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Section 12 – Online Bundle Integrating Jackrabbit with your Website

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					EZCARE ONLINE
Online Registration: Integrating EZCare
Online with Your Website




                March 31, 2011
                                         Table of Contents
ONLINE REGISTRATION: INTEGRATING EZCARE ONLINE WITH YOUR

WEBSITE .................................................................................................... 5

  Overview .................................................................................................................. 5

  Considerations for Online Registration .......................................................... 5

     Benefits of Online Registration for your Organization........................... 6
     Customization and Flexibility ........................................................................ 6
     Accepting Payments Online as Part of What you Offer ......................... 6
     The Option of “easing into” Online Registration. .................................... 7
  Electronic Signature on Web Registration Form ......................................... 8

  How can you e-file Registration Confirmations for existing? ................. 8

  What Customers see online ............................................................................... 9

  Great Examples of Online Registration ....................................................... 12

  Obtaining your Organization ID....................................................................... 12

  Holding Priority Registration for Active Students .................................... 13

MODULE 1: CLASS LISTINGS TABLE - REAL TIME ON YOUR WEBSITE13

  Inserting the Class Listings Table onto your website ............................ 14

  Sorting, Filtering and/or Hiding columns on the Class Listings Table 15

  Showing a Class Listings Table SPECIFIC to a location ........................ 17

  Ensuring Classes Display on the Class Listings Table ........................... 18

  Adding a Register Link to the Class Listings Table ........................................... 19

  Having Full classes show on your Class Listings Table ......................... 20

MODULE 2: CLASS WEB REGISTRATION – “REGISTER NOW” LINK –

THE WEB REGISTRATION FORM. ........................................................... 20

  How Web Registration Works – Work flow .................................................. 21

  Customizing your own Web Registration Form................................................... 22
                                                              2
 Example of Web Registration Form ............................................................... 22

 Changing your Web Registration Form Master Settings ........................ 22

 Auto-Posting Registration Fee options: ............................................................... 25

 Scheduling Options............................................................................................. 26

 Modifying Field Labels and Implementing “Required Fields” ............... 28

 Adding and Modifying your Registration Form Agreement Text .......... 29

 Making Use of the User Definable Fields .................................................... 30

 Adding your Logo to your Web Registration Form .................................... 30

 Class Requirements: Getting Classes to Show on Web Reg Form .... 30

 Using Age and Gender as Filters on the Web Registration Form ........ 31

 Tracking Google Analytics ............................................................................... 31

 Changing Cat labels on your Web Reg form Class Searches ................ 32

 Adding a Web Registration Link to your Website ..................................... 32

 Hiding Columns on your Web Registration Class Search ....................... 34

 Adding a Location Filter to Web Registration Class Searches ............ 35

 How your Customer Completes the Web Registration Form ................. 36

 How can you e-file Registration Confirmations for existing? ............... 36

 Your Customer’s Confirmation Email ............................................................ 36

 Viewing the Registration Form once registration is complete ............ 37

 Tracking your Web Registrations (2 ways) ................................................. 38

 Updating of EZCare Online Records or Creation of Duplicate Records38

 Merging Duplicate Records .............................................................................. 39

MODULE 3: CUSTOMER PORTAL VIA YOUR WEBSITE ......................... 39

 Setting up Your Customer Portal ................................................................... 39

 Suggested Practice ............................................................................................ 42

 Changing the Customer Portal Heading: ..................................................... 42
                                3
Hiding Class Search Fields seen within the Portal .................................. 43

How Customer’s Register through the Portal ............................................ 43

Age and Gender Filtering for the Portal: ...................................................... 44

Preventing Problem Accounts from Registering ....................................... 44

Allowing for Priority Registration: ................................................................. 44

Important Fields to check BEFORE activating your Portal ................... 44

Inserting the Portal Link onto your Website............................................... 45

Payment Options for Customers in the Portal ........................................... 45

Setting Customer Access to the Portal – Family Contact Record ...... 46

Instructions for your Customers to access the Portal ............................ 46

Having existing Customers “re-agree” to Policies ................................... 47

Displaying Policies Upon Each Registration .............................................. 49

Troubleshooting the Portal – Customer claims they cannot Access . 49

Confirmation Emails and Notifications from the Portal .......................... 50

Updating the NEWS tab in your Customer Portal ..................................... 50

Sending a PRIVATE message to one family via the Customer Portal 50

Portal Messages .................................................................................................. 51

Viewing Portal Activity ...................................................................................... 51




                                                        4
Online Registration: Integrating EZCare Online with Your
Website


                 Integrating with your Website

Overview
EZCare Online has had great success with the online registration feature since 2005 with
over 300,000 online registrations. EZCare Online has total flexibility and powerful options to
allow our clients (schools/studios/centers) to control what their customers can view and edit
online. We also have extensive alerting and reporting regarding online customer activity.

EZCare Online‟s flexibility and progressive features allow customers‟ to either: gradually roll
out online registration or aggressively debut all the features in one day. Some customers
take months to conservatively offer online features successfully. Alternatively, other
customers‟ have “flipped the switch” at 6am and receive over 1000+ registrations in the
first day for several locations.

EZCare Online‟s Online Registration features allow an organization to go completely
paperless for registration. We have never had a customer turn off the online registration
capabilities, once they started using it! It is a win-win for everyone!



Considerations for Online Registration
Actual “Online registration” is the ability to register through a customized registration form
that is integrated with an enrollment database. Upon completing a registration form, your
client is allowed to view the enrollment database itself to make choices. It is important that
this database be comprehensive and contain information that allows your clients choices,
such as availability, times, session information, instructor‟s, age requirements, etc.
Additionally, the Registration form itself should be customized to allow you to discern the
best placement of your client.

A Detailed and Effective Online Registration should:
    Allow the retrieval of student and parent information without having to re-enter it
    Display comprehensive information about a session and what is offered and allow
       time to review it. A customized form and database to allow your organization to
       discern its‟ clientele.
    Know and Understand the Availability of a certain class or session of classes
    Allow people to Pay a deposit and/or the full fee
    Transmit information back to the enrollee that the online registration has been
       successfully completed.

                                               5
Not all online registrations do this! A printable PDF document is NOT online registration. A
simple online form that generates and email re-iterating what was entered and no
integration with an enrollment database is NOT online registration! These two options are
comparable to making a dinner reservation and not being sure you‟ll have a table to sit at.


Benefits of Online Registration for your Organization

The primary benefit of Online Registration is to make it quick and easy for people to register
with your organization while at the same time, dramatically reducing the work involved for
you and your staff. Additional benefits are that the process can:

      Eliminate the need for handwritten forms and the allow participants to complete all
       information themselves
      Encourage PROMPT registrations giving your organization an immediate window to
       possible enrollment
      Reduce extraneous costs such as postage and paper
      Present a Professional and efficient image for the processes of your business
      Provide immediate information on enrollment and capacity.
      Provide immediate and important information on marketing efforts.


Customization and Flexibility
Not every organization offers the SAME type of classes ALL The time. Times can change,
enrollment criteria can change, dates can change, session lengths can change. Online
registrations, combined with an enrollment database give you the flexibility to change the
information that is presented to your clientele. EZCare Online‟s Online Registration Form
and enrollment database are modifiable and customizable. Much of the information on your
Registration form is controlled by you and can be modified at any time.


Accepting Payments Online as Part of What you Offer
You do not have to offer the ability to pay online as part of your registration process. But
since most organizations require at least a deposit or partial payment, it usually makes
sense to offer this. (See the E-Commerce Guide for more information on this). It is
important to understand Security in this process and ensure that all bank account and
Credit Card information is both encrypted and password protected. EZCare Online adheres
to all rules of the Card Holder Information Security Program (CSIP), to ensure that your
clients and are their information is protected.

Through the Customer Portal, EZCare Online also allows you to collect subsequent payments
from your clients. This is their own personal access to their account and allows payments,
enrollment changes, news updates and account changes.




          EZCare Online‟s Registration feature is NOT a shopping Cart Style checkout system.
It will summarize the transaction to the customer and to you and confirm this in an email.




                                              6
The Option of “easing into” Online Registration.
If you have concerns about implementing online registration, you can start by only showing
real-time schedules online and then proceed, by gradually turning on online registration for
a few of your beginner classes. Additionally, there are several features in the software that
prevent students of the wrong age or gender from signing up for the incorrect classes.

Keep in mind, many of our more progressive customers jump in aggressively with online
features and have had great success. With over 300,000 registrations, our software is super
easy-to-use for your customers and does a great job of support all the internet browsers, so
your customers do not experience technical issues. If you want to see some of our client‟s
websites‟ just email support!

Going Paperless
Some people are concerned about “going paperless”. Our software abides by the
Electronics Signatures Act signed in 2000 which considers online submissions binding.

To access this act, please go to the following:
http://www.nrwa.org/2001/publications/articles/ElectronicSignatures.htm.

We recommend that you confirm procedures with your insurance agent and attorney. The
email notification with time and date stamp falls under the criteria of the Electronic
Signatures Act mentioned above and allows you to consider online registrations binding.

This allows you to head towards Going Paperless! No more binders with vast arrays of
paper and lots of time saved!


Implementation Hint

The most important way to insure a successful roll-out of this feature is to have several of
your customers (both the technically challenged and high tech) go to your website with NO
training and see if they can easily navigate to and use the online registration features. This
process should be repeated often to make sure that both new customers and existing
customers do not get so frustrated that they leave the website.


Begin Integrating Online Registration with your Website
Online Registration consists of 4 modules which allow you to integrate parts of your EZCare
Online database with your Website. The Web Registration Form, Events Registration
Calendar and Class Listings table all allow customers to see your class schedule and register
for them. Additionally, the Customer Portal allows existing customers to login to their
private account and view/change enrollment, account information, etc.

In order to integrate these modules with your website, EZCare Online provides you with
HTML that is placed into your web page. If you are not familiar with how to do this, you
may need to contact a Web Developer* to assist you with this. The EZCare Online Support
Team is not familiar with the web development portion of this integration. They are willing
to assist but may have limited knowledge.

The 4 online registration bundle modules are:

      Class Listings in real-time on your website.

                                                7
      Web Registrations for classes via your website.

      Event Registration via your website.

      Customer Portal for your customers.




        *If you are unable to locate a Web Developer, our EZCare Online Support staff can
suggest a 3rd party website development company.




                       Online Bundle Flow (Event Registration not depicted)


Electronic Signature on Web Registration Form
The web registration online form requires a Full Name to be entered by the person agreeing
to the Legalese. If you require portal users to agree to the Legalese when enrolling in
classes, a Full Name is required there also.



How can you e-file Registration Confirmations for existing?
There is a “transition” period where NEW customers have a copy of their registration form
and legalese acceptance viewable on their family page and older customers do not. You
cannot scan paper registration forms into Jackrabbit so it is necessary to keep those paper
copies on file OR have existing clients Fill out the QUICK REGISTRATION FORM from within
the database. This can be achieved by having a “station” set up in your lobby for a period
of time.

All registrations done from within Jackrabbit can be viewed from the FAMILY – MISC tab.
Only Quick Registrations that sent an email confirmation can be viewed here. If there is no
email confirmation sent, then a copy is not stored in Jackrabbit.
                                                8
NOTE: Make sure when families fill out the Quick Registration form – they select the proper
LOCATION and enter Address info, etc exactly to avoid the creation of duplicate families.



What Customers see online
EZCare Online‟s Online bundle is designed in such a way that you can choose to use all or
just part of the features. Here is an “overall View” of what your Clients would see if you
integrated all of EZCare Online‟s features into your website. Remember, each website is
unique and it is your web developer who can add “flair” to your integration.

Here is an example of a great website. From the home page 3 of EZCare Online‟s interfaces
are offered: Class Listings Table, Customized Registration Form and Customer Portal.




      If they select Register they are brought to the Class Listings Table. The table is
     customizable and can have the Register link next to each class which launches the
                                      registration form.




                                             9
If a Customer selects the Register Link OR the Registration Link at the top of the Home
page of the website they are brought to your own personal Registration Page (see next
                                         page)




                                          10
11
                       This Registration Form is Highly Customizable.

If you have Existing customers and want them to be able to enroll in classes (with or
without priority registration), pay account, modify their information, see company news,
they login to the Customer Portal. The Portal can be accessed from the Red Link at the top
of your Registration Form OR through its own link on your website.




The Customer logs in with their email address and a personal password that is generated
from the “I don‟t know my password” link. Here is a glimpse of what they can see and do.




Great Examples of Online Registration
We have many clients successfully utilizing either all or parts of the Online Bundle. Here are
some websites you should check out to see EZCare Online “in action”. Keep in mind that
each site hires their own web developer to create the look of their website, at the same time
implementing EZCare Online to meet their specific needs.

Please contact Support if you would like some example websites!

Obtaining your Organization ID
For both Web Registration and Class/Event Opening implementation, you will need your
EZCare Online ORGANIZATION ID.



                                             12
        Action –> go to TOOLS – Web Registration – Listings

      From the left hand menu select: WEBSITE CLASS LISTINGS.

      Document your Organization ID.




Holding Priority Registration for Active Students
EZCare Online allows you to hold priority registration through the Customer Portal where
only students who are currently ACTIVE in your database can re-enroll before new or non-
active students. See the Customer Portal and Web Registration Settings section of this
guide.


Module 1: Class Listings Table - Real Time on your
Website
The Class Listings Table provides you with a real-time dynamic snapshot of the class
Listings on your website. This option allows you to show a table of your classes and provide
a Registration link to each class. The Web Registration form is designed by you and opens
when the Class Registration link is selected. If you do not use the Class Listings table, your
website will only have a Register Here link to allow the registration form to be opened.




         The Class Listings table can be modified to include or exclude columns.



                                              13
Inserting the Class Listings Table onto your website

Starting Steps:



         Action –> go to Web Registration – Listings
    From the Left hand Menu select Website Class Listings.




    You will see the following text: “You have the ability to show the real-time Listings on
    your own organization's public website. This is performed by taking some HTML code
    from EZCare Online and embedding it in one of your own web pages.”

    The sample HTML code shows how to control which classes are displayed and what
    columns are displayed. You have the ability to:

       Sort on any number of columns.

       Hide any columns.

       Filter which classes are shown based on: Location, Cat1, Cat2, Cat3 and Session.




             You MAY need to CONTACT a WEB DEVELOPER to paste the HTML into your web
    page to complete this implementation. If you are unable to locate a Web Developer,
    EZCare Online support staff can suggest a 3rd party website development company.




!    By clicking on the Sample Listings Link (as shown above), you are presented
with a LIST of possible code to create your Class Listings Table.


       Select the Sample Listings Page link (shown above). 13 samples are presented.
        The initial 4 samples determine the STYLE of your Table. You will notice the HTML
        code is different for each option. ** See below for filtering, sorting and hiding
        columns on your table**

       Examples presented are:

                                              14
       Examples #1, #2, #3, #4 are basic Table Formats
       Examples #5, #6 and #7 explains how to FILTER your table*
       Example #8 explains how to HIDE COLUMNS on your table*
       Example #9 explains how to SORT
       Example #10 explains how to Filter, Hide and Sort the table
       Example #11 Allows you to add style to your Headers
       Example #12 Allows you to modify whether or not you show Full Classes by location
       vs. the global setting described in other areas of this guide
       Example #13 Allows you to modify the style of Class Names


      Take the HTML Javascript code for the option you want and copy & paste the line into
       the body of the appropriate web page on your website. To get all classes with no
       filtering or sorting you can use this sample HTML: <script type="text/javascript"
       src="http://app.jackrabbitclass.com/Listings.asp?id=####"></script>




                Replace the “####” in the above code with your organization‟s ID number!
       (Please see “Obtaining your Organization‟s ID Number” earlier in this document.)


      The above coding requires Javascript. If you are unable to use Javascript in your website,
       we provide an alternate method where the classes display in a new window from a link.
       Go to Tools>Website Registration>Website Class Listings to see the Alternate Direct Link
       Method, or contact Support.

      Ensure that each of your CLASSES has been set up to appear on the Class Listings
       Table – see below.




Sorting, Filtering and/or Hiding columns on the Class
Listings Table

As mentioned above, EZCare Online has provided the code for you to create your Class
Listings Table. The code you select will determine the style of your Class Listings Table.

Additionally you have the ability to sort by any number of columns, hide columns, Filter
which classes are shown based on: Location, Cat1, Cat2, Cat3 and Session.

By scrolling past the list of Class Opening Table Samples, code is provided on how to modify
the specific Class Listings Table you create.

To Modify the Class Listings Table once you have selected the style of table:




        Action –> go to Web Registration – Listings
   From the Left hand Menu select Website Class Listings.



                                               15
Click on the Sample Listings Page Link as seen below:




        Please note that below these examples are criteria that allow you modify
the look of your class Listings table!


      Examples #1, #2, #3, #4 are basic Table Formats
      Examples #5, #6 and #7 explains how to FILTER your table*
      Example #8 explains how to HIDE COLUMNS on your table*
      Example #9 explains how to SORT
      Example #10 explains how to Filter, Hide and Sort the table
      Example #11 Allows you to add style to your Headers
      Example #12 Allows you to modify whether or not you show Full Classes by location
       vs. the global setting described in other areas of this guide
      Example #13 Allows you to modify the style of Class Names


*Class Listings columns displayed that can be hidden using "hidecols" are:

 Class - Name of the class.
 Description - Description of the class.
 Days - Days the class meets (ex. Mon,Wed,Fri).
 Times - Start time-End time of the class (ex. 4:30pm-5:30pm).
 Gender - Either Female, Male or Both.
 Ages - The min-max age range for the class (ex. 4-7).
 StartDate - Date the class starts (ex. 1/2/06).
 EndDate - Date the class ends (ex. 3/12/06).
 Session - Session of the class (ex. Fall 2005 or Dec. 2005)
 Tuition - Tuition Fee for the class.

Example URL parameter: &hidecols=Gender,Ages,Tuition

*Class Listings columns not normally displayed but can be displayed using
"showcols" are:

 Location - Location (physical location, school department, etc).
 Cat1 - Class Category1.
 Instructors - List of Class Instructor name (up to 4).
 Duration - Class duration such as 1 hour, 30 min, etc.
                                             16
 Room - Class room.

Example URL parameter: &showcols=Cat1,Room

*Class Listings column names available for Filtering classes are:

 Loc - Location abbreviation for the classes such as "JRT".
 Cat1 - Your Class Category1 value such as "preschool" or "Afterschool".
 Cat2 - Your Class Category2 value such as "3 year olds" or "Teens".
 Cat3 - Your Class Category3 value such as "1Mon" or "Team".
 Session - Class Session such as "Fall 2005".
 Gender - Gender of the class such as "Female".

Example URL parameter: &loc=JRT&cat1=Cheerleading

*All column names that can be used for sorting your classes are:
 Loc - Location abbreviation for the classes such as "JRT".
 Cat1 - Your Class Category1 value such as "preschool" or "Afterschool".
 Cat2 - Your Class Category2 value such as "3 year olds" or "Teens".
 Cat3 - Your Class Category3 value such as "1Mon" or "Team".
 Session - Class Session such as "Fall 2005".
 Gender - Gender of the class such as "Female".
  StartTime - Starting time of the class.




         If you have special needs for your website, please email us.




Showing a Class Listings Table SPECIFIC to a location

(or Category 1, 2, 3, session, gender, start time)

If you have Multiple Locations – you can filter your Class Listings Table to show only classes
from ONE location. Per above when selecting the 13 samples of HTML presented. At the
bottom of these samples (see * above). The examples from this section are copied here:

Class Listings column names available for Filtering classes are:
 Loc - Location abbreviation for the classes such as "JRT".
 Cat1 - Your Class Category1 value such as "preschool" or "Afterschool".
 Cat2 - Your Class Category2 value such as "3 year olds" or "Teens".
 Cat3 - Your Class Category3 value such as "1Mon" or "Team".
 Session - Class Session such as "Fall 2005".
 Gender - Gender of the class such as "Female".
Example URL parameter: &loc= your location code here &cat1=Cheerleading

NOTE:
If you filter your Class Listings Table by Location, you should also have your Web Registration Classes
sort by location. See: Adding a Location Filter to Web Registration Class Searches later
on in the Web Registration Section of this guide.

                                                  17
Ensuring Classes Display on the Class Listings Table


     Action –> from the Red Menu Bar – Classes – List All
Classes – Class Name OR from the global Search window – enter the class
name.

For a class to display on the Class Listings Table, it must have the following completed on
the CLASS page:

       Listings are 1 or more.

       Status = ACTIVE or FUTURE (not Inactive, Completed or Terminated).

       Allow Web Registration = YES.

       Display on Website = YES.

       Current Registration Start Date = the date you want the class to appear on your
        website (if you have set a “future” date, those classes will not appear UNTIL that
        date).

       End Date of the class has not passed or is blank (if the class end date has passed,
        the class will not appear on the website because the class is over).




                                              18
Adding a Register Link to the Class Listings Table

You have the ability to add a Register link next to classes displayed on the Class Listings
page. The Register link is displayed in the first column of the table for each class that allows
Website Registration (setting on Class page).




When this link is clicked, the Online Web Registration form is opened (see set up in sections
below) with the first class of the first student populated with the appropriate class. This
streamlines the class registration process for online users by eliminating the need to go to
the Online Registration page first and then select a class from the "Search Classes" link on
the registration page.

IMPORTANT:

If you want the register link to show next to your Classes on the Class Listings table, you
must have the Show Register on Listings setting, set to yes. This is found under Tools –
Web Registration – Class Listings – Settings.

Please see the Web Registration Section further in this User Guide for specifics on
you Web Registration Form set up.


                                               19
        Action –> go to TOOLS – Web Registration – Listings

      Select the SETTINGS option on the left-hand side.

      Scroll toward the bottom and select the option Show Register Link on Listings = NO
       (default = No) and change it to YES.




          The other fields on the Web Registration tab are for the Web Registration form
itself, not the Class Listings Table. This is the only field that changes the on Class Listings
Table.



Having Full classes show on your Class Listings Table

You have the ability to control whether or not FULL classes show on your Class Listings
Table.

To set this feature:




        Action –> go to TOOLS – Web Registration – Listings

      Select the Settings option from the left hand menu.
      Scroll down until you see the the option Show Full/Completed Classes on Listings
      Select yes or no and save your changes.


* These two settings directly affect the Class Listings Table.




Module 2: Class Web Registration – “Register Now”
Link – The Web Registration Form.
Web Registration for your website allows you to create a customized Web Registration Form
using the EZCare Online Template and insert a REGISTER HERE link. This allows your
customers to fill in all their information online and search for classes to register in.

This provides convenience for your clients to register at any time, day or night. Because
they are completing the registration process, this frees up your staff to carry out other
tasks.

                                               20
Consideration: Before going forward with this module, please consider that the Web
Registration Form link described here has a different SEARCH CLASSES table than the Class
Listings Table discussed in Module 1. You are not required to use both Modules and may
wish to only implement the Class Listings Table.



How Web Registration Works – Work flow


      STEP 1: Enrollment
By clicking the Register Now link on your Website customers are brought to your Web
Registration Form. All areas of customer information in your EZCare Online data base are
completed: Family Info, Contact Info, Student Info and Billing Info. Upon completion of the
Web Registration form an Email is sent to both YOU and the CUSTOMER.



      STEP 2: Email Confirmation
EZCare Online will send 2 emails - An "Alert" to you the organization and a "Confirmation"
to the Customer. You must have an email entered in the in the "Notification Emails" field.
This field is used as the "From"/"Reply To" for the "Confirmation" sent to the
parent/registrant – See the Settings Page under Tools – Web Registration & Class Listings.



      STEP 3: Posting Fees
The option of having EZCare Online Post the Tuition Fees to a family‟s account is yours. It
is important to understand that EZCare Online CANNOT apply discounts through Web
Registration and therefore the full balance of tuition is POSTED (not charged) to the families
account.

Alternatively, if you choose not to have the Fees post automatically, you can post the fees
to the family and at that time apply discounts.




          At this time ONLY tuition fees are posted by EZCare Online. Other fees, such as
registration fees cannot be automatically posted. You may want to add a TEXT box
explaining that a registration fee will be charged upon enrollment. Make this box one of the
“required” fields that people must check when completing their registration form.



      STEP 4: Obtaining Payment
If you are using e-Commerce with EZCare Online you will use the EPAYMENT button to
initiate the charging of the credit card for the balance due.

If you are NOT using e-Commerce with EZCare Online you will take your payment (cash,
credit card, etc) and use the PAYMENT Button to create a Payment transaction linked to
the fees you created. (See “Payments” in the Accounting Section.)
                                              21
        Payments are NOT automatically posted to a Family when they register. All
payments are initiated by you. This feature is not available in EZCare Online.


Customizing your own Web Registration Form

EZCare Online has designed the Web Registration form in such a way that your
administrator can easily control and edit it from within EZCare Online. Any changes you
make and save here are immediately seen on the registration form. Your clients will never
know they are actually on a EZCare Online form because we hide the web address on the
registration form and your logo can appear on the form.

Hint: Review the “Getting Started” on the Web Registration – Class Listings page.




        Action –> TOOLS – Web Registration – Listings
From the Table of Options on the left hand side of the screen, select the Getting Started
option and review it before beginning to set up your Web Registration Form.


Example of Web Registration Form
To view the Basic Registration Page for your organization before or after you make changes
to it, perform the following Action:




        Action –> TOOLS – Web Registration – Listings

      From the Left Menu select: Registration Form Link.

      Click on the “Click here to Register” Form Link.

      The Basic Registration Page will display on the screen.

Changing your Web Registration Form Master Settings
This is an important area in your overall Web Registration functionality. These settings
control more of the operational settings of your Web Registration Link than do the field
settings on your Web Registration page.




        Action –> TOOLS – Web Registration – Listings
      From the left Menu select: Settings.

      You are presented with the following Screen:


                                              22
                                                                                 Items that
                                                                                 can be
                                                                                 modified on
                                                                                 this screen
                                                                                 are:

                                                                                 Confirmati
                                                                                 on Text:
                                                                                         This
                                                                                 text is
                                                                                 displayed to
                                                                                 your
                                                                                 customer
                                                                                 after the
                                                                                 form is
                                                                                 submitted.
                                                                                 Typically,
                                                                                 this text
                                                                                 would
                                                                                 include a
                                                                                 'Thank you'
                                                                                 along with
                                                                                 additional
                                                                                 instructions
                                                                                 or guidance.

                                                                                 Email
                                                                                 Confirmati
                                                                                 on Text: In
                                                                                 the email
                                                                                 confirmation
                                                                                 sent to the
                                                                                 customer (if
                                                                                 email was
                                                                                 provided
                                                                                 and is valid),
                                                                                 this text is
                                                                                 placed at
                                                                                 the top of
email Confirmation. Typically, this text would include a 'Thank you' along with additional
instructions or guidance.

Notification Emails: Registration email alerts will be sent to your staff at the email
address specified. Multiple addresses can be entered and separated by a semi-colon.

Listings Settings:

Ability to enroll in a class: By turning this to NO people can REGISTER but not enroll in
classes. This affects ALL classes that have allow web registration and display on web set to
yes on the class page.


                                              23
Show Register Link on Listings*: On the Class Listings table if a class has Listings
available a Register link bringing them to the web registration form will be displayed.

Show Full/Completed Classes on Listings*: Should Full or completed classes show on
your Class Listings Table?

* These two settings directly affect the Class Listings Table NOT the Web Registrations Class
Search.

Class Search/Filter Settings:

Category Label Overrides: This changes the Category Labels in your database so that
Parents can have things defined differently by these labels.

Scheduling Options: please see the SCHEDULING OPTIONS section in the next
section of this guide.

Require Class Enrollment: Are students required to enroll in a class in order to register?

Search Classes Gender Filter: When the gender filter is selected this will identify classes
with the matching gender field.

Search Classes Age Filter: When the student‟s birthdate is entered the age must match
the age field on the Class Page.

Credit Card e-check (bank draft) settings:

Credit Card Required: You can require a Credit Card during registration or make it
Optional.

Credit Card Types Accepted: Select the types of credit cards handled by your Merchant
Account. Depending on what YOU select an icon will show on your registration form as to
what credit cards you accept:




Accept e-check/Bank Draft: If you accept e-checks or bank drafts, you can turn on this
feature allowing the client to enter the information here.

Post Class Tuition Fees - The Class Tuition Fee will only be posted to the account (credit
cards are NOT charged). Please note that EZCare Online cannot apply Discounts from Web
Registration Fees posted by online Web Registration.

Colors and Fonts:

Reg Form Background Color: Click on the crayons to select a background color for your
registration form

Field Labels Font, Field Labels Font Size, Field Label Font Color, Legal Text Font
Color




                                             24
        This only relates to ACCEPTING the information. If the e-commerce portion of
EZCare Online is not active, you cannot process credit cards. Credit cards are NOT
automatically charged upon registration.




          Discounts cannot be applied through Web Registration at this time. You may want
to include a required text box, explaining that discounts will be applied by you once the
registration form is received. You will then apply a credit to the EZCare Online Transaction
page of the family that enrolled. In order to ensure you receive the registration amount in
full, keep the Post Class Tuition Fees feature “on” and adjust the discounts once you receive
the confirmation email.




Auto-Posting Registration Fee options:

Post Registration Fees: Yes/No
Do you want Registration Fees to Automatically Post?

Always and family – 1 time for the family
Always and Student – 1 for each student (registrant) regardless if they enroll
Enrolled and Student – 1 fee per enrollment if multiple enrollment then multiple fees
Enrolled and Family – 1 Family Fee (because a family cannot enroll)

Post When: Always/Enrolling in a Class Only
Should all registrants have an annual fee post or only those who actually enroll in a class?

Post Fee Per: Family or Student
Will the Fee Post for each Student Registering or one time for the Family

Registration Fee:
What is the Fee that should be posted either per student or per family?

Second Student Fee:
If posting Per Student should the second Student have a different amount posted?

Transaction Details to Post (Which details appear on the Transaction Record):

Transaction Type: Assign the Transaction Type that should be posted.

Transaction Sub Type: Assign a Transaction Sub-Type to be posted on the Transaction.

Session: Assign a consistent Session Value that will be post on ALL Posted Transactions.*
*see additional/Alternative value below

Category 1: Assign a Category 1 value to the Transactions for proper Revenue Recording.

Use 1st Class Session Value:


                                                    25
This is primarily used when you have concurrent sessions available for Registration.

This value only works when you Post Fees PER STUDENT. This setting determines that
instead of the Session Value (above), the Session Value of the FIRST class that is registered
for is used. If YES, you must have Post Fee set to STUDENT. This means that when
someone registers, the Session value on the Class Page (and registered for) will determine
the session value marked on the Registration Fee(s) posted. The First Registration
determines the same value for any subsequent registrations. If you use this feature and
your Fees are set to post per FAMILY then the default SESSION value (above) is used.

Scheduling Options
There are 3 options available to control “how” clients register for a class:

Option 1 – Do Not Auto Enroll – By Request Only. This means clients can REQUEST classes, but are
not automatically enrolled. This CHANGES the Class Search area on the Web Registration Form to say:




The notification e-mail to the client and to your organization is also change:




Option 2 – Require Class and Template

This option is for organizations that want to allow parents to register/enroll for classes, but
forces them to SELECT a valid Schedule Template For that Class in order to fully register.
The client must select a schedule not times.



!   You must have valid Schedules created in order for this to work properly. Please refer to
the EZCare Online Getting Started User Guide for this.                   Classes must have a schedule
                                                      26
ASSIGNED to them. If they do not have a schedule assigned, clients are NOT
enrolled – they are only requesting a class as in Option 1. This is to protect the
organization from over enrolling as they do not “know” which schedule to put the
child in. It is therefore important to have “some/generic” template assigned to
each class.


Families still SEARCH classes from the Web Registration but once a class is actually
SELECTED, it forces them to choose a schedule for that class. Note the screen shot below.
Age and Gender Filters still happen first.

After selecting a class:




Option 3 – Require Class, Template Optional, Pick Times
This allows you to open up registration for Parents and allow them to pick and chose what
times their child attends.

Once the parent selects the SEARCH classes button they are presented with this screen:




They can enter their times here, or choose a template and click SAVE. They cannot click
save unless they have entered a start date.

Clicking SAVE does not CREATE a schedule. The schedule does not get saved until the
Registration form is submitted as usual and then once they have submitted the schedule,
they get a confirmation “schedule Entered” message. Once they SUBMIT the request, the
enrollment AND the Schedule will be created with the times specified.




                                            27
Modifying Field Labels and Implementing “Required Fields”
On your Web Registration Form you have the ability to Rename the Text Box labels, choose
which fields you want to be “Required Fields”, and which fields you want to be “Hidden
Fields”. Choosing “Required” causes an asterisk (*) to be displayed next to the field.
Choosing “Hidden” will keep the field from displaying on the screen.




        Action –> TOOLS – Web Registration – Listings
From the Menu on the left select Field Labels/Hidden/Required. You are met with the
following screen. It is a good idea to look at your sample registration page before and after
you have changed these fields to see where they apply:




        It is a good idea to ensure your Registration Form Text/legalese explains the option
you have selected, especially if you will CONFIRM registrations after receiving them and
reviewing them.




                                             28
Adding and Modifying your Registration Form Agreement
Text
On your Web Registration Form there are text boxes which can provide information to your
customers. Commonly these boxes are used for Policies and Procedures implemented by
your organization such as Release of Liability, Missed & Cancelled Class Policies, etc. These
boxes can contain ANY information and can be relabeled. This is your opportunity to
provide useful information to your clients.

To change these boxes on your Web Registration Form:




        Action –> TOOLS – Web Registration – Listings

      From the Menu on the left select: Agreement Text (Legalese).

      You are presented with the following screen on which you enter your information:




                                             29
         You can only have 1 set of Agreement Texts. If you have several programs and
wish different text for each this is not yet possible.

Making Use of the User Definable Fields
The User-defined fields (5 per family, 5 per student) can also appear as fields on your
Registration form. They can be made required or optional, and values entered will be
recorded and included on Email confirmations. Go to Tools-Website Registration-Listings and
click on the link "Field Labels/Hidden/Required".

Adding your Logo to your Web Registration Form
If you set up your Logo when you initially created your database, it will automatically
appear on your registration form. If not, see User Guide - System Administration Tasks
section to add it to your Web Registration form now.

Class Requirements: Getting Classes to Show on Web Reg
Form
For a class to display on the Web Registration, the following information must be completed
on the CLASS page:

      Listings are 1 or more.

      Status = ACTIVE or FUTURE (not Inactive, Completed or Terminated).

      Allow Web Reg = YES.

      Display on Website= YES.

      Current Reg Start Date = the date you want the class to appear on your website (if
       you have set a “future” date, those classes will not appear UNTIL that date).

      End Date of the class has not passed or is blank (if the class end date has passed,
       the class will not appear on the website (because the class is over).




                                             30
Using Age and Gender as Filters on the Web Registration
Form
You have the ability to use Age or Gender as a way of filtering which classes display for the
person registering. If either or both of these features are active only classes for the right
gender or age group will appear.




        Action –> TOOLS – Web Registration – Listings
      Select the settings option on the left hand side.

      Scroll to the Search Class Gender Filter and/or Search Class Age Filter - set to YES.

      Save changes.



Tracking Google Analytics
Jackrabbit allows you to track Google Analytics. Use Google Analytics to learn which online
marketing initiatives are cost effective and see how visitors actually interact with your site.
Make informed site design improvements, drive targeted traffic, and increase your
conversions and profits.

To Track Google Analytics:


                                               31
   1. From the TOOLS menu – Select Web Registration & Class Listings

   2. Select the Settings Option

   3. On The Settings Page – enter your Google Analytics Profile/Property ID

   4. Save Changes

Changing Cat labels on your Web Reg form Class Searches
Where the Category1-3 fields are visible to Parents/Students searching for classes (via Web
Reg and Portal), you can re-label these fields such as "Program" or "Level".

Prior to Changing the Category Label Overrides, Class searches look like this:




After Changing the Names the Category Labels appear as this:




To change the Category Label Fields:




        Action –> TOOLS – Web Registration – Listings
      Select the settings option on the left-hand side.

      The 3 Category fields are listed and are blank.

      Enter new Category labels and Save.




Adding a Web Registration Link to your Website
To add the web registration link to your web site, copy the sample HTML code to your
website. When clicked, the web registration link will open to the Registration Form.




         You MAY need to CONTACT a WEB DEVELOPER to paste the HTML into your web
page to complete this implementation. *If you are unable to locate a Web Developer, our
EZCare Online Support staff can suggest a 3rd party website development company.
                                              32
        Action –> TOOLS – Web Registration – Listings
      From the left hand menu select: Registration Form link.

      Paste the sample HTML code on your website.

      Below the blue Sample Registration Form link you will see a sample Registration URL
(URL to Link to your Reg form: https://app.EZCare Onlineclass.com/reg.asp?id=####).


See below for the Code to put the Register Now Link on your website:




Example HTML code:

<a href="javascript:var regwin=window.open('https://app.EZCare
Onlineclass.com/reg.asp?id=####&hc=3,6', 'regform',
'toolbar=0,width=800,height=600,resizable=1,scrollbars=1,status=0');">Click here to
Register</a><a href="javascript:var regwin=window.open('https://app.EZCare
Onlineclass.com/reg.asp?id=####&hc=3,6',
'regform','toolbar=no,width=800,height=600,scrollbars,status')">clickheretoregister</a>




         The “####” above should be replaced with your organization‟s ID number!
(Please see “Obtaining your Organization ID” earlier in this document.)


      Copy this sample registration URL to your website and the “CLICK HERE TO
       REGISTER” link will display on your website. When clicked, the registration form will
       be presented.




         The link above will open a window to your EZCare Online-hosted Registration form
using SSL (Secure Socket Layer) with 256-bit encryption. When a URL begins with “https”
instead of “http”, the “s” indicates that all information submitted will be encrypted.




            If you want to see the classes available for registration as your clients will see
them, you must log out of EZCare Online, open a new browser and go to your website
directly, just as your customer would. Looking at the classes through EZCare Online‟s


                                                33
„Sample Reg Form‟ Link (Tools – Web Registration – Listings) will display ALL classes
because as a EZCare Online user, you have permission to see all classes.

Hiding Columns on your Web Registration Class Search
This is a similar (but different) method of hiding the columns as shown on the Class Listings
section. You will see these changes when selecting classes from the Web Reg form directly
from Customer‟s website or from the register link within a Class Listings table. In these
cases (and due to separate code written for this), the parameter is called “hc” and is passed
the column number to hide such as “&hc=0,2,5”.

You cannot use hidecol you must use the &hc as presented.

The Web Reg Classes form column list is “fixed” as follows:

       Column 0=Class ID (always hidden)
       Column 1=Class Name & Description
       Column 2=Location* (* If Org is Multi-Location, and remaining columns are shifted
       by 1)
       Column 2=Instructor
       Column 3=Session
       Column 4=Gender
       Column 5=Ages
       Column 6=Listings
       Column 7=Category1
       Column 8=Category2
       Column 9=Category3
       Column 10=Dates
       Column 11=Times
       Column 12=Fee




        If you are a multi location organization you must increase the value of all
the column numbers beginning with column 2.

The Original Search screen looks like this:




                                              34
If you wish to hide the columns “Instructor” and “Listings”, you would use &hc=3,6 …for a
multi-location organization it would be &hc=4,7…verify based on above changes with
column number.




Registration Form Link Example

Change From: (no columns hidden)
<a href="javascript:var regwin=window.open('https://app.EZCare
Onlineclass.com/reg.asp?id=####', 'regform',
'toolbar=0,width=800,height=600,resizable=1,scrollbars=1,status=0');">

To: (with Instructor and Listings columns hidden)
<a href="javascript:var regwin=window.open('https://app.EZCare
Onlineclass.com/reg.asp?id=####&hc=3,6', 'regform',
'toolbar=0,width=800,height=600,resizable=1,scrollbars=1,status=0');">

Adding a Location Filter to Web Registration Class Searches
For multi-location users, you can direct parents/students on your website to register within
specific locations by adding the Location into the link (URL) for your registration form. This
filters the "Search Classes" link to only display classes for the specific location.

To utilize this feature, add the parameter "loc=" and your location code such as "loc=FH" for
"Fun House". For example, if the Web Registration link for your Organization “Click here to
Register” launches your Web Reg form (reg.asp) and includes a location parameter like
“loc=JRT”, it can be used in the following ways:


      When the parent clicks “Search Classes”, they will only see classes for this location
       (provided the classes also meet the other Web Reg criteria).

      If the Organization is multi-location, the Location filter will not be displayed (Parent
       cannot switch to another location).

The “loc” value is the location “code”, not the location description. For example, if the
organization has a location “CLT” for “Charlotte”, the link should have “loc=CLT”, not
“loc=Charlotte”.

This means you must then insert code for 1 URL per each location field. For
example: The register for Location A – click here and to register for Loc B – click
here. The appropriate code would then be underneath each link.

Some examples include:

Web Reg link with no location filter:

https://app.EZCare Onlineclass.com/reg.asp?id=9209

                                               35
Web Reg link with loc=ECT filter:

https://app.EZCare Onlineclass.com/reg.asp?id=9209&loc=ECT


How your Customer Completes the Web Registration Form
   1. They will go to your website and click the “Click Here to Register” link. The
      Registration Form is presented and they will complete all information.
   2. To select a class for enrollment for a student: select the Search Classes link under
      that student‟s section.
   3. A Class List is presented. They can use the Filter fields at the top to filter for your
      specific classes. If classes are not showing up see the Class Requirement settings in
      this section.
   4. To select a class, highlight the class and click. (If they choose the wrong class, just
      click the Search Classes link again.)
   5. When the form is complete, select: submit Registration Information.
   6. Confirmation text field is presented. This is customizable – see Web Registration
      Settings.
   7. A Confirmation Email is sent to the email address in the first Contact field entered.



How can you e-file Registration Confirmations for existing?
There is a “transition” period where NEW customers have a copy of their registration form
and legalese acceptance viewable on their family page and older customers do not. You
cannot scan paper registration forms into Jackrabbit so it is necessary to keep those paper
copies on file OR have existing clients Fill out the QUICK REGISTRATION FORM from within
the database. This can be achieved by having a “station” set up in your lobby for a period
of time. This Registration can also be viewed as described in the above section.

NOTE: Make sure when families fill out the Quick Registration form – they select the proper
LOCATION and enter Address info, etc exactly to avoid the creation of duplicate families.



Your Customer’s Confirmation Email
This is a sample Confirmation Email your Customer receives following a web registration
submission. It contains all the info they filled out and your policies. You will receive a
similar email alerting you that a web registration has been received.




          When someone registers online, there is an email address field under their contact
info for them to fill in. EZCare Online sends a confirmation email TO THAT ADDRESS. If the
person did not enter an email address, no email can be sent.




                                              36
         Sometimes a customer will complain they are NOT getting Emails from EZCare
Online. Ask them for an alternate email address to hotmail, gmail or yahoo. These are free
and easy to set up. They may also not have the same spam settings that could be
preventing emails from getting through. Please also see the Troubleshooting section of this
User Guide.

!! This is your only copy of registrations. It is suggested you copy them to a folder on your
computer to have a “copy” on hand. Set up a file on your computer and have these confirmations
copy to that file for easy access.

Family: Rabbit
Contact #1: Jack Rabbit (Father)
Contact #1 Phone #s: Home: 7778889999 Cell: Work:
Contact #1 Email: gooddad@jackrabittech.com
Address: 888 Bunny Trail City: Warren State: NC Zip: 28212
Home Phone: 7778889999
Emergency Contact Info: Aunt Ruth 888-888-9999
Health Insurance: BC/BS

Student #1: Peter Rabbit
Gender: Male
Birth Date: 10/19/1999
Email:
School: Grade: 2nd
Disabilities: Allergies: carrots
Medications: Primary Doctor:
Class #1: Hip Hopping

Comments:
Credit Card Name: Jack Rabbit
Type: Visa Number: ************
Exp Month: 11 Year: 2009

THIS SECTION AT THE BOTTOM OF THE FORM WILL INCLUDE YOUR ORGANIZATION’S POLICY
AGREEMENT TEXT THE CUSTOMER AGREED TO BY CHECKING THE BOX.


!!! Sometimes a customer will complain they are NOT getting Emails from their
online registration. Ask them for an alternate email address to hotmail, gmail or
yahoo. These are free and easy to set up. They may also not have the same spam
settings that could be preventing emails from getting through.


Viewing the Registration Form once registration is complete
You have the ability to go back and view a Registration once it has been submitted. It is
stored within the Family record. To view this:

    1. Go to the Family Page of the registration form you wish to view
    2. Select the MISC Tab
    3. Select the View Registrations Button

Only Registrations that contained an email confirmation will be archived.

                                              37
Tracking your Web Registrations (2 ways)
Option 1:
Under the Reports menu in EZCare Online you will see the Online Registrations report.
This displays the registrations in chronological order for your review and denotes if the
registration is NEW or an UPDATE to an Existing Family.

Option 2:
If you have an email address entered in the Notification Emails field, an email alert will be
sent each time a web registration form is filled out from your site.

If you wish your staff to receive an email alert immediately after someone registers online,
you must do the following:




        Action –> TOOLS – Web Registration – Listings
      From the left hand side Select: Settings.

      In the notification email field enter one or more email addresses.




             Multiple addresses must be separated by a semi-colon.

Updating of EZCare Online Records or Creation of Duplicate
Records
By directing your Existing customers (customers that already have a record in your
database) to register for classes through your Customer Portal and allowing only New
customers (customers that do NOT have a record in your database) to register through your
Web Registration form, you will eliminate the possibility of duplicate records.

Duplicates are created because the system will treat a submitted web registration form as
an “update” to an existing family if all 3 or even one of the criteria below matches:

      Last name (family name) matches (this is not case-sensitive).

      First 8 characters of the street address match (this is so they can enter “Street” vs.
       “St.”, etc.).

      Zip code matches.




          It is possible for duplicate Families to be created in EZCare Online even if the above
criteria are NOT the same.

If a returning customer with a family account is registering, EZCare Online will detect an
existing family based on the following criteria:




                                              38
      EZCare Online will first check: Family Name (Exact match – not case sensitive,
       Zip/Postal Code – not case sensitive and finally it will match the first 8 characters of
       the address – not case sensitive)
    
If a duplicate is detected then the system will update the family record with any changes to
the items below:


      A new parent (ex. Mom is adding the Dad as a contact) is added - existing
       family/parent information is updated.

      A new child/student is added, the existing student information will be updated
       matching on first name (this is not case-sensitive).

      A student is enrolled in any new classes specified (if they are not already enrolled) -
       the family record will be updated.

Merging Duplicate Records
THERE IS NO MERGE FUNCTION within EZCare Online to combine duplicate family records.
If you find duplicates you must pick one record to “keep”, transfer any desired information
from the “other” record to the “keeper” record and delete the “other” record.



Module 3: Customer Portal via your Website
The Customer Portal is an extremely valuable tool. It allows you to offer your clients access
to their account within EZCare Online. From the portal they can update their account, pay
their balance, register for classes, request changes, and see any important news updates
for your organization.


Setting up Your Customer Portal

To access Customer Portal set up instructions:


       Action –> go to TOOLS – Customer Portal Settings




                                              39
Once there, you will see a screen with 3 TABS:

       1st Tab - Getting Started Tab: Read this Tab Carefully for Instructions and set up
       Information

       2nd Tab - News & Announcements Tab: “Edit” this page to communicate to existing
       clients when they log into the Customer Portal about upcoming events, birthday
       parties, etc.

       Personalized family messages can also be created! Personalized Messages can be
       setup by going to the FAMILY – CONTACTS RECORD – MISC TAB and enter
       information in the Customer Portal Login Message Field.

       3rd Tab - Settings Tab: Use this Tab to SET UP your portal. Customize the
       information your customers can access and the functions you will allow them to
       perform from within your portal. Make a selection by checking the associated box.

       The Settings Tab is important in activating items on your Portal:




                                             40
.        Information on the Policies Tab is pulled from your Web Registration set up page
(Tools –> Web Registration-Listings –> Agreement Text (Legalese). By Activating the
Policies Tab, clients are forced to review the policies of your organization.

There is more information regarding this under the Customer Portal - confirmation
and emails notifications section in this User Guide




                                           41
         The colors displayed on your Portal are determined by the settings on your Web
Registration Page Setttings: Colors and Fonts. See P. 15 of this User Guide.



Suggested Practice

In order to feel comfortable with what your customers are doing in your Customer Portal.
We suggest that one of the first things you do in setting up your portal is:

    1. create a Family in EZCare Online
    2. Assign a Billing Contact With a valid email Address that is your own
    3. Reset the Portal Password by using the reset password button on the billing contact
        page or selecting the “I don‟t know my password link” on your customer portal login
        page. (! This can be accessed from within your database BEFORE it is placed on
        your website – Tools – Customer Portal Setting – Go to Customer Portal Login Page:




    4. Login just as your customers would and recognize how your SETTINGS change and
        effect the look of your portal!




Changing the Customer Portal Heading:
You have the ability to Name your Customer Portal. This is the Portal name clients will see
when logging in:

              1.   From The Main Menu select the TOOLS menu, Customer Portal Settings
              2.   Select the Edit Customer Portal Heading Link at the top of the Page
              3.   Enter in a new Customer Portal Name
              4.   Save Changes




                                            42
Hiding Class Search Fields seen within the Portal

Earlier in this Guide (Web Registration) you were provided the option to rename your
category value names. Since the Category1, Cat2 and Cat3 fields are visible to
Parents/Students searching for classes via Web Reg and Portal, you can change the labels
to terms that are more commonly used such as "Program" or "Level".

From within the Portal you can NOT Modify the Class Search Criteria or the columns in the
same way you can in the Class Listings or Web Registration Class Search areas. The fields
are FIXED and CANNOT BE MODIFIED. (other than the Category values as described earlier
in this document.)

You Can HIDE drop down values from the Class Search page within the portal. You can
Hide Instructor, Category 1, Category 2, Category 3 drop down values:

From the Customer Portal Settings Page:
    1. Select Hide Instructor, Cat 1, Cat 2, Cat 3 by checking the appropriate box
    2. Save Changes

The Class Registration Search page looks like this:




How Customer’s Register through the Portal
Once customers Login to the Portal they can register and existing Student into Class. They
do this by selecting the REGISTRATION tab within the Portal. They must first select a drop
down value to determine which classes are displayed.

Once they find the class they wish to register for they select it by clicking on the class. A
box is presented to them outlining the class criteria and offering them to select WHICH
student they wish to input in a class. (If a student is not listed they must ADD that student
first through the MY STUDENTS page within the Portal) = SEE SCREEN SHOT BELOW




                                             43
Age and Gender Filtering for the Portal:
The Age Filtering setting can be found in the Web Registration Settings area within your
database:
              1. From the Main TOOLS menu – select Web Registration & Class Listings
              2. Select the SETTINGS option on the left hand menu
              3. Scroll down and check the Box labeled: Search Classes – Age Filter
              4. Save Changes



Preventing Problem Accounts from Registering
If a family is marked as a Problem Account (see Jackrabbit User Guide) you can prevent
them from registering through the Customer Portal. To activate this setting:

              1. From The Main TOOLS menu – Select Customer Portal Settings
              2. Select the SETTINGS Tab
              3. Select the option: Prevent Problem Accounts from Registering
              4. Save Changes


Allowing for Priority Registration:
If you want only ACTIVE families to register through the portal you must have the “Only
Allow Active Families to Register for Classes setting in the portal set to YES. (Tools –
Customer Portal – Settings)

You should also enter in a message at the bottom of the Customer Portal Settings. This
area is labeled: Inactive Family Registration Message. This is the message that an
INACTIVE family would receive if they try to register.

Important Fields to check BEFORE activating your Portal
       Portal Active (portal is Not activated unless checked). You must also have access to
       our Online bundle package for this option to be available.
       "Reply to" and "Send Alert to" Email Address(s): Password reset emails will
       come FROM the email addresses entered here. (Jackrabbit generates the emails, but

                                             44
       it looks like they come from YOU). If you do not have an email address entered
       here – your clients will NOT receive notifications.
       Send Payment Alert: Check if you want to receive an emailed Alert when a
       customer makes a payment through your portal (see „Make a Payment‟ note below).
       Make a Payment: Your Organization must be setup with EZCare Online‟s
       ECOMMERCE module for your client‟s to make a payment through your portal.




         Special note for MMOA (Orbital) users that do not have e-check ability: Because
some MMOA (Orbital) users use Nacha files they need to be aware that their clients cannot
enter bank draft information and must be processed through the portal. If you are not sure
if you are a MMOA (Orbital) or MMOA (Dual) client that can process e-checks, contact
Customer Support.

      Automatically Post Tuition Fees - If you choose to Allow Enrollment (registration),
       you must decide if you want Tuition fees to be posted automatically. If so, discounts
       will NOT be calculated. The full Class Fee will be posted to the family‟s account.

      You must choose one of the following Options for Credit Card and Bank account
       information (E-commerce module is NOT required for these fields):
       o   Can Update – Contact can update/edit the info on file.
       o   View Only – Contact can view (grayed out) info, but not change it.
       o Hidden – Contact can not see the info at all on file.
Additionally, there are 2 Links:

      Edit Customer Portal Heading link: at the top of the screen to edit the heading
       displayed at the top of the customer portal page.

      Go to Customer Portal Login Page link: This link opens your Portal Login window
       without having to open it from within your webpage. You can use this even before
       you have the link on your website!

Inserting the Portal Link onto your Website
To add the Customer Portal link (labeled "Existing Customer Portal Login") to your website,
just copy and insert the following HTML into your webpage:

<a href="https://app.jackrabbitclass.com/portal/ppLogin.asp?id=ORGID" target=" blank"> Existing
Customer Portal Login </a>

Replace ORGID above with your Organization‟s Jackrabbit ID. See Obtaining your
Organization ID earlier in this document.



Payment Options for Customers in the Portal
Within the Portal there are several Payment Options. To Change the Payment Mode allowed
by your Customer:

   1. Go To TOOLS – CUSTOMER PORTAL – SETTINGS
   2. From the Payment Mode Drop Down Box select one of the following:

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      Payment Amount Cannot be Changed
      Payment Amount Can be Changed
      Customer can select which fees to pay (cannot edit payment amount field)
      Customer can select which fees to pay (can edit the payment amount field)


Setting Customer Access to the Portal – Family Contact
Record

To give your customers access to the portal:




         Action –> GLOBAL SEARCH – enter Family name
      Once on the family page – select the Contact Name link.

      Ensure the Login field is set to YES and an email address is in the Email Field.
The Customer Portal Login field will be blank until the client‟s first login to the Portal.




Instructions for your Customers to access the Portal
Direct your customers to the Customer Portal login link on your website. Tell them to enter
their email address as their Login Id and select the blue “I don‟t know my password link”.
An email will be sent to them with a temporary password. Encourage them to change their
password.

If you would like to initiate a password for your customer – you can select the RESET portal
password button on the contact page and an email will be sent to them.

Initially, the Contact‟s email address (in their Email field) is their Customer Portal User ID.
After they have logged into the portal once using the email address on their record, their
email address will be automatically entered into their Customer Portal User ID field on their
Contact record (this field will be blank until they login). If, while in the Portal, they CHANGE
their Portal User ID to something else, their Customer Portal User ID field will reflect their
NEW Portal User ID.

EZCare Online sends an email IMMEDIATELY to that Contact (using the email address entered in their
EMAIL field) that says:


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---------------------------------------
From: (this will be the email address entered on your Customer Portal Settings)
To: bob@bellsouth.net
Subject: (your business name) PORTAL – PASSWORD RESET

Your customer portal password has been reset by an administrator.
Your User ID is bob@bellsouth.net and your new password is 0JVLLF3V.
----------------------------------------




Having existing Customers “re-agree” to Policies

The Customer Portal also provides you with the ability to have customers “re-agree” to your
Policies and Legalese commonly found on registration/enrollment forms. You can customize
the text that prompts people to agree to your policies.

To Set The Last Policy Agreement Date to “activate” the re-agree text to pop up for those
families that do not meet this date:

                1.   From The Main TOOLS Menu – Select Customer Portal Settings
                2.   Select the SETTINGS tab
                3.   Scroll until you see the Policies Agreement Date
                4.   Enter the date that is the definition point for anyone logging into the
                     portal to be forced to “re-agree.”




To Set the Policies Agreement Prompt Text:

                1.   From the Main TOOLS Menu – Select Customer Portal Settings
                2.   Select the SETTINGS tab
                3.   Scroll until you see the: Policies Agreement Prompt Text
                4.   Enter the Text and Save Changes

When a customer logs into the Portal they are presented with the Policies Agreement Text
similar to this image below:



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(f you do not have text defined, but DO have your portal set with a Portal Agreement Date,
Customers see the default agreement text.)


When the Customer selects the OK button on the box above they are presented with your
policies and agreements as they are entered on the LEGALESE portion of our Web
Registration Form. They are required to enter their full name and select the “I have read
the above and agree” button.

If the customer does not select the agreement button, but selects the “cancel” button, they
will be prompted each time they log-in UNTIL they agree. They can still login, but each
time they do it, they are prompted.

They will be prompted again until the Last Policy Agreement Date Expires (as set by you).

You can always see the last time a family has agreed from the FAMILY page “Last Policy
Agreement Date”.




The Customer Portal Log also reflects the Policy Agreement Date as well and the customer
receives an email that states: Your Company Name – Agreement Notification in the subject
line.

Viewing the Re-agreement on the Family Page

Once a customer has re-agreed to your legalese it is viewable from the Families – Misc Tab
– View Registrations Button. It is recognizable by the word AGREEMENT next to the date.




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Displaying Policies Upon Each Registration

You have the ability to have Policies Presented upon each registration and NOT force people
to re-agree to them.

To set Policies to “pop” each time someone registers through the Portal:

              1.   From the Main TOOLS Menu – Select Customer Portal Settings
              2.   Scroll to the Option: Display Policies Upon Each Registration
              3.   Check the Box
              4.   Save Changes

Each time a customer registers they are presented with your policies and the ability to re-
agree to the policies by typing in their Full Name:




This will also do the same as the login re-agreement and stamp the agree date on the
Family page and send a


Troubleshooting the Portal – Customer claims they cannot
Access

Occasionally you may receive complaints that people cannot access the Portal. To trouble-
shoot this do the following:
   1. Replace the Customer‟s Login ID and Email address, temporarily with your own email
      address and save.
   2. Select the reset portal password button.
   3. Retrieve the Password from your email and login to the portal.
If YOU are able to login to the portal this way, there is something on the Customer‟s side
that is not working. Ask the following questions:
   1. Is the email address correct?


                                             49
   2. What Internet Browser are they using? (should be Safari, IE or Firefox) Some newer
      browsers such as Google Chrome still have a lot of bugs.
   3. Ask them to add app.EZCare Onlineclass.com to their list of secured sites from within
      their Browser (Browser TOOLS – INTERNET OPTIONS - SECURITY).



Confirmation Emails and Notifications from the Portal

When a Customer enrolls through the Customer Portal, they are sent a notification email.
Your organization is also sent an email. JR sends an email FROM the contact/parent email
address TO you and also CCs the contact/parent email address. You must have a
notification email entered on the Settings page.

Additionally, when you allow portal users to enroll in classes AND you have selected the
setting to display policies upon each enrollment, the email notification sent to the
customer and school now includes the policies (legalese) that you have entered.

Please see below on what to do if Customers Complain they are NOT receiving emails. See
also the Troubleshooting section of this User Guide (above).




         Sometimes a customer will complain they are NOT getting Emails from the Portal.
Ask them for an alternate email address to hotmail, gmail or yahoo. These are free and
easy to set up. They may also not have the same spam settings that could be preventing
emails from getting through.

Updating the NEWS tab in your Customer Portal
If you have information that you would like to make visible to all users in your organization,
you can post it on your Customer Portal NEWS TAB. When Clients login to the Portal it is
the first screen they see.

To Update the Portal New Tab:
(You must make sure the News Tab Field has been selected for view)

   1. From the TOOLS Menu, select Customer Portal Settings
   2. Select the News and Announcements Tab
   3. Select the EDIT link – enter your information and save.


Sending a PRIVATE message to one family via the Customer Portal
You can also post an individual message to families via the Customer Portal

To post an individual Message:
   1. Go to the Families Page
   2. Select the MISC Tab
   3. In the Customer Portal Login Message – enter your text.
   4. The Family will see the message on their next login.



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Portal Messages
There are several portal messages that allow for improved, personal communication
between you and your clients.

Login Page Area: This is text under your logo on the Customer Portal Login Page. You
can put important information for your clients here and all clients will see it as they login.

Registration Pop Up Message: If someone selects the Registration Tab in the Portal, you
can have a standard message about that registration pop up here.

Inactive Family Registration Message: If you have the priority registration filter on
where only ACTIVE students can register through the portal, anyone who is NOT active and
tries to register will receive this message.


You have the ability to control auto-clearing the Family Portal Message.

There are two options:
1) Auto-Clear the Portal Message after it has been viewed by the customer.
2) Clear the Portal Message AFTER a specified date (Portal Message Expiration Date). This
new date field has been added to the Family Misc. Tab underneath the Portal Message Area.

Auto-Clear Portal Message Option:
If you leave the Portal Message Expiration Date BLANK, the Portal Message will be
automatically cleared overnight AFTER the message has been displayed to your customer.

Clear Portal Message after a specified date:
Setting a future expiration date allows you to force the message to continue to appear each
time the parent signs in to your portal. It will not be cleared until the Expiration Date
passes.

A pop-up help has been added next to the new Portal Expiration Date field to help remind
you of these new options.




Viewing Portal Activity
      You can view all Portal activity by reviewing the „Customer Portal Log‟ under the
       REPORTS menu.

      You can view the number of logins and last login time per contact on the Contact‟s
       record.




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