Chicago Park District

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For assistance, call the Parks Help Desk:
312-742-HELP

NOTICES:

Fall 2012 Programs have been uploaded.

Fall enrollees from ActiveNet should be uploaded within the next few days.
--Dan Nash

Summer 2012 programs and registration have been uploaded.

At this time, all Summer 2012 programs, and ALL registrations that were entered in ActiveNet as of June 20 have been uploaded into Cityspan. You may need to add registrations that came in after June 20.

Spring Enrollment in Process

We are in the process of uploading enrollment using information from ActiveNet. Everyone who was enrolled in programs through ActiveNet, (both online and walk-in), will be added to programs in Cityspan automatically. We expect this will be complete by Tuesday, 4/3.

Winter 2012 Programs

The Winter 2012 Programs are now available!

Please take the following steps immediately:

1.) Look at your Programs, Events/Open, and Leagues and put in your requests to move them as needed. Scroll to the bottom of this page for directions on how to do this. NOTE: Fitness Centers are not listed in Cityspan beginning with Winter 2012. Fitness Center memberships will be sold only through ActiveNet (either your park will be using ActiveNet directly, or you will use new paper forms that will be forwarded to Finance for entry into ActiveNet). ActiveNet will provide the membership sales/registration information we're looking for.

2.) Assign Staff and Facilities to your Programs.

3.)Keep your Program Enrollment up to date with walk-in patrons. The Online Enrollment will be automatically populated for you when the Online Enrollment period closes.

4.) Nofity the Issue Tracker or call 642-HELP if you notice any problems with your schedule.

Fall 2011 Programs

The Fall 2011 Programs are now available!

Please take the following steps immediately:

1.) Look at your Programs, Events/Open, and Leagues and put in your requests to move them as needed. Scroll to the bottom of this page for directions on how to do this. NOTE: Fewer programs have been put into "Events/Open" due to too many parks not reporting anything on them, particulaly Fitness Centers. Fitness Centers will now be listed as "Programs." Please enroll patrons for them so we can gather information on how many memberships are being sold.

2.) Assign Staff and Facilities to your Programs.

3.)Keep your Program Enrollment up to date with walk-in patrons. The Online Enrollment will be automatically populated for you when the Online Enrollment period closes.

4.) Nofity the Issue Tracker or call 642-HELP if you notice any problems with your schedule.

Summer Online Registrants Added

The names of all who registered online have been added to your spring programs.

IMPORTANT: For online registrants, only their NAMES are added to the system - unfortunately that's all our current website registration system can capture. You are still responsible for getting their information/emergency info forms, and entering the rest of their information (birth date, address, etc.) into Cityspan.

It is very important that ALL participants have full birth date and address information included in Cityspan!

Thanks,
Dan Nash

Summer 2011 Programs

The Summer 2011 Programs are now available!

Please take the following steps immediately:

1.) Look at your Programs, Events/Open, and Leagues and put in your requests to move them as needed. Scroll to the bottom of this page for directions on how to do this. NOTE: Fewer programs have been put into "Events/Open" due to too many parks not reporting anything on them, particulaly Fitness Centers. Fitness Centers will now be listed as "Programs." Please enroll patrons for them so we can gather information on how many memberships are being sold.

2.) Assign Staff and Facilities to your Programs.

3.)Keep your Program Enrollment up to date with walk-in patrons. The Online Enrollment will be automatically populated for you when the Online Enrollment period closes.

4.) Nofity the Issue Tracker or call 642-HELP if you notice any problems with your schedule.

Spring Online Registrants Added

The names of all who registered online have been added to your spring programs.

IMPORTANT: For online registrants, only their NAMES are added to the system - unfortunately that's all our current website registration system can capture. You are still responsible for getting their information/emergency info forms, and entering the rest of their information (birth date, address, etc.) into Cityspan.

It is very important that ALL participants have full birth date and address information included in Cityspan!

Thanks,
Dan Nash

Spring 2011 Programs

The Spring 2011 Programs are now available!

Please take the following steps immediately:

1.) Look at your Programs, Events/Open, and Leagues and put in your requests to move them as needed. Scroll to the bottom of this page for directions on how to do this.

2.) Assign Staff and Facilities to your Programs.

3.)Keep your Program Enrollment up to date with walk-in patrons. The Online Enrollment will be automatically populated for you when the Online Enrollment period closes.

4.) Nofity the Issue Tracker or call 642-HELP if you notice any problems with your schedule

Winter 2011 Programs

The Winter 2011 Programs are now available!

Please take the following steps immediately:

1.) Look at your Programs, Events/Open, and Leagues and put in your requests to move them as needed. Scroll to the bottom of this page for directions on how to do this.

2.) Assign Staff and Facilities to your Programs.

3.)Keep your Program Enrollment up to date with walk-in patrons. The Online Enrollment will be automatically populated for you when the Online Enrollment period closes.

4.) Nofity the Issue Tracker or call 642-HELP if you notice any problems with your schedule

Reminder about Changing Programs and Events/Leagues

When requesting to move a program listed as an Event or League to Programs, or vice versa, you must include the Activity Code number in your Issue Tracker request. This insures the correct program is moved, and allows for faster response from Cityspan staff.

Thank you,
Dan Nash

Attendance for Leagues

We have simplified the way that you take attendance for Leagues. In the "Help Center" you will find the "Attendance for Leagues" user guide. You will be expected to follow these new instructions for entering League Attendance as of today. The Leagues section of the system is specifically for Leagues at your Park that have registration by Team.

Note: If individuals are paying separately for a League and that League is run under your direct instruction and supervision, that League is really a Program and should be moved to the Program section where you can take comprehensive individual attendance.

If you have any questions about this policy, speak with your Area Manager. If you need technical assistance post your issue to the Issue Tracker or call 742-HELP.

Quick Enrollment Guide

Parks Users have requested a short guide that can be left by your computer to help guide you through the registration/enrollment process. Click on "Help Center" to view and/or print the "Quick Enrollment Guide".

Now that Spring 2010 registration is open, be sure to keep this guide by your computer to help you with entering emergency forms and enrolling patrons in Programs.

Remember: we are only Enrolling patrons in Cityspan classified "Programs". For "Event/Open/League" registration please see the message below posted on 1/26/2010.

New Attendance Sheet

If you select a Program and go to the yellow "Reports" tab you will see a new "Multi-Day Attendance Sheet" report. This attendance sheet was improved based on feedback from Park Staff. Please note any issues with this report in the issue tracker.

Programs that Span Multiple Sessions

As you know, there are some Programs that might begin in one session and then carry over to another session. For example, a League that starts in Fall 2010 and ends in Winter 2010.

By Thursday, Feb 11th, your Programs in Cityspan will follow a new rule. If the schedule overlaps at least 14 days into the next Session, that Program will be moved to the next session. For example, if you have a Fall 2010 League that runs until March, you will find it under your Winter 2010 Programs with the same program code and enrollment/attendance.

Your Programs will not be moved, however, if you are already re-creating them each session. For example, if you are running a Pre-school Fall, Winter, Spring Program and enter the Program information for every session individually, your program currently appears in each session separately and we can not move it over.

If you experience any issues with Programs that span multiple sessions please report your issue on the Issue Tracker or call 742-HELP.

Registration for Events/Open/Leagues

A new feature has become available in the Cityspan system to help you record the enrollment numbers for Events/Open and Leagues. As you know, we are currently enrolling individuals in Programs and from those enrollments can determine a total enrollment number for any particular Program.

For Events/Open and Leagues, however, we are not enrolling individual patrons in the Cityspan system. In order to capture your Event/Open/League "Actual Enrollment (Receipts Received)" number, you will have to edit your Events/Open and Leagues to record this number manually.

Go to the "Help Center" to view a training guide which will walk you though this quick and easy process.

Recording Enrollment numbers for Events/Open and Leagues is mandatory. At this time, you do not need to indicate what type of payment or waiver was received.

Creating Groups

There is another Advanced Training Guide available. Click on "Help Center" and select "Advanced Training Guide_Creating Groups.pdf. This guide will help you split a Program into multiple Groups. You will no longer need to Add or Delete Programs. If you still would like to Add/Delete a Program you must request this from your Area Manager.

Re-Enrolling Participants

Have you ever wanted to take a group of participants from one program and enroll them in another all at one time? Now you can! Log in to cityspan and click on "Help Center". There is now a Training Guide for Re-Enrolling Participants. This feature is helpful if you have a group of participants who return to the same program the next year or if you accidentally enroll a group of participants in the wrong program. Call 742-HELP if you have any questions.

User Guide and Presentation Available

If you click on the "Help Center" section you will see pdf versions of the training presentation and Cityspan User Guide. Until we have the opportunity to conduct new training sessions you can use these documents to answer questions about the system or to train new employees.