Glossary

The grouping of participants and their events which includes the main contact. For example, a registrant who signs up other participants for programs is an account holder. An account holder may also be a participant. An account may have any number of participants in it. “Account” may be called Account, Family, Group, or other terms.

Area of the management system that allows participants to be divided into groups within an event. Uses include setting up roommate assignments, teams, small group break outs, table assignments, etc. The system can also report and filter on the groupings, creating rosters and other printable information based on groupings. Group types can be set to be mutually exclusive (people can be in only one group per group type) or not mutually exclusive (people can be in multiple groups at one time). Groupings are set on a per-program basis.

Properties associated with an event that determine reporting and online registration characteristics. These can also group programs together. Categories can include anything like Age, Event Type, Activity, or any characteristic of the event. Reports can be made that sort on specific categories. Categories are also used in filtering. Finally, a main use of categories is to drill down what events a person will see on the online registration form. (For example, choosing a “bowling” type of event will only show bowling events, depending on how your system is set up).

Area of the management system dealing with mass emails and confirmation letters. This section can be used to send large amounts of emails to people in your filters. Also, it can be used to create and edit confirmation emails. These communications can be in a simple text format or in full HTML. The communication center is also where email templates can be created for sending through the data center to individual accounts.

To learn more about the communication center or view a training video: Click Here

A type of email that is sent out upon completion of an online registration form or an internal entry. This email must be sent out at the time of completing registration, or it cannot be sent. A Confirmation Email is created in the Communication Center and has an Email Type of "Confirmation Email". It is then assigned to a registration form. Each registration form can be assigned one Confirmation Email, although one Confirmation Email may be assigned to multiple registration forms. A Confirmation Email can include specific information about an order, such as the dollar amount of a customer's total order and event information such as date and time.

The online customer account allows registrants to log into their account to view their registration information, update account and participant information, print off statements, make payments, take advantage of eCamp (if applicable), and update their username and/or password. This online customer account allows information to be saved on each participant so that when they go to register for another event, they only need to fill out questions they haven’t answered before. Additionally, there is a section of the management system where settings for a customer’s online account are set up (Settings > Customer Account). The link that you will post on your site for registrants to access the Online Account is located in this area. This section also allows the customization for the ‘Online Account’ module, including what links show up, how much a customer can change on their registration forms, etc. Most of the online account module is customizable, including the look and feel with HTML coding.

This area of the system allows you to edit and customize the Header, Body and Footer of the billing statements that your registrants receive. You can edit, hide or display organization information such as Tax ID, Phone and Fax Numbers. You can also add custom messages to the statements.

Customer Statements are used in the report center and are available to the registrants through their Online Accounts.

The area of information on an individual account or participant. You can make payments, refunds, register for a new program, see programs registered for and communications sent. This center is a catch-all for information regarding everything having to do with an account.

The minimum amount required to pay for a financial option during online registration. This can be set as a percentage or a specific dollar amount. Also, a deposit may be on a per account, participant, item, or registration basis. Deposits are assigned to financial options.

Powerful tool that limits the accounts/participants/events/financial options you see to specific criteria. For example, a 2007 Season filter will limit most of the information in the system to registrations associated with the 2007 season. This can also speed up the system in organizations with a large numbers of registrations or programs. There are 2 types of filters: Quick Filters and Custom filters. You can combine multiple quick filters and saved filters together with the relationship (‘and’ or ‘or’) determined by your filter settings.

o	These filters are pre-created, depending on the information that you have in your system. You can quickly filter on specific events, seasons, financial options, or other criteria.

o	These filters are user-created and can be very powerful, combining filter criteria and can also search on specific database fields (as well as text or answers in those fields).

The fees/discounts associated with a program or participant. These include the base price of an event, required fees, optional fees, non-refundable fees, and discounts. There are four types of Financial Options: Base, Add-On, Automatic, and Cart.

This fee type is usually the basic price of your program and generally a choice from this group is required. Each financial option shows up as a radio button on your registration form and only one can be selected from each base group. For example, a customer may choose a single day fee or an whole event fee.

o	This is an optional fee type and shows up as a check box. Common uses are for extra T-shirts, Books, Pictures, etc.

o	This is an optional fee type and shows up as a check box. The box starts as checked, but can be unchecked.

o	This fee type is a required extra fee. It shows up as a pre-checked, un-selectable checkbox. It is commonly used for insurance, processing fees, or any other fee which is required.

This is a kind of fee that shows up after a participant has chosen their events through online registration. They are flexible in that they can be set up easily to reflect attributes of the registration. Commonly used for discounts such as a Multi-session discount or discounts for having more than one participant registered at the same time.

The system of building online registration forms. Used to create and modify the questions, graphics, and information displayed on your registration forms to be filled out online. Assigning confirmation emails to a specific form also occurs here.

An online or internal form which requests information from a participant. It is NOT tied to any event, and does NOT create a registration. These are commonly used for people to sign up for brochure requests, staff applications, or other non-fee transactions.

When information is updated by an internal user, and not online by a registrant. Accounts can be created internally, payments may be processed internally, and events can be added internally, among other options.

Where a program is held. These are associated with a program. Locations are often used in filtering to send out mail or information to sessions held at a specific place.

A process which can bill many accounts at one time. The amounts and payment types can be different for every account. This is used many times for people that choose auto-billing or for organizations that have billing on specific dates. These billings are sent through Thriva for verification and are sent for payment within one business day of initial submittal.

An email that can be written and sent to whoever is in your current filter. It can include database fields which change depending on who the email is going to (First Name, Last Name, or other database fields). Mass Emails are created in the Communication Center. There are two formats for a Mass Email: Plain Text or HTML. If HTML format is chosen, the email must use HTML code in order to display correctly. Plain text emails will display in the same format in which they appear in the Communication Center, with no special code needed. Mass Emails are approved and sent within one business day.

A process which updates database fields for many participants at one time. This can be used for things such as form questions like, “Form received,” or “Arrived at Program.” Database fields can be updates individually or across many participants.

Accounts and participants can be merged. Sometimes registrants may accidentally create a second account or participant within an account that actually is the same person. Merging can help clean up your database and make reporting easier.

The person who is associated with programs in your organization. For example, someone who signs up to take a cooking program is a participant.

What a participant signs up for during a Registration process. These may be Camps, Classes, Sessions, Events, Programs, or other terms for what the participant will be participating in.

This area of the system allows you to view different statistical data for a certain event or program, all in one screen. For example, there is a module that lists all participants in a selected program, while another module displays a snapshot of which financial options were purchased for the selected program. These modules are a few of the ones that are available in the quick view.

The online or internal form filled out to register a participant for an event. This includes the questions including Name, Age, Address, Phone Number, or whatever information you require during a registration. The questions in the Registration Form store information in database fields which can be filtered or reported on.

When money is taken from a participant’s account. This is often done when offering a discount after registration has taken place, or when removing someone from an event.

A participant can be removed from a program, usually if they are no longer participating in the program. This also allows the transfer of payments towards this event and allocates them to either a refund, transfer to another event, or can be placed in a credit balance. Much in the same way, financial options can be removed from participants or programs, with the money allocated toward them refunded, transferred, or placed in credit balance.

Powerful tools that can show information on a wide variety of criteria. For example, a report could show event capacity for events in your current season. There are many different database fields that can be added to reports. You can also create a roster for an upcoming program, filled with data from the participant’s registration form. There are two types of reports:

o	Shows a variety of basic information for accounts, participants, and events. This is the type of report to use when creating rosters or seeing what kind of medical conditions (if asked in your registration form) a participant may have.

o	This tool can show different transactions and payments for an account. Also, this can be narrowed down to the specific financial options during a transaction. Note: A basic transaction report is NOT affected by current filters, while all other reports ARE affected by filters.

o	This tool allows you to report by season, event, categories or location with a report type of registration summary, purchase summary, or data on a specific multiple answer database field.

The designation which defines the type of access a user has to the Thriva management system. Different roles can have varying amounts of control over the system: Creating reports, Internal Registrations, Communication Center, Filter Center, etc. Roles can be created with varying access and assigned to different users.

When a participant and the associated payments are moved from one event to another. For example, a participant moves from the first session of the year to the second session. Instead of the participant signing up for a new event and being removed from the old event, they can be moved in the management system to a new event in one step.

The portion of the management system dealing with your organization’s account fees and payment processing. Reports can be run detailing the transactions associated with an organization.

A person in your organization who accesses the management system. A user can have different access to the amount of information they can see in the management system based on their assigned role and the filter(s) they may be locked to.

An amount which can be changed. For example, a user-defined discount could be used internally to give discounts which will change in amount each time the discount is used. Another example is a user-defined quantity, e.g. people choosing the number tickets to an event. Also commonly used for “donation” financial options, where someone can choose the amount to donate.

These are programs which people may sign up for in the case of a full program. What these do is hold the person’s place so they may be transferred into the actual program if a spot becomes available. There are Manual Waitlists and Automatic Waitlists.

o	These waitlists are created by the user, and are associated with specific programs.

o	These waitlists are created on a season basis automatically and make it easy for people to get on waitlists if an event is full, without having to manually create a waitlist program. Talk with your account manager if you’d like to setup Automatic Waitlists.