Important Info About Activities
Important Info About Activities
Activities post to Activity Timelines. You can see these timelines in the Admin, Instructor, and Customer Portals and in the Enrollsy apps. Keep these in mind:
Activity Timelines are a permanent record — Posted Activities aren't deleted from the timeline. Admins, Instructors, and Account Holders can see timelines in their Enrollsy portals and in the Enrollsy apps
Activities have a display order — The display order on the Activities page is used everywhere in Enrollsy, including the Instructor and Customer Portals. To change it, click the six dots to the left of an Activity's icon and drag it up or down
Enrollsy includes system Activities — These are common default Activities that come with Enrollsy. You can hide all of them except Check-In and Check-Out. If you don't use Check-In and Check-Out, move it to the bottom of the list. To see and add back hidden Activities, click Show Hidden at the top right of the panel
Admin users can edit or delete Activities — Any Admin user can edit or delete an Activity. You can't restore a deleted Activity. To get it back, re-create it and change the posted date and time
Admin users and Instructors can post an Activity on multiple days — They can post one Activity to one Enrollee at a time, across multiple Classes and dates
Account Holders can post an Activity to multiple Enrollees on multiple days — They can post one Activity to multiple Enrollees at once, across multiple Classes and dates
Choose an Entity — Enrollee, Instructor, or Class
The entity decides which timeline an Activity posts to and who can see it. You can't change the entity after you create the Activity, so pick the one that fits how you'll use it.
Enrollee — Posts to one child's or participant's timeline. Admins, Instructors, and Account Holders can see it. Use it for anything families need to view or fill out, like check-in/out, incident reports, progress reports, and forms. Most Activities use this entity
Instructor — Posts to a staff member's timeline. Admins and Instructors can see it, but each Instructor sees only their own timeline. Use it for internal staff records, like call-outs, trainings, or shift notes
Class — Posts to the whole Class's timeline instead of each Enrollee's. Admins and Instructors can see it. Use it for group records, like meal counts, daily recaps, or classroom notes
Tip: If Account Holders need to see the Activity, choose Enrollee.
To see where each timeline appears in each portal, see Enrollee, Instructor, and Class Timelines — Where to Find Each One.
Create a Custom Activity
Step 1 — Open the Activities Page
Go to My Company > Activities. Select the entity, then click the + button inside the dotted box.
Step 2 — Add a Label, Icon, and Color
A drawer opens on the right side of the screen. In it:
Type a name in Label
Pick an icon from the Default Icon List or search for one
Pick a color block or enter a hex code
Step 3 — Set Visibility
Under Visibility, choose who can view and post the Activity:
Admins only — Leave all boxes unchecked
Include Instructors or Account Holders — Check whether each group can view the Activity, post it, or both
Step 4 — Set Notifications
Which notification options you see depends on who can post the Activity:
When Admin posts
When Instructor posts
When Primary Account Holder posts
For each option, select Email, SMS, or both, then type your message. To add details that fill in automatically, like your company name or the date, click Insert field value for email or Insert field for SMS.
These people get the notification:
The Primary Account Holder and any Secondary Account Holder of the Enrollee the Activity is posted to
The Instructors assigned to the Class the Activity is on, not all Instructors
Step 5 — Attach an Activity Form (Optional)
To collect more details when someone posts the Activity, choose an Activity Form. To build one first, see How to Create an Activity Form and Attach It to an Activity.
NOTE: If a form is attached, its required fields must be filled in before the Activity can be posted.
Step 6 — Save and Position the Activity
Click Save. Your new Activity appears at the bottom of the list. Drag it to a new spot if you'd like (see Reorder Activities below).
Edit an Activity
Go to My Company > Activities
Click the cog icon beside the Activity you want to edit
Change the label, icon, color, visibility, notifications, or Activity Form. These work the same way as when you create an Activity
Click Save
NOTE: You can't change an Activity's entity after you create it.
Manage the Activities List
Hide or Show Activities
Enrollsy comes with a set of default Activities. To hide or show one, slide the toggle on its right side. You can hide any default Activity except Check-In and Check-Out. If you don't use Check-In and Check-Out, move it to the bottom of the list.
To see hidden Activities, click Show Hidden at the top right of the panel.
Reorder Activities
The order of this list is the display order used everywhere in Enrollsy, including the Instructor and Customer Portals. To move an Activity, click the six dots to the left of its icon and drag it up or down.
