Overview
DaySmart Recreation Software now allows facilities to offer their customers a chance to experience a class or camp through a free trial with the ease of cancelling and rebooking another one if needed from our Mobile app.
Key Benefits of Using This Feature
Offering Value to Your Customers: Allow prospective members or attendees to 'test the waters' by offering a free trial for a class or camp. This can lead to higher conversion rates as customers get to experience a program before committing.
Browse & Display Available Trials: The platform will seamlessly display events available for free trials. This ensures transparency and encourages registrations.
Efficient Registration System: Customers can easily register for a free trial of their choice. They also have the liberty to cancel or reschedule, providing a positive user experience.
Set Your Program Limits: Maintain the quality of your programs. Decide and set how many free trials you'd like to offer for each class or camp to avoid overcrowding.
Roster Management with Clear Visibility: For easy tracking, free trial registrants will be distinctly marked on the roster.
Setup
Integrations and Addons
Click the arrow to learn more
Click the arrow to learn more
When you are ready to start using the Free Trial feature, the feature must be turned on within the "Integrations and Addons" page. This can be found by either clicking on the "Admin" drop down and selecting it or typing in "Integrations and Addons" in the global Search box.
Click on the "Get Started" button from the Free Trial tile.
A slide out window will appear. Click to "enable free trials".
There are two global settings company wide to decide on, "Limit per Customer" and "Look Back Period". What this allows you to do is select the number of free trials a customer can take in a specific time period and how frequently that time period is wiped clean.
Hit "Save Settings" when you are done.
This setting below means a customer can attend 2 free trials every year. Leave these fields blank to have no restrictions.
Season Settings
Click the arrow to learn more
Click the arrow to learn more
Once this feature is turned on, you will see a new option in your Class and Per Session type of Seasons.
Click on the "Programs" drop down to access your Seasons page.
Select a Season that you want to turn Free Trials on for. Within the Season settings, you will notice a toggle for Free Trials. Once this is turned on at the Season Level, it will turn it on automatically at each level and roster.
If you are creating a brand new season, these same options are presented to you.
Your first setting is for Max registrants. This is the number of free trial customers allowed per event.
Setting this at 0 or leaving it empty means it is unlimited.
Cutoff is the next setting. This can be used if you want to hold slots in your roster size for paying customers and limit the number of free trial slots available.
Signup start represents the number of days ahead of the event that the free trial will display for enrollment.
Signup ends represents the number of days ahead of the event that the free trial will no longer be available to enroll.
This is important to think about for scheduling. You may want to set this 1-2 days ahead to ensure you can handle the last minute customers that get added to the rosters in case you need to add an additional coach.
The "Limit per customer" is a carry over from the Company Settings that can be adjusted for each season if you would like.
A Registration Email template can be created ahead of time and added here. This can be used to pass along any additional details your customers may need to prepare them for their free trial.
Level Settings
Click the arrow to learn more
Click the arrow to learn more
From the Season setting page, click on the Levels tab on the left hand side.
This will display all existing Levels for the Season and allow you to create new Levels. In this case, we will select an existing Level to view.
Click on the Level Settings tab on the left hand side.
Scroll down to the Free trials section. By default, the free trials section will be toggled on. You can, however, choose to have Free Trials on for some levels and off for others.
For all values at the Level settings, the season settings will carry over by default. These values can be changed for the Level.
The Level settings will not automatically update when changes are made to the Free Trial Season setting. This is intentional, as the Level settings may sometimes differ from those of the Season.
The limit per customer is also carried over from the initial Company settings unless a different value was set at the Season level.
An alternative Registration email can be assigned at the Level.
Class or Camp Roster Settings
Click the arrow to learn more
Click the arrow to learn more
From the level page, a list of program rosters (classes or camps) will display. Select one to view.
Click on the Details tab on the left hand side.
On the lower right side of the details area, you will see a "Free Trials" toggle. If you choose to turn free trials off for this roster, you can. Otherwise, the same settings from the level, will be carried over to the roster.
The Roster settings will not automatically update when changes are made to the Free Trial Season or Level setting. This is intentional, as the Season/Level settings may sometimes differ from those you want for each of your rosters.
If you prefer to change your signup start or end to be "hours" instead of "days", there is a toggle to switch this.
Adding a Customer to a Free Trial
Click the arrow to learn more
Click the arrow to learn more
When you are ready to add a customer to a free trial, from the roster tab, click the "Add" option and select from the drop down "Add Free Trial".
Start typing in the customer's name until it appears in the drop down to select from.
Once you have chosen the correct date for the free trial, press the Next button.
From the Roster page, the Free Trial members will have their own section. If you click on the "?" icon next to number of events enrolled, you will be able to see the date and time the customer signed up for.
Editing a Customer's Free Trial Date
Click the arrow to learn more
Click the arrow to learn more
Click on the Stoplight (3 vertical dots) next to the customer's name. Choose the "Edit Free Trial" option.
Unselect the original date for the free trial and select the new date. Press "Next" once you have made your change.
Reporting
Roster Report
Click the arrow to learn more
Click the arrow to learn more
From the Roster section of the program, click on the Stoplight menu next to the "+Add" button. Select the Sign-In Roster Report
On the Sign In Report, a status of "Free Trial" will display next to any customer that is attending an event.
If you choose to view the Normal Roster format which displays the customer details, there is a also an additional flag to display which customers are enrolled as Free Trials.
Daily Checklist
Click the arrow to learn more
Click the arrow to learn more
From the Global Search box, type in "Daily Checklist"
The Daily Checklist reports back alerts that the front staff should be aware of such as expired memberships, waivers that need to be signed, team balances, birthdays, and now if a Free Trial member is coming in.
Customer Search and Email
Click the arrow to learn more
Click the arrow to learn more
A checkbox has been added to the "Options" section of the Customer Search report to be able to report on only customers that have been added to rosters for free trials. The other important box to check will be the "show group information". This allows you to see which free trial roster the customer is signed up for.
Make-Ups and Free Trials Report
One report to view all customers registered for a free trial, make-up or both.
Free Trial Conversion Report
The Free Trial Conversion Report tracks the number of customers who took a free trial within a set period and calculates the percentage who signed up for a paid class. It also measures the attendance rate, showing the ratio of converted customers to total attendees for specific classes, helping to identify trends and improve conversion strategies.
