Swim Lessons (or Clinics) - Limit Number of Participants

The technique below works well if you need to limit the number of participants that you have in your different lesson times.  You can also use it without the limits setting.  You can either create a new registration form called Swim Lessons (be sure to have a $0.00 registration fee) OR, you can add this option to your current Swim Team registration form and allow parents to sign up for lessons at the same time.  This technique can also be applied to Clinics.

The first thing you will want to do is create your lesson dates and times.  This will be done in the Merchandise section.  Create a new merchandise item (Manage Team > Merchandise > Add Merchandise Item) and call it Swim Lessons.  Be sure to include the lesson price.  If you will have different prices for different times, that's OK, you'll be able to set those in a minute.

Now you will want to create each of your individual lesson dates and times as Item Options.  You will want to add an option for each date and time of lessons.  When adding these options, you can set a price AND a limit. 

Add an option for each date/time of lessons.

Keep in mind, limits ONLY work during registration, NOT if sold in your team store, so you will need your parents to sign up for lessons using a registration form.

Since you are probably going to want to communicate only with your lesson families, you can create a Role called Swim Lessons and then automatically assign it to parents during registration.  This will not give you the ability to communicate with each specific lesson time, but it will let you send out emails to this smaller group, rather than your entire roster.

Navigate to Manage Team > Roles > New Role and add a role called Swim Lessons.

Now you will need to create your Swim Lessons registration form.  This is done under Manage Team > Registrations > New Form.  When you get to the acknowledgment section, you will want to add one called Swim Lessons.  Here you can say something simple like, "Yes, I am signing my swimmer(s) up for Swim Lessons.".  The purpose of having them check this box is simply to assign them to the Role of Swimm Lessons.  If you are using a Lesson only registration form, you can make this required if you wish.

Now navigate to the Merchandise section of the registration form.  You are going to want to Add Athlete Merchandise Offer.  Choose Swim Lessons from the dropdown and make it required.

Finish with the payment and confirmation section and be sure to save your registration form once completed.  Open your registration when ready.

This is what your parents will see during registration. First they will enter their information and their athletes:

Then they will be able to select a lesson time for each swimmer they are registering:

This will be summarized on the payment screen:

To see information about how many swimmers have registered for lessons, you can run two reports. 

The first is the Registration Orders: Details report which will show you complete registration details, along with the swimmer and what lessons they selected.  You can download this report as a .csv and then sort your roster in various ways by manipulating the data (by day/time, alphabetical, age, etc). (Manage Team > Reports > Registration Orders: Details)

The second is the Registration Orders: Summary By Items report which will show you totals for each lesson option.  You can also download this report as a .csv. (Manage Team > Reports > Registration Orders: Summary By Items)

Finally, you can also view how many have been purchased back in the merchandise section:

This is only one way to set up lessons.  We'd LOVE to hear how you have successfully created and managed your lessons separately (or combined) with your swim teams.   Please share what has worked for you... learning from other teams what works best for them is an invaluable resource for all of our teams.