Planning Dates
With an activity there are different planning dates possible in terms of settings such as "published from" date and "subscribe from" date. So you can prepare future activities, indicate from when they may be visible to your members and from when people can register.
Publication - Visibility
A fully formatted activity then becomes visible in the activity list from a specific moment (date - hour indication). Handy to manage your activity list optimally.
Subscribe - From
Vanaf dit specifieke moment (datum – uur) zijn inschrijvingen mogelijk voor deze activiteit. Vooraf verschijnt de melding – Je kan je inschrijven vanaf <datum/uur>, nadien verschijnt de normale button om in te schrijven.
Subscribe - Up to
As of this specific time (date - hour), registrations are no longer possible for this activity. The button to register will then no longer be available.
Cancellation deadline
Any cancellation within this period, before the activity, will result in a separate email being sent - Unsubscribe Activity (Settings - Email Texts).
This cancellation period is mentioned here, possibly with indication of a cancellation fee.
The cancellation period is up to #cancel days before this activity. For late cancellation (depending on the activity and reservations made), the club reserves the right to charge a partial fee.
In case of late cancellation, this is also clearly indicated in the activity summary.
With indication of cancel days:
- [Green] - cancellation outside the Cancellation Period
- [Red] - cancellation within the Cancellation Deadline, with indication of the number of days before the activity
Deregistrations management
Management terms
Among the activities, there are a number of management terms, 2 of which need some further explanation:
- Register until: after this date you cannot register
- Cancellation Deadline: If you deregister within this time period, charges may be incurred if applicable
Unsubscribe notifications
Upon both Enrollment and Unsubscription, an automatic email will be sent to the individual - Activities Communication
There is the possibility of two notifications when unsubscribing from an activity:
And this is in relation to the Cancellation deadline (as stated on the Activity Settings)
- Notification outside the Cancellation Period
- Notification within the Cancellation Period
With here then 2 versions depending whether the Unsubscription happens outside or within the Cancellation Period.
This to then for a separate handling or a specific notification in terms of charging costs.
Use
An example makes this procedure clear. After the registration deadline (Register until) the activity is closed because you have to order the catering. However, you still let the members unsubscribe (due to illness) in order to be able to adjust the number of chairs / cover table.
If a member cancels within the cancellation period, he will receive a separate mail (Mail Texts - Unsubscribe Activity). In this you can then mention the cancellation conditions (costs, ...).
To be notified of these particular unsubscribes, you can have these emails sent specifically to the admin. This by listing an email address in the Additional Email Addresses, at the bottom of this Mail text.
