 
5.    Enter Date Range
6.    Select Fequency of email
7.    Select email “from” address from drop down (or add New email address) desired definition
8.    Enter destination email address(es)
9.    Enter subject line and body text, recommendation: in body text, add report name and purpose
10.    Select Save

Waitlist Management – Register a customer from the Waitlist
When: Space has become available in an activity and a customer on the waitlist has confirmed interest in registering for the activity.
Important Note: If after a class starts there are still customers on the waitlist, an email or other communication should be made to those customers explaining that the class is full and they will not be able to join the activity. It should also be mentioned that the waitlist will be used internally to track interest in an activity to support the possibility of offering more sessions of activities that have a high demand.
1. Search for customer in the Enhanced Customer View
2. Click “Waitlisted” link next to the activity to be registered in from under Upcoming Activities
3. From Manage Waiting List menu items, customer may be enrolled or removed from the waitlist, or the position on the waitlist be altered, Select “Enroll from Waitlist”
4. Registration process continues as a regular registration from Step 6
5. Complete registration process

NEW 12/11/14: The public-facing registration pages have been updated with a new look and feel. Highlights include:
•    Mobile version for streamlined activity registration
•    Add to cart directly from Activity Listing page
•    Wishlist button on all activities, including full items - customers can add themselves to the Wait List from the Wishlist

Park Information
When: It is necessary to know the phone number, zip code, police district, ward, etc., a spreadsheet of that data is available via a Google Spreadsheet. Incorrect data should be reported to Rachel Abajian at rachel.abajian@chicagoparkdistrict.com.

When: It is necessary to have a list of Park Supervisors and Area Managers for a set of parks, a spreadsheet of that data is available via a Google Spreadsheet. Incorrect data should be reported to Rachel Abajian at rachel.abajian@chicagoparkdistrict.com.

NEW 7/12/21: The public-facing registration pages have been updated with a new look and feel. Highlights include:
•    Responsive design for streamlined activity registration on a mobile device
•    Wishlist button is now a heart
•    Ability to use Spanish or French translations

Active Works: Another product from the Active Family, but completely separate from ActiveNet. Used to facilitate registration when the full profile is not needed, such as for events.
•    Access is granted on an as-needed basis, access is to specific events only
•    Login here:
•    A user guide may be found here
•    Use of Active Works replaces Cash Registers for special events
•    A limited number of iPads are available to borrow for facilitating event registration with Active Works