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7 Things You Need to Do When Copying Your Project for a New Year

Copying over your project from last season is a great way to save time and makes creating your new project easy!

Checklist graphic - 7 Things 02

To ensure your copied project is ready to go live, you’ll want to run through our quick checklist of the 7 things to check / update before you turn on your new project and begin collecting registrations & payments.

While a unique process might work best for you, this sequence finds success with many Regpack clients.

 

1. Add Dates to Your Products or Create Sessions

When you convert your project, your products WILL copy over. However it’s a good idea to check them and ensure they are up to date, including names of your offerings and pricing.

You should also ensure you are making use of the updates to Regpack since you last copied your project – including adding dates to existing products or converting your existing products to sessions to take advantage of all that sessions has to offer.

While both products and sessions have the ability to add dates, sessions also includes:

  • The option to add times in addition to dates
  • Automatic time conflict management by date and time
  • Session proration automatically
  • Allowing for partial session sign-up with a surcharge option when partial days are selected
  • Filtering of offerings on the front and back end, including by date, instructor, category, and more.
  • Check-in / Check-out

If your products already have dates on them, but you’d like to convert the product to a session, all it takes is one click!

convert a product to a session

2. Update Your Autobill Plans

If it’s been a while since you’ve reviewed your Autobill plan options, it’s a good idea to check them out and make sure they are set up optimally and in the way you’d like them.

Here’s a helpful guide + video on how to create and setup your Autobill plans.

Remember, you can create plans that will apply to the user’s entire order, or specific plans for specific products and sessions.

You can also lock plans once a user has selected the plan or made their first payment and set the date the plan will begin and end.

The system calculates all the autobill dates and charges automatically based on each plan, and users can be on multiple plans!

Autobill ensures you get paid when you want to!

3. Edit Your Forms

While your basic form structure will probably remain the same, you want to quickly review to ensure that any language or dates are updated – including your Terms of Service!

If there is data you would like to collect yearly from users that are returning, you’ll need to head over to that form, delete the field, and add a new one. This ensures that any users whose information was ported over from your previous project is removed, and will require they complete it again.

A great example would be the current grade of the students registering. If you port over Sally from last year, when she was in grade 8, you’ll want to delete the grade field and re-add a new one, so when Sally’s parent or guardian completes registration this year, they will update the grade to 9.

Control your data porting

Porting by default:

When you copy a project, you open a channel between the old project and the new project. It works like this:

  1. You complete the copy and log in to your new project, but don’t see any users there – that’s good! We didn’t want to clutter your project with users who might not actually attend the next registration cycle.
  2. Now let’s say that I’m a user in your old project, and my account is active. When I log in to the new version, my address fields are already filled out, my medical history is still there… the only pieces which do not port over are e-signatures, product selections, previous orders or payments… everything you would typically want your applicants to choose again for the next registration cycle. Keep in mind that your applicants can still visit previous forms to update information if they’d like!
  3. Keep in mind that they will always keep the same email and password (unless the applicant logs in themselves to change it).

I don’t want to port over data! What do I do?

If you don’t want ANY of your data to port over, simply unselect User data when copying your project and no data will port over.

If you would not like for SOME user data to port over, then you are able to archive the applicants you do NOT want to port over in your previous project. See this article for more on how to apply statuses to your applicants.

Any applicant who is archived aka has an inactive status, will not have their user data port over to your new project. Data is only ported over once the user logs in to the new project, so you can mark the user inactive in the old project at any time before they login.

The result of archiving the applicant in the previous project is that none of their form data will automatically populate in the new project.

Most of the time this isn’t an issue though! If you decide to archive them, you will still have access to their information by running reports and including archived users.

Once you review your forms, you’re good to go!

4. Review Your Email Templates

An often overlooked step, but it’s important!

Having email templates saved can help speed up your workflow, including triggering emails to go out based on user actions, including completing their application, making a payment, and a status change.

Check your current email templates and be sure information like dates, location, virtual links, and more are updated so when they send automatically, the information is up to date!

If you don’t have triggers set up, now is a great time to utilize this functionality to automate your communication.

5. Invite Your Team!

Collaborators are free including view only access.

Start the new year with improved team collaboration. Regpack is full of tools to allow teams to work together better including user comments, assigning your team as followers to users, using our status tool to manage applicants, and more. We have a great post all about how to use Regpack with teams here.

6. Update Your Links

With a copied project or a brand new one, you want to make sure the right project is on the right page of your website. Be sure to head to Project Settings and Embedding, to grab the new embed code and replace / update it on your website where last year’s project was located if you’re using the same URL.

Questions about embedding? This article will walk you through how to do that!

We also recommend creating and sending an email to all of your applicants in your old project(s) with the new link to your current project. This is a great way to market that you’re in business and open for registration!

7. Test your system!

Even if your system is a copy, with any changes made you want to make sure the flow works as you intend it to, and that payments are processing accurately.

The best way to do this is to TEST!

You can read more about creating a test user here and how to test payments here.

We highly recommend creating a few different test users with different flows to make sure what happens is what you expect. Use a real email address so you can receive any triggered email and payment communication.