Tool Search: Activity Monitor

Introduction to Activity Registration

The Activity Registration module provides districts with a tool for managing activities that require a registration process including a registration packet, payment, and a roster. Activity Registration is completed in the Campus School Store based on registration dates you control. Once a student has registered for an activity, that activity no longer appears for them in the School Store.

Before You Begin

Be sure you have finished setting up the School Store and Payments modules.

Activity Registration Setup Workflow

Step		Campus Location
Set Up Custom Forms and Ad Hoc Filters
1	Upload and manage supplemental Activity Registration documents in the Custom Forms tool. The following Activity Registration options are available in the Module field in Custom Forms: Activity, Activity Preapproval, Athletics and Field Trip. Forms created with these options can only be assigned to a student via the Campus School Store and Activity Registration. The Activity Preapproval process can only use custom form types of Interactive Form with Database Table and Interactive Form. If you use an interactive form, you can also use the following Ad hoc fields to prepopulate the form: activityName and studentFirstLastName. For prepopulating to work, you must use the Ad hoc fields as the field names in your PDF. These fields are case sensitive.	Tool Search: Custom Forms
T2	Create an Ad Hoc filter for selecting eligible students. Each activity requires an Ad Hoc filter. Campus only allows students who are included in the Ad Hoc filter to register for the activity.	Tool Search: Filter Designer
Set Up Portal Preferences
3	Make sure the Activity, Athletics, and Field Trip Custom Modules are selected on the Portal Display Options tool.	Tool Search: Portal Display Options
4	Make sure the Enable Activity Registration Viewing Tool option has the Student and/or Parent checkboxes marked if you want to allow users to see Activity Registration information in Campus Student or Campus Parent. When these options are enabled, users can see the activities for which the student has registered. To be considered "registered" the activity fee must be paid. Any applicable forms and options purchased for the student also display.	Tool Search: Portal Display Options
Add District Assignments
5	The following checkboxes display on the District Assignments tool and determine which staff may be assigned to activities. Activity Staff: When this checkbox is marked, the staff member may be assigned as the primary or secondary owner responsible for an activity. Activity Preapproval: When this checkbox is marked, the staff member may be assigned as the School Approver, District Approver, or International Approver for an activity preapproval request.	Tool Search: District Assignments
Set Up Preapproval Configurations (Optional)
6	Use the Preapproval Configuration tool to set up the rules, identify the appropriate approvers, and assign the forms that must be completed before an activity can be made available for registration in the School Store.	Tool Search: Preapproval Configuration
Set Up Activities
7	Add new activities in the Activity Builder tool.	Tool Search: Activity Monitor
Manage Activities
8	View the Activity Roster and mark forms as complete.	Tool Search: Activity Monitor
9	Review past activities and monitor upcoming activities in the Activity Monitor.	Tool Search: Activity Monitor
10	Use the Activity Monitor to review proposed activities. You can approve, decline, or return activities submitted through the Activity Dashboard.	Tool Search: Activity Monitor

Preapproval Process

The preapproval process is the process in Activity Registration that requires activity owners to request approval before an activity can finish being created and/or is made available for registration in the School Store. The specific rules that trigger the preapproval process and the forms that the activity owner must complete and route to internal approvers are defined in the Preapproval Configuration tool.

Activity Proposal Workflow

The following chart provides the basic process a proposed activity goes through in Campus.

Tool Rights for Activity Registration

Tool Rights determine the level of access users have to tools throughout Campus. This article refers to tool rights in abbreviated form (i.e., R, W, A, D or any combination of the four). Sub-rights appear as italicized.

If no Roster Payment rights are granted, manual adds will have no Purchase Option and the registration will be unable to be confirmed by that specific user unless the student completes their registration and pays via the School Store.

You need at least one Payment Option (Cash/Check/Credit) for Roster Payments to be made. If you have no access to one of those, you cannot take a payment.

Right	Description
R (Read)	The R right indicates the information on the corresponding tool may be viewed by the user. When applicable, the user is also allowed to print information. The user will NOT have access to the Save, Add or Delete icons in the action bar.
W (Write)	The W right indicates the user may view and modify the information on the corresponding tool. The Save icon in the action bar will be functional. This right allows the user to modify only existing data in the area since adding new data is controlled by the A right. This right includes the ability to change or remove data from a specific field.
A (Add)	The A right indicates the user may view, modify and add to the information on the corresponding tool. The New and Add icons in the action bar will be functional. This right allows the user to add new data/records.
D (Delete)	ASSIGN THIS RIGHT WITH CAUTION. The D right indicates the information on the corresponding tool may be deleted. The Delete icon in the action bar will be functional. This right provides the ability to completely remove an existing record, including all data contained within the record. The ability to change/remove data from a field is controlled through the W right.

RWAD Rights assigned at the module or folder level give those rights to all features within the module. For example, giving RW rights to the System Administration Health folder assigns RW rights to all tools within that folder, including any sub-rights.

Right	R	W	A	D
Activity Registration	View Only	View and Modify	View, Modify, and Add	N/A
Activity Dashboard	Users can view any activities they submit or view activities for which they are listed as the activity owner.	Users may edit proposed activities that they have submitted.	Users may submit proposals for new activities and copy existing activities.	Users can remove activities that are in the Ready (Upcoming) or Draft - Proposal (Proposed) status or recall proposed activities after they are sent for approval.
Activity Dashboard	Secondary Activity Owners only have a read-only view of the activity to which they are assigned unless they are also the creator of the proposed activity. Secondary owners on an activity do not have the Remove button for delete/cancel functions even if the Delete tool right is assigned.
Activity Monitor	View Only	View and Modify	View, Modify, Add, and Copy	Users can remove activities that are in the Ready (Upcoming) or Draft (Current) status.
Activity Approval	Allows users to approve, return, and decline proposed activities.	N/A	N/A	N/A
Activity Roster Payments	Allows users to view receipts and export.	Allows users to add payments, view receipts, and export.	Allows users to add payments, view receipts, and export.	N/A
Payment Options	Allows users to take Cash, Check, or Credit Card payments.	N/A	N/A	N/A
Cash	Allows users to take Cash payments.	N/A	N/A	N/A
Check	Allows users to take Check payments.	N/A	N/A	N/A
Credit	Allows users to take Credit Card payments.	N/A	N/A	N/A
Refund	Allows users to issue refunds.	N/A	N/A	N/A
Override	Allows users to Override the cost of a Purchase Option.	N/A	N/A	N/A
Activity Roll Forward	N/A	N/A	Users can roll activities forward en masse.	N/A
Preapproval Configuration	View Only	View and Modify	View, Modify, and Add	Delete
Preapproval Requests	View Only	Allows users manage preapproval requests.	N/A	N/A

The Infinite Campus School Store gives members of your school easy online access for purchasing goods and services. Each school in your district can have their own store. The stores display in Campus Parent and Campus Student.

This article walks you through the setup process step-by-step.

Step 1. Enable School Store in the Digital Repository

Tool Search: Digital Repository

Before you can set up the School Store, you must enable the School Store in the Digital Repository tool by marking the School Store checkbox at the bottom of the screen then clicking Save. For more information about the Digital Repository see the Digital Repository article on the Campus Community.

Step 2. Set up Product Types

Tool Search: Product Types

About Product Types

Product Types are assigned to Products and to Fund Accounts. When a product is purchased, funds are deposited into the bank associated with the Fund Account to which you assigned the Product Type.

Important Information About Product Types

Product Types are not unique for each school. Once a Product Type is added, it is available to every school in the district.
You cannot delete a Product Type if it's tied to an active product in the Inventory. However, you can edit the Product Type.

Step 3. Set up Fund Accounts

Tool Search: Fund Accounts

Fund Accounts identify which bank accounts are used for items purchased in the School Store. You can manage Fund Account in the Payments Setup tool.

You can assign each Product Type to a unique Fund Account or group Product Types together on the same Fund Account.

You can NOT remove a Product Type from a Fund Account after you save your changes.

See the article Fund Accounts (Payments Setup) on the Campus Community for more information about setting up Fund Accounts.

Step 4. Create a Store for Each School

Tool Search: School Store Settings

The Settings tool allows you to choose where you want the School Store to display and set up different options for every store. From here you can also set up Public Store options. The Public Store is a website where anyone can shop for goods or services from your district.

What can I do?
Create a School Store Create a Public Store

Create a School Store

Create a store for each school by selecting the school in the Campus toolbar. Use the field descriptions provided here to complete the screen then click Save. Repeat this procedure for each school that is going to have a school store.

Field Descriptions (School Store)

Field	Description
Title	The name of the store.
Display On	You can display the store in Campus Parent, Campus Student, Employee Self Service or the Public Store. If you do not want the store to display, do NOT mark the checkbox.
Allow Free and Reduced Pricing	When this checkbox is marked, students that have an active eligibility record and who have the School Store permission sharing selected can be given a reduced price for items in the store. The reduced price is set up on the product. If you do not set up a reduced price, the student is charged the regular selling price.
Shop By Categories	This option allows you to set up the School Store for users to shop by category or by products. When this checkbox is marked, the first page in the store displays the Categories. Users can select a Category to see the products they can purchase. When this checkbox is not marked, the first page in the School Store displays all of the products in the store. Users still have the option to view and group the products by category from the products page.
Image Upload	A picture that represents the school store in Campus Student and Campus Parent. If this is your first time uploading an image in Campus, Campus prompts you to accept the Terms and Conditions. Mark the checkbox before you save. The image must use one of the following extensions: .jpg, .jpeg, .png, or .gif.

Create a Public Store

Create a Public Store by selecting All Schools in the Campus toolbar. Use the field descriptions provided here to complete the screen then click Save.

Tip: See the Public Store Overview for more information about setting up a Public Store. There are multiple steps that you must complete before products can be purchased on the Public Store.

Example Public Store Settings

Field Descriptions (Public Store)

Field	Description
Public Store ON/OFF	Once the Public Store toggle is switched to ON, people can use the Public Store Link found on this Settings page to shop at your Public Store. You must fill in the Public Store Home Page section before the Public Store toggle can be switched to ON.
Public Store Home Page
Title	The name of the store as it appears in Campus Student and Campus Parent.
Public Store URL	This is the link people can use to shop at your Public Store. The URL is cannot be modified.
Require User Account	Public Store customers can create a user account before they make purchases on the Public Store. If you mark this checkbox, customers will be required to create a user account before making a purchase. When someone creates an account, their name and email address are saved in Campus in the Demographics tool and Campus assigns the Public Store Homepage to their user account. Public Store customers can review their payment methods and purchase history after they log in.
Description	The text you enter in this field displays below the Title on the Public Store.
Logo Upload	A picture that represents the Public Store. This image displays at top of the page. The image must use one of the following extensions: .jpg, .jpeg, .png, or .gif. If this is your first time uploading an image in Campus, Campus prompts you to accept the Terms and Conditions. Mark the checkbox before you save.

Step 5. Set up Categories

Tool Search: School Store Categories

Categories are how similar products are grouped together in the store. When a portal user selects a category, only the products assigned to that category display. Inactive categories and active categories with NO active products do not appear in the School Store.

If you select All Schools in the Campus toolbar, the Categories for every school can be seen.
If you set the Show Inactive toggle to ON, inactive Categories also display. Otherwise, when the toggle is set to OFF, only active Categories display. Inactive Categories can be deleted if if there are no Products assigned.

Example Categories

Create a New Category

Click New in the action bar.
Result
The Category panel displays. The Active checkbox and the Display On Portal checkbox are automatically selected.
Enter a Name for the category.
Select the Schools where the category will be available.

This field only displays schools you have tool rights to.
Mark the appropriate Product Association checkboxes:
- General Product - Mark this checkbox if the category will include products for purchase in the School Store.
- Activity Registration - Mark this checkbox if the category will include activities for which students can register. When this checkbox is marked, Campus makes the category available for selection in the Activity Builder. If this checkbox is not marked, the category will not be available in the Activity Builder.
  
  When using Activity Registration, review information related to Restrict to Associated School Enrollments. When this checkbox is marked within the Activity Builder, the Recipient dropdown list will only display students who have an enrollment in the active school year at the school to which the activity is attached. This includes primary, secondary, and enrollments with a future end date.
Mark the appropriate Display On checkboxes:
- Portal
  Tip: This checkbox is automatically selected on new Categories. Clear this checkbox if you do not want this Category to display in Campus Parent or Campus Student.
- Employee Self Service
- Public Store
- Mobile Payments
  
  The options Employee Self Service, Public Store, and Mobile Payments must have General Product selected (under Product Association).
Use the Select Files option to upload an image for the category.

The image must use one of the following extensions: .jpg, .jpeg, .png, or .gif.
Click Save.
Result
The Category is ready for you to add Products.

After Categories are set up:

if someone else wants to edit the School field on the Category, they must have tool rights to all of the assigned schools. Otherwise, they cannot make changes to the School field.
if you decide to inactivate a Category and active products are tied to the Category, Campus also inactivates the products and the products will not display in the School Store until they are manually made active again.
the Product Category is a required field on the Orders Report. If you remove a school from a Category, you will not be able to use the Orders Report for purchases made for that combination of Category and School.

Previous Versions

Categories (School Store) [.2211 - .2247]

Step 6. Set up Products

Tool Search: General Product

After Categories are set up, Products can be created using the Product progress tracker. The Product progress tracker includes the following three parts:

1 - Product
2 - Product Items
3 - Availability

To get started, select All Schools or a specific school in the Campus toolbar, then click the Products button on a Category.

If you create a Product and decide you do not want it, you can delete the Product if it has never been purchased.

Part 1 - Product

Field	Description
Product Name	The name that displays in the School Store, Public Store, Employee Self Service, and/or Campus Mobile Payments.
Categories	The Categories under which you want the Product to appear. You can select multiple Categories. When you select a Category in School Store, Public Store, Employee Self Service, and/or Campus Mobile Payments, the assigned Products display. The Products and Items associated with the Category are available for selection when setting up the Event Layout, The Product Category is a required field on the Orders Report. If you remove a school from a Category, you will not be able to use the Orders Report for purchases made for that combination of Category and School.
Product Type	The Product Type to which you want to assign the Product. When this product is purchased, funds are deposited into the bank associated with the Product Type's Fund Account.
Purchase Limits	Purchase Limits restrict the number of products or product items that can be bought for an individual recipient. If you choose Product, the purchase limit is set in Part 3 - Availability. If you choose Product Item, the purchase limit is set in Part 2 - Product Items. If you choose not to use this feature, Campus automatically limits the number of products that may be purchased to 10 products per recipient. Purchase Limits can only be used in Parent Portal, Student Portal, and Employee Self Service.
Description	Detailed information about the product. This Description appears below the picture of the product.
Receipt Comments	This field allows for comments or special instructions to be added to a customer's receipt when the product is purchased. Comments appear below the purchased item.
Variable Rate	Mark this checkbox if you do not want to set a specific price for the item. When this checkbox is marked, the customer can enter any amount they want when they check out. This option is useful for things like donations. The Variable Rate checkbox cannot be marked if the product is going to be purchased using Campus Mobile Payments.
Partial Refund	Mark this checkbox if you want to allow partial refunds for this item.
Inventory Tracking	When this checkbox is marked, Campus calculates the amount of inventory you have available after a purchase is made. An additional column called Inventory on Hand displays on the Step 2 Attributes screen and allows you to manage the items in your store. If the number in this column is zero, Campus displays the message Out of Stock when the users try to add the item to their cart. Do NOT mark this option if you are allowing users to preorder this product, or you do not want to limit the quantity of items that can be sold. When this checkbox is marked, the product is included in the Inventory on Hand report. If you use the Payments Reporter to issue refunds for products purchased in the School Store and this checkbox is marked, Campus allows you to choose whether you want to return the item to Inventory on Hand.
Customer Comments	When this checkbox is marked, customers can add information to their purchase before they check out. Comments appear on the Pick List report. You may enter text in the customer comment field to automatically display a message. Customer Comments are not available in the Campus Mobile Payments app.
Description	Detailed information about the product. This Description appears below the picture of the product.
Image Upload	This option allows you to add a picture of the product. The image must use one of the following extensions: .jpg, .jpeg, .png, or .gif. As a best practice, the file should not exceed 3MB. The image that displays in the store is a square, so a 1:1 aspect ratio is also recommended. The uploaded images do not display in the Campus Mobile Payments app.
File Upload	This option allows you to add a PDF file to the product. For example, pencils are going to be sold at a fundraiser, so a flyer about the fundraiser can be uploaded to the Pencils product. A link to the PDF file displays between the image and the description. The uploaded files do not display in the Campus Mobile Payments app.

Part 2 - Product Items

You can drag and drop rows to easily reorder lines in the table. To add multiple attributes (lines and rows) to the table, you must first click the Add Attribute button.

Field	Description
Export	The Export button allows you to download an Excel version of the Product Items table.
Import	The Import button allows you to upload an Excel or CSV file to populate the Product Items table. To begin, use the Export button to download a template of the Product Items table. You can have up to three custom attribute columns for tracking additional product information. At least one custom attribute column is required to add more than one product item. If your import file includes more than three custom attribute columns, only the first three columns are used and additional columns are ignored. Depending on the options selected in Part 1 - Product, not all fields may display when exporting. Do NOT change any of the following default column headers. Changing the name of a default column makes it a custom attribute column. SKU Student Number (Mobile) Inventory on Hand Selling Price Reduced Price Free Price Cost Purchase Limit When you import the file, the Student Number (Mobile) column automatically populates with No if there isn't a value in the file. When you import the file, the Selling Price column automatically populates with 0.00 and Inventory on Hand populates with 0 if there aren't values in the columns. The other fields will be filled with a blank if there are no values for them. If you are using an Excel document and one of your attributes represents time, you must use quotes around the time. For example, if the time is 5:30pm it must be "5:30pm" or '5:30pm' in the excel document.
Add Item	The Add Item button allows you to add another row to the table if you are using custom attributes.
Add Attribute	The Add Attribute button allows you to add custom attributes to the table. You can add up to three custom attribute columns for tracking additional product information.
Student Number (Mobile)	This column displays if Mobile Payments is marked within the Category under Display On. The Student Number (Mobile) field is used to track information about purchases for students. For example, if selling prom tickets, you may want to enter the student number at the time of purchase to track the students who are attending. When a row is added in Step 2 Product Items, the Student Number (Mobile) column displays three options: No - is the default option. When an item is purchased using the Campus Mobile Payments app, the Student Number will not display. Allow - gives you the option to enter a student number during the purchase of an item; it is not required. Require - requires the student number to be entered during the purchase of an item. The Student Number (Mobile) column appears in the Campus Mobile Payments app only.
SKU	You can enter your own SKU or one from a vendor. If you leave this field blank, Campus assigns a unique, system generated number. Infinite Campus recommends using unique SKUs for each product.
Inventory on Hand	This column only displays if Inventory Tracking is selected in Step 1 Product. This is the total amount of inventory on hand. You can manually update this number at any time. If the number in this column is zero, Campus displays the message Out of Stock when the user tries to add the item to their cart.
Selling Price	The price customers pay and see in the store. The price can be $0.00. Items that cost $0 cannot be purchased through the Public Store.
Reduced Price	The price students with reduced eligibility status pay and see in Campus Parent/Student only. The price can be $0.00.
Free Price	The price students with a free eligibility status pay and see in Campus Parent/Student only. The price can be $0.00.
Cost	The price the district paid to purchase the product from the vendor. This field is optional.
Purchase Limit	This column only displays if you chose Purchase Item in the Product Limits dropdown list (Part 1 of the Product Progress Tracker). Enter the maximum number of this particular item the user is allowed to purchase for a recipient.

Part 3 - Availability

Field	Description
Active	When this checkbox is marked, the product is available on the Start Date in the store(s) marked in the Available On section.
Restrict to Associated School Enrollments	When this checkbox is marked, the Recipient dropdown list in the School Store will only display students who have an enrollment in the active school year at the school to which the product is attached. This includes primary, secondary, and enrollments with a future end date. Example If you have a Product attached to the High School only and this checkbox is marked, parents will only be able to select their student(s) with primary and secondary High School enrollments in the active school year as well as enrollments with a future end date. Please note that if the same Product is associated with multiple schools; e.g., a middle school and a high school, parents can select both middle and high school students in both stores. This option is only available when the product is only available on the Portal. If the Employee Self Service, Public Store, or Mobile Payments checkboxes are also selected, this field is disabled.
Available On	Portal Employee Self Service Public Store Mobile Payments
Start Date	The first day and time on which the product may be purchased. This field is required. Campus verifies the Product Type and Category are active on the same day or prior.
End Date	The last day and time on which the product may be purchased. After this date and time, the product is inactive and is not available in the store.
Purchase Limit	This field only displays if you chose Product in the Product Limits dropdown list (Part 1 of the Product Progress Tracker). Enter the maximum number the user is allowed to purchase for a recipient from that product group. For example, if the Product Limit is set to 3 for School Supplies, this means you can purchase any 3 items from the School Supplies product group. Purchase Limits can only be used in Parent Portal, Student Portal, and Employee Self Service.
Select a Saved Filter	This option allows you to select an Ad Hoc filter to limit purchasing to the people included in the filter. Only people who are included in the Ad Hoc filter and have an active enrollment in the active calendar year can be selected as a Recipient. You can only select one Ad Hoc filter. The Ad Hoc filter must include the personID. See the Ad Hoc Filter Examples for more information. Select a Saved Filter is only available when Portal is selected from the Available On section. If the Employee Self Service, Public Store, or Mobile Payments checkboxes are also selected, Ad Hoc filters cannot be applied.

Ad Hoc Filter Examples

You can create an Ad Hoc filter to limit purchasing to specific people. Only people who are included in the Ad Hoc filter and have an active enrollment in the active calendar year can be selected as a Recipient when a purchase is made.

See the article Student Filter fields for Ad Hoc Reporting for more information about this type of Ad Hoc Query.

The Ad Hoc filter must always include the Person ID: Student > Demographics > Person ID (student.personID)

Filter for Students with a Parent Consent of Yes

This filter restricts purchasing to students who have a parent consent of yes on their Athletics record.

Student > Demographics > Person ID: student.personID
Student > Activities > Athlete Eligibility > parentConsent: ath.parentConsent

Field	Operator	Value
ath.parentConsent	=	Y

Ad Hoc Query Example

Filter for Students with an Active Physical Form

This filter restricts purchasing to students who have an active physical on record.

Student > Demographics > Person ID: student.personID
Student > Activities > Athlete Eligibility > physicalDate: ath.physicaldate
Student > Activities > Athlete Eligibility > physicalEndDate: ath.physicalenddate

Field	Operator	Value
The values provided here are applicable for the 2019/2020 school year. Modify these dates as necessary or use the IS NOT NULL Operator.
ath.physicaldate	>	09/01/2019
ath.physicalenddate	<	09/01/2021

Field

Operator

Value

The values provided here are applicable for the 2019/2020 school year. Modify these dates as necessary

or use the IS NOT NULL Operator.

ath.physicaldate

>

09/01/2019

ath.physicalenddate

<

09/01/2021

Ad Hoc Query Example

Refunds

Use the Payments Reporter to issue refunds for products purchased in the School Store.
If the Inventory Tracking checkbox is marked on the product, Campus automatically updates the Inventory on Hand to include the refunded item.
Users can choose whether to return the item to inventory or reimburse the customer.

Tool Search: Settings