Set up a register

You create a register to hold a group of classes, and you edit a register to change its details later. Both use the same form, so this page covers both.

For what a register is and how the types differ, see Registers overview.

What you set on a register

The register form has four steps. You move through them in order.

Basic Info
- Register name: the name staff and account holders see.
- Register type: Perpetual, Term, or Crash Course. This decides how the register behaves.
- Location: where the register runs. You can pick an existing location or create a new one.
- Award scheme: the grading framework the register uses to place students at the right level and track their progress. See Award scheme.
Days & Dates
- Start date: the first day classes can run.
- End date: the last day you plan the register to run. Perpetual registers have no end date.
- Class days: the days of the week the register may run classes. You can change the class days at any time while the register is active. A change applies to classes you add afterwards. Classes that already exist keep the days they were set up with, so their sessions and students are not moved. To use the new days on an existing class, edit or recreate that class.
- Booking and class creation windows: the point when enrolling closes, and the point when adding classes closes. You set each one as a length of time before or after the register’s start date (its first session). For example, enrolling can close two days before the start date. These fields appear only for Term and Crash Course registers. A Perpetual register never closes, so it does not show these windows.
Closures
- Choose which class closures apply to this register. This step lists the active closures and lets you do three things:
  - Applies automatically: global closures and closures set for this register’s location already cover the register. You do not need to add these.
  - Opt out: keep the register running through a closure that would otherwise cover it. Use this when this register should not stop on that date.
  - Attach: add a closure that targets specific registers to this register.
- You can also add a new closure that applies only to this register, without creating it for the whole company.
- A closure that has already started is locked. You cannot change which registers it covers, because that would rewrite past sessions and billing.
Settings
- Visible to Account Holder and Smart Match: controls two things at once. When it is on, account holders can see this register and book its classes for their students, and Smart Match can use it. When it is off, account holders cannot see the register or book its classes, and Smart Match ignores it. Swimio runs a background service that keeps checking for empty seats and looks for suitable students to fill them. Turning this setting off keeps that service from looking at this register. To learn how matching works, see Smart Matches overview.
- Maintenance mode: use this while you are still setting up or fixing a register. While it is on, the register sends no emails to account holders. Every email it would normally send them, such as offers, reminders, and trial information, is redirected to a maintenance email address instead. By default this is your company maintenance email. When you turn maintenance mode on, a Maintenance Mode Email field appears. Any address you set there receives the register’s emails in place of the company address.
- Pricing: this sets how students pay for a place in the register.
  - Pricing mode is how the payment is structured. Recurring means the student pays a set amount every billing cycle, for example each month. One-off means the student pays a single total for the whole course. The register type can fix this choice: Perpetual is always recurring, Crash Course is always one-off, and Term lets you choose.
  - Billing cycle is how often the payment repeats, such as weekly or monthly. You choose a cycle for both modes. The list only shows cycles that fit the pricing mode you picked.
  - For Recurring, you set the Per Cycle Price (the amount charged each billing cycle) and the Single Lesson Price (the price of one class session). The single lesson price is used when a student joins partway through a cycle and attends only some of its sessions. For example, a register bills on the 18th of each month and a full month has 4 weekly sessions. If a student joins 2 weeks before the 18th, they attend only 2 sessions that first cycle, so they are charged the single lesson price for those 2 sessions instead of the full per cycle price.
  - For One-off, you set the Fixed Price (the single total for the whole course).

Create a register

Before you start: make sure the location and award scheme you need already exist.

Open the register dashboard.
Select Add a register.
Fill in the Basic Info step and select the register type.
Set Days & Dates: start date, end date, class days, and the booking windows.
Choose any Closures that apply.
Set the Settings, including visibility and pricing.
Save the register.

Result: the new register appears on the dashboard. You can now add classes and enrol students. See Set up a class.

Edit a register

On the dashboard, find the card for the register you want to change.
Select the gear icon on the card and choose edit.
Change the details you need across the four steps.
Save your changes.

Result: the register keeps its classes and students, and your changes take effect.

What you cannot change when editing

Some choices are fixed once a register is created:

Register type cannot be changed. If you need a different type, create a new register.
Award scheme cannot be changed, because it sets the levels students are graded and placed on.
Start date cannot be changed once it has passed. A future start date can still be changed.
Maintenance mode cannot be turned on for a register that is already archived.

Editing an archived register

An archived register is read-only. You cannot edit its details, add classes, or offer new places. To run a similar course again, create a new register.