Session Duplicator tool will allow data admins to duplicate program sessions along with or with out enrollments for the next program year.
Login to Membership Portal
Select your Role like Head Coach/Team Manager/Data Administrator/Community Coordinator
Select Session Duplicator from your Role Menu
In Session Duplicator window, click Add to create Session Duplicator Header
Session Duplicator Header screen has two fields
Name – this field is header name. The default text in this field represents your Organization connected to your role. If your are Head Coach/Team Manager it will be your Club Name and if you are Community Data Admin /Community Coordinator, it will be your Community Name.
Change name of the header
Club Admins should update it by adding the session year at the end of the club name like Toronto Cricket Club – 2022-2023
Community Data Admins should add a unique name which reflects that if they are duplicating all club sessions or for some sports only like Caledon – all sessions – 2022-2023 or Caledon – 5 Pin, 10 pin, FH, Soccer – 2022-2023. To duplicate sessions for rest of clubs, community admins will create new session header and name it appropriately to reflect the clubs being duplicated in it.
Ready for Duplication – Defaulted to No, Do not Change it now.
In Session Duplicator Header screen
Click Add to add Program Session to the header record
Program Session Duplicator Detail window is opened.
Fill out all appropriate fields. Detail is provided below
Club/School Program (required) – Select Club whose session to be duplicated (community admins will see list of clubs)
Program Session (required) – Select appropriate session to be duplicated (current active session /expired session)
Start Date – September 1st of this year – (9/1/2022 )
End Date – August 31st of next year – (8/31/2023)
New Session Status – select Active (if you select New, you have to update it to Active after session duplication).
Duplicate Enrollments? select Yes, If this session is for Self-Registration, select No
Enrollment Statuses to Duplicated – Select Active if session is Active. If you think members who quit this session are also coming back in new session then select Member Cancelled status as well.
If Session is Expired – Select Expired. If you think members who quit this session are also coming back in new session then select Member Cancelled status as well.
New Enrollment Status – Defaulted status is In Progress. Keep it and approve once waivers are signed by members. Select Active only if all requirements are fulfilled
Full Rate – Enter Registration fee (you can add later)
Full Rate Start Date – same as Session Start Date – Optional
Full Rate End Date – same as Session End Date – Optional
Early Bird Rate – Optional
Early Bird Start Date – Optional
Early Bird End Date – Optional
Capacity – Optional
Available for Online Registration – Select Yes
Open For Online Registration – Select Yes if you want the session to be available on the portal immediately. If you selected No, the session will be shown on the portal after Session Start date will pass.
Hide from Self-Enrollment – Select No. Select Yes if you don’t want member to register themselves in this session yet.
Location – Optional
Schedule – Schedule of current/previous session will be duplicated which can be update later if there is any change
Program Requirements – Optional
After filling out all fields appropriately,
Click on Submit to save the changes.
Community Admins can repeat Step 2 – Add Program Session to Session Header and edit the details of session to add another club session to this Session Header
Once all sessions have been added to Session Header
Select Yes from Ready for Duplication field
Click Save & Close
Click Ok to the pop up window
Session Duplicator Header will show Duplication Status Open
Use the Refresh button on the bottom right of the Session Header grid to check the progress
Now Duplication Status shows In Progress.
The duplication job will take at least several minutes to run, depending on the number of enrollments to be duplicated. Very large duplications can take 10 – 15 minutes to run.
keep checking Duplication Status
When complete, the Duplication Status will change to Complete