Adding and Managing Program Participants

Program Enrollment & Participant Tracking

This article details how to manage the lifecycle of a participant within the Programs module. In Memberworks, Programs are the primary "buckets" used to manage any time-bound activity requiring registration, such as camps, sports leagues, or swim lessons. The system is designed to automate eligibility checks and compliance tracking so that front-desk operations remain efficient and data remains accurate.

1. The Enrollment Logic: Automated Eligibility

When adding a member to a program, Memberworks uses a built-in logic engine to ensure the participant is placed in the correct category. All you need to is click the "add participant" button in the program lookup tab. You can also add someone to a program by navigating to the member profile, clicking the involvement tab, and then the programs sub-tab. There is a button to add manually. 

• Division Filtering: Programs are broken down into Divisions (e.g., "Ages 5-7" or "Intermediate"). The system automatically evaluates the participant’s profile—specifically their age and gender—against the program's rules.

• Visual Guidance: If a member does not meet the criteria for a specific division, the system will flag it as "Ineligible."

• System Overrides: While the system guides you toward the correct choice, staff members have the authority to override these flags if a manager approves a special placement (e.g., a child "playing up" in a sports league).

2. Program Financials: Deposits and Subscriptions

Memberworks handles program billing based on the specific configuration of the session.

• Deposit Logic: For programs like summer camps that require a deposit, the system will generate two separate invoices upon registration. One invoice is for the deposit (due immediately), and the second is for the remaining balance (due at a later date).

• Subscription Programs: Some programs are configured as recurring subscriptions. In these cases, the system will charge the first installment (often prorated) and automatically generate a future billing schedule that appears in the member’s Subscriptions tab.

• Pay Later Option: You can choose to process a payment at the time of registration or leave the balance for the member to pay later via their personal portal.

3. The "Manage Participant" Dashboard

Once a member is registered, all ongoing changes are handled through the Manage Participant button. This is your tool for handling the participant's "lifecycle" without needing to restart a registration flow.

• Moving Sessions: Use this if a member needs to change dates or locations (e.g., moving from "Week 1" to "Week 2").

  • System Logic: If the new session has a different price, the system will automatically calculate the difference and adjust the member’s invoices.

  • GL Impact: The system automatically moves the deferred revenue from the old session's General Ledger (GL) bucket to the new one, ensuring the finance team has accurate reporting per location.

• Dropping Participants: You can choose to "Drop" a participant or "Drop and Refund."

  • Dropped status: If a participant is dropped, the system automatically cancels any future unpaid invoices tied to that registration so the member is not billed for sessions they won't attend.

• Managing Add-ons: You can add or remove program-specific items (like a jersey or equipment fee) directly from this view.

4. Compliance: Automated Prerequisites (To-Dos)

Memberworks uses registration as a trigger for safety and legal compliance.

• To-Do Generation: The moment a registration is finalized, the system identifies all required waivers, health forms, or background checks tied to that program. These are automatically pushed to the member’s account as To-Dos.

• Tracking Status: You can view the status of these requirements in the Prerequisites tab of the member profile.

• Form Persistence: The system is designed to "remember" completed forms. If a member fills out a liability waiver for one program, they won't be asked to do it again for another registration unless the organization has set that specific form to "Require Full Re-entry."

5. Activity Tracking vs. Attendance

For daily operations, Memberworks distinguishes between checking into the building and participating in program-specific activities.

• Operational Logging: Use the Activity Tracking tool to log specific events, such as "Child Received Lunch" or "Participant Boarded Bus."

• Real-Time Records: Marking an activity as "Completed" creates an instant record on the member’s All Activity timeline.

• Why use it: This provides a verifiable audit trail for parents and staff, ensuring there is a clear history of a participant's daily movement and care within a program.

6. Program Placement Assessments

For programs like swim lessons where skill level is required, the system utilizes Custom Criteria or "Assessments."

• Swim Selector Logic: During the registration flow, the system may present a series of questions (e.g., "Can the child swim 25 yards?").

• Automated Placement: Based on these answers, the system will automatically restrict the registration to the appropriate division (e.g., "Stage 3"), preventing members from accidentally signing up for a class that doesn't match their skill level.