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Manage your Recreation Department with Cogran
Everything you need in a single system.
Recreation Department Management
How to Use Cogran:SETTING UP
Contents
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Thanks for choosing Cogran as your registration and recreation management system!
System SettingsCustomize the settings,
office features, andfront page.
About the Front Page
Learn about all of the options of the Front
Page
Build the Front Page
Customize your own Front Page
Build the Cards
Add cards to your own Front Page
Media Library
Add or choose images that appear on your site
Set up Your Cogran Registration System
This guide will provide you with the information you need to start using your new online registration package from Cogran Systems. Get moving with Cogran!
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About the Front PageCogran 2020 is designed for extensive customization of the Front Page. This section of the Instruction Manual introduces you to the Front Page and how it works. A review of this information is handy for a good understanding of the Front Page.
About the Front Page
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Update the cards page to reflect your organization
Front Page
The Front Page is the public registration portal. It is also the place where organizational information can be shared.
Other useful information like maps, calendards, more info and other details may also be shared on the Front Page.
About Cards
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Update the cards page to reflect your organization
Cards
Use the cards to display information about registration opportunities. Create and use as many cards as needed.
The cards will provide your registrants with more information about your programs, reservation opportunities, and more.
About Cards
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Cards allow access to content about your organization
Cards
Card options include:View: links to a list of program listings that are associated with this cardMap: a popup shows a Google Map coordinates assigned to this cardRead More: a popup shows a More information about the progamsCalendar: Shows current bookings and programs in a calendar-first formatGames: a popup shows game schedules, scores, and standings
About Cards
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Cards allow access to content about your organization
Card Filters
Cards can contain as many or as few program listings as necessary. If many cards are created that contain program options for certain groups—such as youth, adult, preschool, and reservations—an on-page filter makes it possible to show only certain cards. By default, all cards display, and unchecking filter options restricts the display. In this example, only youth cards display in the second image, after adult and preschool have been unchecked.
About Cards
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Cards allow access to content about your
View
View: Clicking view takes a user to a list of progams that are available for registration in this particular category. The users are able to begin to add programs to a cart and register for programs. To add programs from another card, click “go back,” select another card, and continue to add programs.
About Cards
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Cards allow access to content about your organization
Read More
Read More: a popup shows a More information about the progams that will be listed on this card.
Each card can include images, facts, and other information to make it simple for shoppers to find general overview information.
About Cards
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Cards allow access to content about your organization
Maps
Map: a popup shows a Google Map coordinates assigned to this card. The maps can include pindrops that show many locations.
About the Front Page
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Cards allow access to content about your organization
Calendar
Calendar: A calendar view shows the dates of the programs that are available for registration or current bookings of reservation sites.
About Cards
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Cards allow access to content about your organization
Sports
Games: a popup shows game schedules, scores, and standings. Toggle between the options at the top of the popup.
Cards will display the unique information about the leagues or divisions that are assigned to the card. Each division or league information can be displayed on a different card.
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SYSTEM CONFIGURATION
Your System SettingsCogran 2020 allows users to register online, manage groups, build and send emails, pull reports, handle reservations, and run your organization every day. System settings are one-time updates to the basic system that make Cogran 2020 your own.
Log In
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A unique ID that allows you to access the Cogran System
Log into Cogran Office
The first time you visit Cogran, create a new password for your admin account.
Enter username admin into the password field, then click “Having Trouble Signing In” and follow the protocol for updating your password.
Welcome to the Cogran Office
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The place to find everything from registration setup to reports.
System Administrators use the Cogran Office to access core functions of the Cogran System.
Navigate using the buttons for quick access to the system, or move through the menus to uncover even more functionality.
Tip: On a shared computer, remember to log out by clicking “Sign out” in the lower right hand corner.
Explore the Cogran Office
System Settings
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Enter basics to to customize your layout.
Cogran’s office functions automatically will apply organizational details throughout the system. The email address, mailing address, and other information is applied to multiple locations, like emails.
This system customization takes only a few minutes and begins the process of making the system reflect your organization.
Fill out the form and hit the red “save” button. Once the form is completed, click the next tab item, “System Configuration.”
Navigate to the menu item: Settings> Setup>Organization Details
Organization Details
System Settings: Organization Details
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Set up the system to reflect your organization needs.
Cogran’s office functions automatically will apply organizational details throughout the system. The email address, mailing address, and other information is applied to multiple locations, like emails.
This system customization takes only a few minutes and begins the process of making the system reflect your organization.
Fill out the form and hit the red “save” button.
Next, click “System Configuration” in the left-hand menu.
Organization Details
System Settings: Organization Details
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Set up the system to reflect your organization needs.
Organization Name: Organization name appears on upper left corner of your administrative site and is used internally.
Product Tier Selected: Choose Sport, Parks and Recreation, or Camp
Administrator Contact: Add the name of the admin who will be the main contact on the admin site and in confirmation emails.
Organization Email: Your email will display on the Front Page
Mailing Address: This address is used for billing and inserted into emails if users are allowed to send checks. ➢ Address
Unit or Suite Information➢ City➢ State➢ Zip Code
Contact Phone
Time Zone: Set the difference in hours between US CST and your time zone, if any. Mountain time: -1, Pacific time: -2, Eastern time: 1
Site Color Scheme: Choose one of many colors for the admin back office.
Admin Login Page Text: Set the text that will appear on your admin login screen here. Note that this text may take 24 hours to appear as it is cached on the Cogran servers.
Domain: Enter as per this example: https://YOURSITE.cogran.com
Check to set to Live Mode: For first time changes to take effect, please check this box and save. Colors and other changes will apply.
Cogran allows customers to set up some basic settings as new clients. This includes useful information about the client organization. Fill out the form as detailed below, and then click save to save the settings.
System Settings: Configuration
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Set up the system to reflect your organization needs.
Configuration
System Configuration allows specific changes to the way the system works.
Settings>Setup>Organizational Preferences>System Configuration
Click on the line on the page that lists “emails come from.”
A new form will appear.
System Settings: Configuration
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Set up the system to reflect your organization needs.
Emails Come From: This displays as the sender of your emails from the Cogran System.
Select the Organization Type: This choice impacts the menu options that will automatically appear or disappear. Menu options can be altered manually at any time.
Schools: Schools are often displayed for students to select during registration. IMPORTANT: Put one school name on each line.
To turn on certain PRICING CUSTOMIZATIONS, check boxes and select options here. Note that these can be updated later in the registration setup process.
• Resident / Non Resident Pricing• Quantity Discount • Sibling Pricing • Membership• Apply Special Pricing• Additional Fee• Online Registration Fee
Organization Categories: List each category on a separate line. For example, "camp, soccer, training, adult programs." These are not your registration items, but categories used to create cards and organize reports.
Member Number Start: This number is used to assign code numbers to volunteers or members.
Click the next tab item, “System Configuration,” to configure some essential settings of your Cogran System. Most of these are rare, but handy, features that allow for some specific modifications on how features normally work. For this reason, users might not use any of these features. Other users might use many. If unsure, wait to fill this section out until after setting up a registration period and return to see if the modifications apply.
That’s it! That’s all you need to know to successfully customize your system.
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Set up the Front PageCogran 2020 is designed for extensive customization of the Front Page. This section of the Instruction Manual walks users through how to manage and add new images, how to customize the Front Page, and how to ensure that the system is includes the correct organizational information.
Create the Front Page
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Update your front page to reflect your organization
Front Page Setup
Fill out the form to add the text and images on your public homepage. The fields in the Cogran Office will match the display on the front page.
Tips: If fields are not filled out, the Cogran Front Page will not display them.
Front Page>Front Page
Create a Front Page
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Set up the system to reflect your organization needs.
Organization Name: This appears in the upper left-hand top of the banner.
Color Theme: Choose a color theme for the Front Page
Banner Image: Choose an image from Cogran's library or add a custom banner to the media library.
Banner Title: This title appears below the banner. Content is required for the banner to appear.
Banner Sub Title: This subtitle appears below the title.
Display "Take Me to Registration" Button: this button bypasses the registration information contained in the cards, and allows users to move directly to the registration process.
Card Title: This is a header line above the card section on the Front Page
Card Sub Title: This subtitle appears below the card title.
Domain Name: This is technically useful. Include the link to your system’s Cogran Office address, including https
Address: Full business address will appear in the footer of your site
Phone: Business phone will appear on the Front Page in the footer of your site Contact
Name: This will appear on the Front Page in the footer of your site
Email: This will appear on the Front Page in the footer of your site
Footer Text: Limit to 500 characters, for information that you seek that
Registration Waiver: This waiver does *not* appear on the Front Page. However, it will appear to ALL registrants at time of login. This is checked by the creator of the login account. Other checkboxes can be added to specific registration programs.
To set up the Front Page, click the card labelled Front Page, or visit the menu option Front Page>Front Page. The form that populates will have the following options.
Create a Front Page
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Fields in the Cogran Office match the display on the Front Page
Create a Front Page
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Fields in the Cogran Office match the display on the Front Page
This card will be created on the
next tab of setup
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Set Up CardsCogran 2020 includes cards that allow users to display programs with tons of data about options like locations and more.
Create a Card
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Cards allow access to content about your organization
Create a Card
To set up a card, click the card labelled Front Page, or visit the menu option Front Page>Front Page.
After filling out the Front Page information, click the side tab “Cards.”
Now, select a card to update or click Add to add a new card.
Create a Card
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Fields in the Cogran Office match the display on the Front Page
Create a Card
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Set up the system to reflect your organization needs.
Sequence: The order in which the cards will appear on the Front Page. Select Card Type: Choose if this card will display registrations, information, or reservations. Information cards do not allow registration, but they are great for including links to maps or other generic information about the organization. Select who will see this card:
➢ Check to allow only Admins to perform registrations for these programs
➢ Check to display to the public on the Front Page
(Note that if both are selected, the public will see the registration options but not be able to register).
Card Filter: Allow users to filter card types on the Front Page: Use one of many pre-selected categories or add a new category so that registrants are able to show only relevant cards. This allows parents seeking only youth programs, for example, to view only the cards in the youth filter.Card Category: Choose a Registration Category to allow registration opportunities to display on this card. The Registration Category *must* match one selected during registration period setup for the card to include the correct list of registration options, which is displayed upon selection of the button labeled “View.”Select Card Image: Choose an image that will display on the card, or upload an image link using the media library.
Excerpt: This appears on the card under the name of the card. Read More: This information populates as a pop-up on the card that is accesses by clicking "Read More." Include extensive information, including photos, here. Map Embed Link: Paste in an embed iframe code from Google Maps. This activates a button on the card labeled “Maps.” Display Calendar: Display a calendar view. This activates a button on the card labeled “Calendar.” Display Game Schedule and Standings: Display the schedule and standings for sports teams that are associated with this Registration Category. This activates a button on the card labeled “Game Information.” Expiration Date: If the programs sold on this card are seasonal or expire, set this date to allow the card to automatically disappear from view.
To set up a card, click the card labelled Front Page, or visit the menu option Front Page>Front Page. After filling out the Front Page information, click the side tab “Cards.” Now, select a card to update or click Add to add a new card.
Create a Card
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Images reflect your organization
Set Up A Card
Select or add a card by filling out the desired fields. • Choose the image from the dropdown list.
(Cogran comes with stock images, but you can add new ones via the Media Library)
• Add a title of the card• Create a short excerpt of the content of
the card.
Front Page>Front Page>Cards
Create a Card
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Images reflect your organization
Set Up A Card
Fill out “Read More” with additional information inform users about the content of this card. This displays on click of “read more.”
This information is general overview information about the registration period or type of registration/reservation on the card.
Front Page>Front Page>Cards
Note: If you do not add any content to Read More, no Read More button will appear.
Add Maps to Cards
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Choose maps to display locations
To add a map to your Card, first find the map link in Google maps.
➢ Visit Google maps: https://www.google.com/maps/
➢ Pick your location➢ Click “share”➢ Choose “embed”➢ Copy the “iframe URL”
This iframe URL might look like: <iframesrc="https://www.google.com/maps/embed?pb=!1m14!1m12!1m3!1d11286.229739751469!2d93.49592425!3d44.99330085!2m3!1f0!2f0!3f0!3m2!1i1024!2i768!4f13.1!5e0!3m2!1sen!2sus!4v1522350464101" width="600" height="450" frameborder="0" style="border:0" allowfullscreen></iframe>
Find Map Links for your System
Add Maps to Cards
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Choose maps to display locations
Front Page>Front Page>CardsScroll down to find the Map Embed Link fieldPaste in the link. Save. Refresh your public homepage. Note: If you do not add a map link, no map button will appear on the card.
Add Map Links to Your Cards
Assign Image to a Program
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Images reflect your organization
Assign Images to Programs & Facilities
The image will appear next to the program listing. By default, a checkmark will appear next to each registration option.
Registration Setup>Registration Programs>Add (or Find) a Program>Fill out required fields>Preview Image >Choose an image from the dropdown list.
Updated Image Example
Default Checkmark Example
