Provider Onboarding Guide

Welcome to ActivAlly! This guide will walk you through everything you need to know to set up your space, add programs, and start connecting with families.

Table of Contents

1. Creating Your Space

Your space is the central hub for all your activities on ActivAlly. Here's how to create your first space:

  1. Sign in to your ActivAlly account - Use the credentials you received in your welcome email.
  2. Navigate to the dashboard - Once logged in, you'll see the option to create a new space.
  3. Click "Create Space" - This button is located on your dashboard or in the main navigation.
  4. Enter basic information - Provide your organization's name, add an optional logo or image, and choose a unique identifier handle or slug. This slug will let you create a unique URL for your space like activally.com/space/your-space-name.
  5. Click "Create" - Your space will be created, and you'll be directed to the space configuration page.

Tip: Choose a space name that clearly represents your organization and is easy for families to remember. This name will be visible in search results and directories.

2. Configuring Your Space Profile

A complete profile helps families discover and trust your activities. Follow these steps to configure your space profile:

2.1 Basic Information

  • Categories and Address details - Select the categories that best describe your business and add your address details.
  • About Section - Write a compelling description of your business, mission, and values. Add details of the owner, and your awards and achievements.
  • Online Information - Add your website, and social media links.

2.2 Payment Settings (coming soon)

  • Payment Methods - Configure which payment methods you accept.
  • Banking Information - Set up your account for receiving payments.
  • Tax Information - Add your business tax details for proper reporting.

2.3 Compliance & Policies

  • Certifications - Upload relevant certifications and qualifications.
  • Insurance - Provide details of your liability insurance.
  • Cancellation Policy - Define your policy for cancellations and refunds.

Pro Tip: Spaces with complete profiles appear higher in search results and receive more bookings. Take time to fill out every section thoroughly.

3. Adding Programs

Programs are the specific activities you offer to families. Here's how to add and configure them:

3.1 Creating a Program

  1. Navigate to Programs - From your space dashboard, click on "Programs" in the sidebar.
  2. Click "Add Program" - This will open the program creation form.
  3. Enter Program Details - Include name, description, category, age range, and skill level.

3.2 Pricing Options

  • Price Structure - Set up per-session, package, or subscription pricing.
  • Discounts - Configure early bird, sibling, or loyalty discounts.
  • Trial Options - Offer free or discounted trial sessions.

3.3 Schedule Types

  • Recurring Classes - Set up weekly or monthly recurring sessions.
  • Workshops - Configure one-time or short-term events.
  • Camps - Set up multi-day or holiday programs.
  • Private Lessons - Configure one-on-one instruction options.

Remember: Be specific about what participants will learn or experience in your program descriptions. Parents are looking for clear outcomes and benefits for their children.

4. Organizing Groups

Groups allow you to organize specific instances of your programs with their own schedules, instructors, and enrollment. Here's how to set them up:

4.1 Creating Groups

  1. Select a Program - From your Programs list, select the program you want to create a group for.
  2. Click "Add Group" - This opens the group creation form.
  3. Name Your Group - Give it a descriptive name (e.g., "Monday Afternoon Beginners").
  4. Set Schedule - Define days, times, start and end dates.
  5. Assign Location - Specify where this group will meet.
  6. Assign Instructor(s) - Select from your team members.

4.2 Managing Enrollment

  • Enrollment Settings - Configure when enrollment opens and closes.
  • Waitlist Options - Set up automatic or manual waitlist management.
  • Enrollment Requirements - Add prerequisites or required forms.

4.3 Attendance Tracking

  • Attendance Tools - Learn how to use the attendance tracking features.
  • Make-up Sessions - Configure policies for missed classes.
  • Progress Notes - Document participant progress and achievements.

Best Practice: Create groups with consistent schedules when possible. Families appreciate predictability when planning their activities.

5. Inviting Team Members

Collaborate with your instructors and staff by inviting them to your space:

  1. Go to Team Settings - Access this from your space dashboard.
  2. Click "Invite Member" - Enter their email address.
  3. Assign Role - Choose between Admin or Member roles.
  4. Set Permissions - Configure what they can view and edit.
  5. Send Invitation - They'll receive an email to join your space.

Role Differences: Admins have full access to manage the space, while Members have limited permissions that you define. Choose carefully based on your team's responsibilities.

6. Next Steps

Once you've completed the initial setup, here are some next steps to grow your presence on ActivAlly:

  • Optimize Your Listing - Add keywords to your descriptions to improve searchability.
  • Set Up Special Offers - Create promotional campaigns for new enrollments.
  • Connect Calendar - Sync with your existing calendar systems.
  • Customize Communications - Set up email templates for confirmations and reminders.
  • Explore Analytics - Use the dashboard to track enrollments and revenue.

Support Resources: If you need help at any stage, our support team is available via the Help Center or by emailing support@activally.com.

Ready to start growing your business?

Complete your profile today and start connecting with families in your area.

Log in to your Provider Dashboard