Add activities

You can offer weekly classes, training sessions and other one-off activities through Ledenbeheer. Members always register for a fixed period set by your club.
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General

Title: Name of the activity
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Link: Direct link to this activity (can be edited manually)
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Description: Write a compelling description of the activity to encourage members to register.
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Image: Add an appealing photo for the activity overview. The ideal aspect ratio is 700:351. In the overview, the image is resized to 350x250.
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Person in charge: Who is responsible for this activity, such as the instructor or trainer? This person automatically receives permission to record attendance.
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Location: Where does the activity take place?
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Maximum participants: What is the maximum number of participants for this activity?
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When the maximum number of participants is reached, a waiting list is created automatically for that course.
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Age: Is there an age restriction for this activity? If so, specify the permitted ages.

Approval: Do participants have to meet particular criteria? Must they be in a certain age group, or do they need club approval before taking part? Approval can affect payments because members may be unable to pay immediately when approval is required.

Period

Weekly activity

Set the full period here, including the start and end dates and the days and times of the classes. This is separate from prices for, say, the first and second semesters. Set those in the next step, "Prices".

Select the start and end dates of the classes. Choose the weekday and time when they take place.
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Ledenbeheer then generates a list of all Mondays between the selected dates. The number of sessions appears at the top left.
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To remove sessions, click the bin icon next to the date and time in the left column, or use the calendar in the right column to edit or remove them.

To add a session, click "Add session" in the left column or the "+" icon in the right column.
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Bulk edit
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Bulk editing lets you change several sessions at once or reset them and start again.
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One-off activity

For one-off activities, you can also choose between continuous and separate sessions.

A continuous session has one start date and time and one end date and time. For example, a camp starts on Monday morning and ends on Sunday evening. Attendance is checked in on the first day and checked out on the last day.

Separate sessions take place on different weekdays within the period. For example, children at a Monday-to-Friday camp go home each day, so you want to record attendance separately every day.

Prices

Price categories for weekly activities

A price category has these settings:

1. Status: Activate or deactivate the price category.

2. Name: Give the price category a name, such as "Semester 1" or "Semester 2".

3. Price: Set the price for this category.

4. Period: Specify when this price category starts and ends. You can immediately see how many sessions fall within it.

5. Registration period: Specify when members may start registering and the final registration date for each category.

You can create unlimited price categories per course by clicking "Add price category" in the top right.
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You can arrange price categories in any order using the six-dot icon beside each name.

Price categories for one-off activities

One-off activities have an extra option compared with weekly activities. Capacity and available places are calculated differently. This is an important distinction.

Overall capacity

On the "General" tab, specify how many people you allow for the entire activity. Use this when all participants share the same capacity.

Capacity per price category

On the "Price category" tab, set the maximum number of participants for each category. When you set category-specific capacity, Ledenbeheer ignores the overall limit for that category. This is useful when categories each have their own capacity.

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Additional services

If you created an additional service, you can add it to the activity here. For more information about additional services, see this article: Additional services (membership fees, insurance and more)

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Session passes

If you have activated the session passes module, the "Session passes" tab also appears.
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For more information about this tab, see this article: Session passes.

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Payment options

Pay immediately
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A normal purchase usually creates a cost note that can be paid later, including online. You can also require immediate online payment.

In that case, an order is created and remains valid for 15 minutes. A cost note is created and the order becomes final only after successful payment. Otherwise, the order is removed automatically.

Choose whether members must pay immediately for this activity.

When members place an order, they must pay online straight away. They first confirm an order summary, then choose from the available payment methods.

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Pay in instalments

This tab appears when you use instalment payments. For more information, see our article on paying in instalments.

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Discounts

Ledenbeheer offers nine automatically calculated types of discount:
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1. Family discount

2. Date-based discount

3. Age-based discount

4. Discount for multiple activities

5. Price-based discounts

6. Discount for active members

7. Discount for missed sessions

8. UiTPAS discount

9. Hourly discount
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For more information, see our article about discounts: Discounts
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Priority

Priority rules are useful if you want to give certain members or groups priority or offer them another price category. Rules are available for:

1. Current members.

2. Members registered for a particular activity or price category.

3. Priority by invitation.
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For more information, see our article: Priority rules.

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Form

When registering for this course, members see the form in the right column. It updates automatically when you add or remove a field in the left column.

Information from the user profile
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Ledenbeheer asks for certain details when members create an account. You do not need to collect these again because they come from the participant's profile. They include first name, surname, email address, secondary email addresses, phone number and date of birth.

Set up the registration form by selecting the fields you need in the left column. You can customise the form for each activity. Completed answers appear in the member profile and in the registration and contact lists.
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To add a new question, select "Create new field".
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​​Settings

Each course can have its own settings on the course's Settings tab.
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Status

Each activity has the following statuses:

1. Draft (the activity is still being edited)

2. Published (the activity appears on your registration page)​

3. Private (the activity does not appear on your registration page and is accessible only through its direct link)​

4. Trash (the activity has been deleted)​

5. Cancelled (the activity remains on your registration page with a cancelled status; the system also offers to email all registered members about the cancellation).

E-mail

To receive an email notification whenever someone registers for this activity, enter the notification email addresses here.

Danssport Vlaanderen

This menu appears only if your club is affiliated with Danssport Vlaanderen.
​Read more here: Danssport Vlaanderen
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UiTPAS

This menu appears only when the UiT integration is enabled: UiT integration: UiTPAS and UiTdatabank
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Partner dancing

Available only for weekly classes

Registration through a partner

Registration normally takes place through Ledenbeheer. If a partner manages registrations, you can enter a link to their registration page here. Members still see the activity on your registration page but are sent to your partner's page when they register.

Group registrations

If you allow group registrations for this activity, select that option here.
Learn more about group registrations here: Group registrations

Categories

Select the category this activity belongs to.
​Learn more about categories here: Categories and filters

Level

Specify the level a member needs to take part in this activity.
​Learn more about levels here: Levels

Certificates

Select the certificates you want to generate.
​Learn more about certificates here: Certificates
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Import

You can import the content, sessions, price categories and discounts from activities you created earlier. Click "Import content" to open the wizard.

This saves a great deal of time. Once you have created one activity, you can use it as the basis for creating the next ones much faster.

You can import all or selected content from another activity. Importing overwrites this activity's existing content and cannot be undone. Avoid importing into an activity that already has registrations.

Click "Select course" to choose the course to copy from. A selection screen then appears.

At the top, choose the source course, then select the specific content to import.

Finally, click the red "Import content" button to fill in all the details.

Convert

Created a weekly activity that should have been one-off, or the other way around? You can change its type here.