ActivityRight Common Terms

ActivityRight Common Terms

Activity Templates

Templates are the building blocks for any activity in ActivityRight.  Activity Templates allow common activities to be based on a reusable template and adjusted for the new event Activities.  Activities are the event, team and club meetings, trips that require permission slips and possibly fees to be collected.

Account Credits

Account Credits are added to a student account when a refund for an activity payment is required and the original method of payment was not a credit card.  Ione example of this is when the student is unable to attend in the activity that was paid for and they require a credit.  Credits will also be issued for payments that were made outside of the immediate family.  If a friend or family member makes a payment for an activity and this activity is not attended the credit will go to the student’s account. 

Accounting

Where you can access journal entries and future year transactions.  You can choose to have these accessible by school staff, or solely by district staff or both.  These are accessed via the Menu>Accounting option.

Announcements

Emergency and Non-Emergency notification push to parents/students about activities, special events, surveys, safety occurrences, etc.

Approval Groups

Approvers are linked together in Approval Groups with the other approvers that need to approve the activity.  An activity template can have multiple approval groups.  For example, a school accountant may ensure that the cost meets budget, a principal ensures that the activity relates to the curriculum and a senior administration staff person reviews any out of district trip.

Approval Questions

Questions that are set up as part of the use of a specific template or activity that are used to collect information from the activity author to prepare the activity for the approval process.  Does the activity require transportation?  Does the activity meet STEM standards? 

Bank Deposits

Used to group cash payments for deposit to a school or centralized account.  Individual payments are selected, added to a deposit, and a deposit slip can be printed.  This will be covered in more detail in a later section, as journal entries are created from the bank deposits and require some setup to complete.

Cancelled

Cancelled status for an activity occurs when a staff member records a full refund for a student related to one activity, a staff member cancels an activity for all students, or a staff member removes all the fee items for an activity.

Central Admin Access

Permissions to add users, define their abilities, create templates, account information and reconciliation information and have access to any school activity.

Chart of Accounts

The accounts that are set up to track each class of items that are sent and received

Cheques – Activity Payment Method

Cheques are a payment method that are configured by schools and districts at the activity template and the individual activity level.  Physical cheques are not the preferred method as they require processing and handling.     If cheques are allowed the parent would select cheque as the payment method for the activity and the school office would see the activity payment status as “Sent” meaning it is in transit to the office.  Once received the school office admin would input the cheque details and complete the payment process for the activity. 

Cheque Requests

In ActivityRight a cheque request can be made to allow the issue of a cheque to begin.  This system is used for reconciling student credits to the student family in the case of refunds or credits on account for payments not used.  School staff can also authorize a payment to be completed to related activities (School Office>Cheques).  Once the cheque is requested, an email is sent to your AP department with an email to issue a cheque.  When the cheque is issued, the issuer clicks on a button in the email which notifies the requestor that the cheque was issued if desired.

Complimentary Activity Fees

Fees that are waived by staff provide a 100% discount to an order.

Custom Workflows

Allow workflows to be attached to an activity that are specific to that activity template.   They are only modifiable within the activity template.

Demo Instance

A temporary, not-live, "sandbox" to practice using the software without full functions or permanent implications. 

Deposits & Journal Entries

ActivityRight can be configured to integrate with your accounting system to pass general ledger transactions and in some cases, bank deposit information.  ActivityRight is a cash-based system.  When a deposit is received, whether it be for credit card proceeds, other electronic funds, or cash, the journal entry is created at the time of the deposit.  With refunds, NSF charges and chargebacks, these transactions are recorded at the time of creation. Within the accounting settings, administrators can decide whether to automatically batch when a transaction occurs (daily, weekly, or monthly basis) or whether users manually batch and post to your accounting system.  This is managed in (Settings>Accounting>Preferences).

Office and district staff can also view Journal entries in (Accounting>Journal entries).  Batches are maintained based on the automatic batching preferences noted above. 

Dynamic Templates

Editable activity templates for each activity type e.g. travel outside of district, travel overnight, swimming trip, with proper risk and requirements language that makes activity set up faster as the risk and trip language is already present.

Dynamic Workflows

Workflow templates that are attached to activity templates and are specific to that activity template.  

Emergency Announcement

An announcement that is sent via the Announcements module to notify parents and caregivers of emergency events at the school.

Executive Champion

The Executive Champion is the primary shareholder representative on the district side.  This person is responsible for decisions about the ActivityRight implementation and creates one point of contact for the district.  They also are responsible for defining project scope.  They will keep district administration informed and act as a resource the project for shareholders on both sides and assist when roadblocks occur for resources or external system linkages.  

Fee Activities

Any activity that requires a fee. 

Fee Codes

ActivityRight uses fee codes to allow school staff to record and track fees for accounting.  Fee Codes are mapped to schools, and the combination of school and fee code is mapped to the District General Ledger code.

Fee Information

Used to provide an overview or information about the specific fees to users. 

Fee Item Preferences

Used to identify settings for fees.  Examples include pizza menu options (olives, ham or bacon) or t-shirt options (size and color) or course fees.   Preferences can also have a fee attached to them

Fee Templates

Templates for fees are similar to Activity Templates as they are commonly used formats for fee collection that can be used for other activities.  ASB fees are 1x per year and required for many high schools.  This template could also be used for other 1x fee activities like band.

Fiscal Year

ActivityRight has the capability to ensure that transactions are matched to the fiscal year when the activity occurs, by having staff identify if the activity is related to a current or a future year.  Reports are defined to create running totals for year to date, and year over year comparisons.  Select the month to match your fiscal year end (Settings>Accounting>Preferences).

Functional Leader

This person oversees the day to day implementation decisions for ActivityRight.  They are experts the school’s processes, possess a strong knowledge of your school accounting, they will be testing, documenting and working process flows within the various ActivityRight components and activities.

Future Year Accounting

For activities that require payment, at time of creation the creator can mark the fees related an activity as occurring in a future year.  When the future year identifier is selected, the Future Year Accruals account will be used for journal entries (defined in Settings>Accounting>Preferences)

GL Accounts

ActivityRight maps to the fee codes for each school, and the combination of the school and the Fee Code to a General Ledger Account in (Settings>Accounting>GL Accounts). 

Information Questions

Questions asked of the teacher setting up the activity to share information about the activity with the user (parent/guardian).  These are created at the template, the activity creator answers questions, and only the answers are shared with the user for information only.  Examples:  Transportation method,  student dress code.

IT Expert

This person oversees sign on, role and function management and integration.   A big part of the job is overseeing the integration activities and ensuring that the initial data population from existing school systems is completed properly into ActivityRight. 

Non-sufficient Funds (NSF)

Deposited cheques that are reversed due to a lack of funds in the payor (parent/guardian) bank account.

Order

Represents a student-activity purchase.  For example, when Tanya Reynolds grants permission for Tatyana to attend a field trip to go to the museum, when the permission is granted, this action is assigned an order number.  An order is assigned to 1 student (student activity combination).      

Order - Activity

When a parent wishes to pay for fee items in an activity.    

Order- Account Credit

When a parent wishes to pay to add credits to the student account.  

Order - Misc. Receipt

Any purchase that’s neither an activity nor student credits. 

Order Status

When all the activity fees for a participant have been FULLY paid, they are Complete.  When the activity fees for a participant have been partially paid (to allow partial payments for an activity) the status is Incomplete.

Other Receipts

Allow for tracking of cash transactions on site or to record the exchange of payment outside of the student’s transactions.  Examples include: vending machine receipts, donation purchases, school snack payments. 

Parent Guardian Age of Majority Access

Grants permission for students who have “Age of Majority Access” to schedule meetings, view announcements, sends messages and pay fees for one or many students across schools.  Other parent/guardian resources who are provided access to the account can also view payment history and monitor activity updates.

Partial Cancellation

When activity has been cancelled and the cash / cheque was received after the cancellation.  The payment method was not processed and thus is returned.  If the school/district has a cash handling policy that requires cheques to be issued in lieu of cash then the cash would be accounted for and a cheque issued through the accounting system. 

Payment

When orders are paid.

Payment History

Used to search for payments made on behalf of students, and drill into the specific activities the payment relates to.   Both staff members and parents have access to the payment history.  However, staff members can also search payment transactions by activity, to view all the payments associated with a specific activity.

Payment Settings

The area in an activity used to identify the location and method of payment information e.g. online, send payment, pay at school office, credit card, cash or cheque.  Additional payment instructions can also be provided.  Partial payments with a payment schedule and a minimum payment can also be defined.

Permissions

What each role is permitted to access and change. 

Permission Form Without Fees

Activities that do not require payment but a signed permission slip to participate. 

Receive Payments

The Receive Payment module is used to record payments when students and parents walk into the school office and want to pay fees.  The office staff member can look up a student and note the fees that have been sent to the school that are “in transit, fees that have not as yet been paid”.   Funds can also be added to or removed from the student account.  For all three types, they are added to the activity cart and office staff can accept cash, cheque or credit card payment. 

Refund

When the full transaction is refunded.

Returned

The cash / cheque is not deposited, but it is returned.      

Returned - Lost

The sent payment was not received by the school or district (always manually set by a staff member).    

Returned - Rejected

A cheque was received but cannot be accepted (i.e. damaged or incorrect information)

School Office Liaison

In tandem with the Functional leader, this person is responsible for day to day choices around the school office functions.  This resource coordinates the school interactions, identifies school office champions for piloting and testing and collates issues. This person has a strong knowledge of your school processes, has experience with process change, and has great relationships with school staff.

School Office Process The users and responsibilities for school office personnel to interact manage events, payments, accounting steps.

Sent Transactions

Payments that have been “sent” by parents or guardians using the “pay by cash or cheque” method.  Sent indicates a payment was sent with the student to drop off at the front office or mailed. 

Single Sign On (SSO)

Single Sign On allows for the utilization of a Google or Microsoft account already set up on the school network to be used in lieu of separate email and passwords to access ActivityRight.  The staff member only has to remember one username and password for all their applications, and if the staff member has already signed in using their credentials, to access ActivityRight, they do not have to login again. 

School Admin Access

Enables school administrators to create processes that meet their needs and includes the ability to process onsite student and parent transactions. These administrators then create access for staff, school office and teachers. 

Survey

A survey is sent through the Announcements module when school administrators want to query parents and caregivers to gather data.  Examples include: tribal id, event planning details etc.

Teacher & Administration Liaison

In tandem with the Functional leader, this person assists with deciding the level for delegation of activity management and works with staff to keep them informed and solve specific school issues.

User Questions

Questions used to collect information from the user about the activity.  These are created at the template and can be customized or added within the activity.  For information only.  One example is a question about volunteers – a parent or guardian is asked whether they can help out on a field trip.

Void Purchase

A refund that occurs when a payment and a refund happen on the same day.  Though they are still listed in ActivityRight as “refunds”, we separate these as some payment gateways have different fees for refunds and voids.

Workflows

Workflows are essential parts of risk mitigation for activities that are set to be released.  A workflow can be created to allow certain resources to be notified when a template or activity is published.  If the template of activity requires approvals, then these can be set up and required before the activity of template goes out to parents.  The workflow can include multiple approvers review and sign off on the activity.  

Workflow Templates

Templates that allow the workflows entered in the system to be easily copied for application to another workflow.  The workflow template can be shared for future activity approvals.


Reporting Highlights:

Activity Questions Summary Report

Any questions within the activity are summarized within the Activity reports tab of the Activity.   Both graphs and lists are provided. For all reports, you can save and rerun reports within a time period, which makes monthly processing easy.

Activity Status Report

The primary report used for activity management is the Status Report.  School staff can manage activity participation or form submission by reviewing the whether the parent or guardian of the student has submitted a response to the activity notification.

Activity Reports

Where summaries are created for managing a specific permission form, fee collection or any activity.  These are accessed within each activity after parents are notified

Cash Balance Reports

Compare inbound fees (school generated funds) to outbound fees (expenses), to show a net balance by fee code.  The inbound fees are collected by activities, the outbound fees are documented through creation of cheque requests.  This allows the ability to view funds available to spend.

Fee Reports

Allows you to summarize fees by school and by fee code, for one or multiple schools or fee codes. You can compare fees by school or detail all fees within one school.  Fees are summarized by month, by year for within a custom time period.

School Reports

Where school and central office staff can report on groups of schools or activities, and drill down into activity details.   These are accessed via the Menu>Reports

 


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