Sessions
What are Sessions?
Sessions are instances of Programs. For example, if there is a defined Program named "Learn to Dive", a Session will be each implementation of that Program. There may be many Sessions for a single Program. For example, there may be 4 "Learn to Dive" Sessions scheduled in a single week. Each Session may have multiple scheduled times so as to facilitate multiple Classes per week. Each Session will have its own list of participating Members. Members may be associated with multiple Sessions.
How do Sessions work?
A Session is an instance of a Program. A Session must be created within a Semester. Once a Program has been defined and a Semester created, Sessions may be created.
Sessions define important information about the actual running of a Program. A Session will define aspects such as Class schedule, pricing, restrictions, Agreements, and more. When a Member visits the Store they can browse for (and purchase) Sessions. From the Member's perspective in the Store, Sessions will appear similar to the image shown below.
Once a Session is defined, its scheduled Classes will appear on the schedule on the home page provided it is not cancelled. Likewise, once a Session is purchased by a Member, each scheduled Class will appear on their Account home screen for each applicable Member.
Statuses
Sessions can be assigned one of 3 statuses. This facilitates both visibility and implementation of Sessions. The possible statues are:
Normal
Hidden
Cancelled
"Normal" Sessions are visible and available for purchase for Members in the Store (assuming the parent Semester is also visible).
"Hidden" Sessions are available for purchase, but are not visible to Members. Administrators must copy the direct link created for Sessions and send it to appropriate Members. A typical use-case for this is competitive Sessions wherein the general public should not be allowed to simply purchase such a Session. A "Hidden" Session will be flagged as "Hidden" in the Registration service.
"Cancelled" Sessions are neither available for purchase or visible in the Store. A "Cancelled" Session will be flagged as "Cancelled" in the Registration service.
Archiving
Sessions cannot be deleted. This is to ensure integrity of captured data. As a result, Sessions may only be cancelled. This will behave in the same manner as archiving other items in the Registration service. In other words, a cancelled item will be hidden from all views unless the view explicitly chooses to see cancelled items.
Restrictions
Sessions can be configured with a variety of restrictions to manage purchasing. Administrators can add Sessions to an Account manually to bypass the restrictions, but the Account owner will still be required to navigate to the Store to complete the purchase.
Registration windows
A registration window is an optional configuration which indicates when a Session is allowed to be purchased. This is useful if an Organization wishes to ensure a Session appears in the Store while preventing Members from actually purchasing the Session. Members will only be able to purchase a Session if they are within the registration window.
Levels
A Session can be optionally configured to require Members to have attained a given Level. An Account owner will be restricted from purchasing a Session for a specific Member in their Account unless the Member has the given Level associated.
Available spots
Sessions can be optionally configured with minimum and/or maximum available spots.
When a minimum number of registered Members is configured and the number of registered Members is below that threshold, a warning symbol will be present within the Registration service indicating an insufficient number of Members for that Session. To ensure that Members are not dissuaded from registering for Sessions, there will be no indication of the minimum threshold within the Store.
When a maximum number of registered Members is configured and the number of registered Members equals that threshold, a success symbol will be present within the Registration service for that Session. The Store will indicate that the Session is full. If waitlisting has been enabled for the Session, Members will be allowed to add themselves to the waitlist without purchase.
Allowed age
Sessions can optionally be configured with a minimum and maximum age. Members will not be allowed to purchase a Session if they are not within the age window.
Waitlisting
TBD
Pricing
Pricing for a Sessions is derived from on a base price, proration configuration, Payment Plans, taxation, and a harmonized transaction Fee.
Example: Simple pricing with no Payment Plan
Consider the following example without a Payment Plan and with tax added (example uses BC 12% HST and an assumed harmonized transaction Fee of 5.5%):
Session price
$300.00
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Subtotal
$300.00
Tax
$36.00
Harmonized transaction fee
$16.50
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---
Total
$352.50
Paid to Dive 365 & merchant account
$16.50
Total payout to organization
$336.00
In the example above, the Organization creates a Session with the price of $300.00 with tax enabled. The harmonized transaction fee is then applied at 5.5% for $16.50 added to the total (non-taxable). Assuming the purchase is made in BC, the tax calculation against the original $300.00 is calculated as $36.00. The total cost of the purchase is then calculated as $352.50. After the Member submits payment, Dive 365 retains the harmonized transaction Fee ($16.50) and transfers the remainder to the club ($336.00).
Unless required, remaining examples herein will not include tax.
Example: Prorated pricing with no Payment Plan
Consider the following proration example without a Payment Plan. In this example, there are 7 Classes remaining in the Session out of an original 12.
Session price
$300.00
Remaining classes
7 of 12
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Subtotal
$175.00
Harmonized transaction fee
$9.63
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---
Total
$184.63
Paid to Dive 365 & merchant account
$16.50
Total payout to organization
$336.00
In the example above, the Organization creates a Session that allows prorated pricing. When a Member purchases the Session, there are 7 Classes remaining of the original 12 in the Session resulting in a prorated value of $175.00. The harmonized transaction Fee ($9.63) is then applied to the subtotal and the Member is required to pay $184.63. After the Member submits payment, Dive 365 retains the harmonized transaction Fee ($9.63) and transfers the remainder to the Organization ($175.00).
Example: Prorated pricing with no Payment Plan and minimum price
Consider the following proration example without a Payment Plan. In this example, there are 5 Classes remaining in the Session of the original 12 but there is a minimum price of $150.
Session price
$300.00
Remaining classes
5 of 12
Prorated price
$125.00 (Below minimum)
Updated price
$150.00 (Set to minimum)
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Subtotal
$150.00
Harmonized transaction fee
$8.25
---
---
Total
$158.25
Paid to Dive 365 & merchant account
$8.25
Total payout to organization
$150.00
In the example above, the Organization creates a Session that allows prorated pricing. When a Member purchases the Session, there are 5 Classes remaining of the original 12 in the Session resulting in a prorated value of $125.00. The value is below the minimum threshold, so the price is set to the minimum ($150.00). The harmonized transaction Fee ($8.25) is then applied to the subtotal and the Member is required to pay $158.25. After the Member submits payment, Dive 365 retains the harmonized transaction Fee ($8.25) and transfers the remainder to the Organization ($150.00).
Example: Simple pricing with Payment Plan
Consider the following example with a Payment Plan. In this example, the Member is required to pay 10% up front and then 10 equal installments thereafter.
Session price
$5,000.00
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---
Subtotal
$5,000.00
Required initial payment (e.g. 10%)
$500.00
Harmonized transaction fee
$27.50
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---
Due now
$527.50
Paid to Dive 365 & merchant account
$27.50
Total payout to organization
$500.00
---
---
Remaining payment
$4,500.00
Installment subtotal (10 payments)
$450.00
Harmonized transaction fee
$24.75
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---
Installment total
$474.75
Paid to Dive 365 & merchant account
$24.75
Total payout to organization
$450.00
In the example above, the Organization creates a Session with the price of $5,000.00. At time of purchase, the Member selects to use a Payment Plan that requires a 10% up-front payment and then 10 equal payments on the first of the month thereafter. The harmonized transaction Fee ($27.50) is then applied to the subtotal and the Member is required to pay $527.50 at checkout. After the Member submits payment, Dive 365 retains the harmonized transaction Fee ($27.50) and transfers the remainder to the Organization ($500.00).
The remaining payment is then calculated by subtracting the required up-front payment (excluding fees) from the original subtotal. That value ($4,500.00) is then divided by the number of requirements payments (in this case 10) to arrive at the installment subtotal ($450.00). The harmonized transaction Fee ($24.75) is then applied to the subtotal and the Member is required to pay $475.75 at each monthly interval. After the Member submits payment, Dive 365 retains the harmonized transaction Fee ($24.75) and transfers the remainder to the Organization ($450.00).
Example: Prorated pricing with Payment Plan
Consider the following example with a Payment Plan. In this example, there are 150 Classes remaining in the Session out of an original 200. The Payment Plan is configured such that the Member is required to pay 10% up front and then 10 equal installments thereafter.
Session price
$5,000.00
Remaining classes
150 of 200
Prorated price
$3,750.00
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Subtotal
$3,750.00
Required initial payment (e.g. 10%)
$375.00
Harmonized transaction fee
$20.63
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---
Due now
$395.63
Paid to Dive 365 & merchant account
$20.63
Total payout to organization
$375.00
---
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Remaining payment
$3,375.00
Installment subtotal (10 payments)
$337.50
Harmonized transaction fee
$18.56
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---
Installment total
$356.06
Paid to Dive 365 & merchant account
$18.56
Total payout to organization
$337.50
In the example above, the Organization creates a Session with the price of $5,000.00. When a Member purchases the Session, there are 150 Classes remaining in the Session out of the original 200 resulting in a prorated value of $3,750.00. At time of purchase, the Member selects to use a Payment Plan that requires a 10% up-front payment and then 10 equal payments on the first of the month thereafter. The harmonized transaction Fee ($20.63) is then applied to the subtotal and the Member is required to pay $395.63 at checkout. After the Member submits payment, Dive 365 retains the harmonized transaction Fee ($20.63) and transfers the remainder to the Organization ($375.00).
The remaining payment is then calculated by subtracting the required up-front payment (excluding fees) from the original subtotal. That value ($3,375.00) is then divided by the number of requirements payments (in this case 10) to arrive at the installment subtotal ($337.50). The harmonized transaction Fee ($18.56) is then applied to the subtotal and the Member is required to pay $356.06 at each monthly interval. After the Member submits payment, Dive 365 retains the harmonized transaction Fee ($18.56) and transfers the remainder to the Organization ($337.00).
Purchasing multiple Sessions
Members may be assigned to multiple Sessions and can therefore purchase multiple Sessions at once. All pricing examples above are adjusted based on the new total.
Refunds/Cancellation
Sessions can be cancelled at any time by administrators. Upon cancellation, the Member is removed from all remaining Classes. The Member is returned the value provided by the administrator (defaults to a prorated value).
If a Session has an associated Payment Plan, the Payment Plan will also be cancelled and no future payments will be collected. If multiple Sessions were purchased with a Payment Plan, a subscription is created for each Session. As a result, on cancellation, only the applicable subscription is cancelled, allowing the remaining Session subscriptions to continue.
If the Session has started, the initial payment from the Payment Plan will NOT be refunded.
Fees are non-refundable.
Consider the following example wherein a Member purchases a $5,000 Session after it has already started. In this scenario, the Member was also required to purchase a Registration Category for $10.00. On purchase, the Session value is prorated to $3,500 per calculations shown above. The Fees and payouts are calculated as shown.
Session value (prorated)
$3,500.00
Registration category
$10.00
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Subtotal
$3,510.00
Harmonized transaction fee
$193.05
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Total
$3,703.05
Paid to Dive 365 & merchant account
$193.05
Total payout to organization
$3,510.00
Continuing the example, we can imagine the scenario where the Member has elected to immediately cancel the Session. Since both Registration Categories and Fees are non-refundable, the Member will only receive the amount for the Session in the refund ($3,500.00).
As mentioned, cancellation refunds are also prorated. In the event that Classes have occurred (regardless of attendance) since the Session was purchased, the refund will be based on the remaining Classes. Specifically, the total number of Classes that remain over the total number of Classes the Member could have been in (calculated at time of purchase) is the proration ratio to use. Assuming 75% of the Classes remain, the refund calculation is adjusted as follows.
Original session amount
$3,500.00
Remaining class ratio
75%
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Prorated refund
$2,625
Permissions
The "semester reader" Role is required to view Session details. The "semester contributor" Role is required to modify Session details.
How to guides
How to: Create SessionsHow to: Edit SessionsHow to: Clone SessionsHow to: Hide Sessions from the StoreHow to: Retrieve Direct Store Links for SessionsHow to: Send Communications Regarding SessionsLast updated