communiti

Detailed instructions on building your core program offerings and defining their specific session dates.

Create Programs & Schedules

To effectively manage your offerings on Communiti, it is important to understand the relationship between a Program and a Schedule. Think of a Program as your master template and a Schedule as the specific dates and times that users can actually book.

Understanding Programs and Schedules

A Program acts as the master template for your offerings. It stores the permanent details—like the description, pricing structure, and waivers—so you don’t have to re-enter them every time you schedule a new session.

Creating a Program

Programs act as the master template for your offerings. It is important to understand which changes will apply to all your sessions and which are simply defaults for the scheduling process.

How to Update or Edit Program Details

Duplicating a program is the fastest way to create a new offering that shares similar details - such as waivers, photos, and descriptions—without starting from scratch. This is especially useful if you are launching a new season or a similar camp with only minor changes to the title or content.

How to Duplicate a Program

Archiving is a great way to keep your Program list clean and organized. If you have programs that are seasonal or no longer in use, you can archive them to hide them from your main list without permanently deleting the data.

How to Archive and Unarchive Programs

As your list of offerings grows, you can use the search and filter tools to quickly find the specific program template you need to edit or schedule.

How to Search for Programs

While a Program is your template, a Session is the actual event on your calendar. This is where you set the specific dates, times, and pricing for your users to book.

Scheduling a Session

Essential first steps to configure your organization’s account and launch your very first program.

Getting Started

Setting up your Communiti account is a straightforward, two-step process that gets your organization ready to manage programs and collect payments securely.

How to Create Your Communiti Account

Your public profile is the first thing potential participants see. A complete, professional-looking page builds trust and makes it easy for users to understand what your organization offers.

Customizing Your Profile

Go from account creation to accepting registrations in just 5 minutes. This guide focuses on the bare essentials needed to get your program live immediately.

Launch Your First Program in Under 5 Minutes

Before you share your links with parents and athletes, perform this quick 60-second sanity check to ensure a smooth registration experience and guaranteed payouts.

The "Go-Live" Registration Checklist

Tools to manage and edit session details, view participant lists, and oversee day-to-day operations.

Manage Sessions & Registrations

Once a session is live, you can still modify the details that were selected during the initial scheduling process. Whether you need to adjust the capacity, change a date, or update the pricing, the platform provides a clear workflow to ensure your registrations remain accurate and secure.

Updating Session Details

Managing your participants is a simple process that starts from your session dashboard. This list gives you a clear view of everyone who has signed up, their payment status, and their contact details.

Viewing Your Registration List

Accessing detailed information about your participants is a simple process. From their custom form responses to their legal waiver timestamps, everything is available within the registration details view.

Viewing Registration Information

Invoices allow you to request payments for registrations manually, providing a professional way to handle custom billing or balances.

How to Send and Manage Invoices

Refunds are returned to the original method of payment through Stripe and typically take a few business days to process.

How to Issue Refunds

Pausing a session hides it from public view, which is a necessary step whenever you need to edit session details or temporarily stop new registrations.

How to Pause and Resume Sessions

Need to change your registration limit quickly? You can adjust the number of available spots directly from your session list without entering the full session dashboard.

How to Update Slots from the Manage Page

Tags allow you to categorize your sessions, making it easier to manage large schedules and find specific groups of events quickly.

How to Group and Filter Sessions Using Tags

Manage your schedule efficiently by using search and filtering tools to find specific sessions based on their ID, title, status, or registration settings.

How to Search and Filter Sessions

Cancelling a registration immediately opens up the participant's spot for another user to book. It is important to note that cancelling a registration does not automatically trigger a refund; if you wish to return funds, you must process the refund manually.

How to Cancel a Registration

Moving a registration allows you to transfer a participant from one session to another without requiring them to re-register. This is useful for schedule changes or moving a participant to a different skill level.

How to Move a Registration to a Different Session

Share direct registration URLs and manage the feedback loop with participant testimonials.

Booking Links, Ratings & Reviews

The platform provides several ways to share your offerings with users, ranging from your complete club profile to direct links for specific sessions.

Guide to Sharing Links

Communiti provides two distinct ways to share your activities, depending on whether you want users to choose from a list of options or land on a specific registration page.

Understanding Program vs. Session Links

Communiti helps you build trust with new participants by automatically collecting and displaying both star ratings and written reviews from your existing customers.

Ratings and Reviews Feature Overview

Engaging with customer feedback is a great way to show appreciation and address any concerns publicly. Responses are displayed directly under the customer's original entry on your booking page.

How to Respond to Ratings and Reviews

How to build custom registration forms to collect data from your users

Question Sets

Question sets allow you to collect specific information from your users with customizable registration questions. The same question set can be assigned to multiple programs, or you can choose to create a unique set for each one.

How to Create and Manage Question Sets

Before finalizing your registration forms, you can use the preview tool to see exactly how your custom questions will appear to participants during the checkout process.

How to Preview Question Sets

You can assign your custom question sets to sessions at two different stages: either while you are initially scheduling them or later from the global question set list.

How to Assign Question Sets to Programs

You can update your custom registration questions at any time to collect new information or clarify existing fields for your participants.

How to Edit Question Sets

Duplicating a question set is a quick way to create new registration forms that are similar to existing ones without starting from scratch.

How to Duplicate Question Sets

You can export the answers participants provided to your registration questions (Question Sets) to a CSV file for review.

How to Export Question Sets & Answers for a Specific Session

Create and manage discount codes and special pricing offers to incentivize more registrations.

Promotions

Promotions allow you to offer specific discounts to your users, such as early bird specials or seasonal promo codes, to encourage registrations.

How to Create and Manage Promotions

You can assign your custom promotions to sessions at two different stages: either while you are initially scheduling a session or later from the global promotion list.

How to Assign Promotions to Sessions

You can update your promotion details, such as the discount value or the active dates, at any time to keep your offers current.

How to Edit Promotions

You can temporarily disable a promotion if you need to stop offering a discount without deleting it entirely. This is useful for limited-time offers that you may want to re-enable later.

How to Pause and Resume Promotions

Stay connected with your users through chat and emails

Messages & Emails

You can communicate with your participants directly through the platform using either internal chat messages or direct emails. There are two ways to find the contact button: through a specific session or via the global customers list.

How to Send Messages and Emails to Users

You can communicate with everyone registered for a session simultaneously using either the automatic group chat or a group email.

How to Contact All Participants in a Session

Communiti's chat feature facilitates seamless communication through both group environments and direct messaging. The platform uses an intelligent notification system to ensure users stay informed without being overwhelmed.

Understanding Chat Features and Unread Notifications

Participants can easily initiate direct communication with your club through your public booking profile or their personal session dashboard.

How Users Can Message Your Club

Update your organization's settings, manage permissions, and export key registration reports.

Account & Data

Keeping your account information current ensures that participants see the correct contact details and that you receive important platform notifications at the right address.

How to Update Your Account Information

You can export your registration lists to CSV files for external record-keeping

How to Export Registration Data for a specific Session

Exporting your customer list allows you to gain valuable insights into users who have purchased sessions and maintain external records for your marketing or administrative needs.

How to Export Customer Data

While you can export data for a single session from its specific dashboard, you can also perform a global export to see registration data across every session your club has ever hosted.

How to Export Registration Data for All Sessions

Automate lead capture for full sessions and easily invite users when spots become available.

Waitlists

Waitlists allow you to capture interest from potential participants even after a session has reached its full capacity. Once enabled, the platform will automatically offer a waitlist option to users when the registration limit is hit.

How to Enable Waitlists

When a session reaches its maximum capacity, users can join a waitlist to express their interest. This allows you to maintain a list of potential participants who can be manually invited if a spot becomes available.

How Users Can Join a Waitlist

When a session is full and a spot becomes available, you can manually invite interested participants from your waitlist. The platform gives you full control over who to invite and when.

How to Manage and Invite Users from the Waitlist

Offer users the flexibility to pay for programs over time with automated weekly or monthly installments.

Payment Plans

Payment plans allow you to offer flexibility to your users by breaking down the total session cost into smaller, scheduled installments.

How to Enable Payment Plans

Once you have enabled payment plans for a session, you can easily identify which participants are using this flexible payment option directly from your registration list.

How to Identify Users on Payment Plans

For participants on a payment plan, you can monitor their upcoming installments and review all successful transactions directly from their registration profile.

How to View a User's Payment Schedule and History

If a participant needs to withdraw from a program or wishes to pay their remaining balance another way, you can manually cancel their upcoming payment plan installments.

How to Cancel a User's Payment Plan

Monitor participant engagement on-site through the admin portal or secure, shareable coach links

Attendance Tracking

Attendance tracking allows coaches and admins to check participants in for each date within a scheduled session, providing a digital record of who was present.

How to Enable Attendance Tracking

Once attendance tracking is enabled for a session, you can maintain a digital record of which participants are present for each scheduled date.

How to Track Participant Attendance

The onsite attendance link is a valuable feature that allows coaches or coordinators to track check-ins directly from their mobile devices without needing full administrative access to your club's portal.

How to Share an Onsite Attendance Link

To ensure your digital check-in sheets are accurate and up-to-date, it is important to understand how the platform generates the attendance list for each session date.