How to Create an Activity

Creating activities and scheduling activities are typically done separately on the Sawyer for Business portal. However, you can now save time by creating new activities seamlessly within your schedule building flow. Below we will go through both ways to create an activity so you can decide which works best for you. 

Option 1:

Getting Started: 

• Go to your Sawyer for Business portal (hisawyer.com/for-business)
• Go to the Listings tab and make sure you're in the Activities section
• Click the New Activity button to access the Create Activity form

Step 1/4: Create New Activity

• Give your activity a Name. This is how current and potential customers will decide whether or not to book your class. Therefore, you should make the title descriptive and clear. For example, if it's an art class, you might want to add in language that is familiar and easily recognizable for new parents.
  • NOTE: You can color code your activity, which will reflect how it is viewed in the Upcoming section, as well as your widget's calendar view if you have it enabled. (Learn more about the calendar widget.)
  • Color coding is a great way to stay organized for yourself and parents.
• Select a Category for your activity from the dropdown. If you're a provider that is also listed on the Sawyer Marketplace, these categories will determine how your activity will be listed when a parent is searching. Make sure to only select categories that are applicable to each that unique activity so it is clear to customers.
  • NOTE: With the ever changing community, we have added a new category specifically for online classes. If you are a provider that is listed on our marketing, by selecting this category, parents will be able to find your options on our Online Classes page on the marketplace.
• Choose the Activity Type. Your options are in person or online.
• Click on Save & Continue.

Step 2/4 : Describe the class experience  

• Write a Summary. Think: "How would you describe the class?" Write a description that gives your customer all the information they need to know before they register. Use the first few sentences to make a clear statement about what someone can expect when registering for this activity. For example, "This 45 minute music class will introduce world languages and drumming activities for children ages 4-6 and their families." There is no character limit and this field is required.
• Include Class Requirements. Once you click on the "Add Requirements" button, the text field will open and it will be locked to bullet points because that is how it is displayed. Use this section to list any prerequisites for the class. This is not a required field and there are no character limits.
• Add Additional Information. In the section entitled "What skills will the attendees learn?", talk about what students will gain from the class. This field has the same behavior as above. This is not a required field and there is no character limit.
• Explain What to Bring. This is a place for providers to make clear what supplies are needed for the class so parents can plan ahead when they’re booking. Click on "Add Materials" to open the text field. This will also be displayed in bullet point format. There is no character limit.
• Finally, add Activity Photos. This step is critical so take the time to select the right image for each unique activity. It should showcase your space and the program in action. The strongest images are high-quality, bright, and colorful. For example, if your activity is a dance class, the photo should show children dancing in your space. Avoid using logos or clip art whenever possible. If you need help selecting images that best reflect your programming, browse our recent blog post on using stock images for free. We also have blog posts on photo editing and building up your photo library that can help. Here are some additional tips:
  • You can add multiple photos for each activity. Photos need to be uploaded one at a time.
  • Once you add a photo, you’ll see another "Add media" field appear below that photo.
  • Next to each photo you’ll see two options, “Remove” and “Make Primary”. If you click “Remove”, the photo is removed from the activity. If you click “Make Primary”, that photo becomes the photo that is displayed on the widget list and Marketplace grid for that activity.  If you have multiple photos and do not select one as the primary, the last photo added will be the one displayed on the widget list and marketplace grid.
  • When you click “Save and Continue”, the new information will be saved to the activity and the user will be brought to Step 3.

Step 3/4: New! Describe the audience

• The first section on this page is “Who can register?”.  The default will be Children Only. 
• Your can choose between Children Only, Adults Only (18+), Mixed Ages (Adults + Children).
  
  • When you select Adults Only, you will also see the following two fields on this page disappear (age range and adult participation). The display on the widget will say "Participant" and the customer will be listed as an "adult" on the contact page.
    
  • When you select Children Only or Mixed Ages, you will be prompted to answer the age range field and the adult participation field.
• The second section on this page is “What is the age range?”
  
  • This will be defaulted to “ Children's Age's”, but you also have the option to select “Children's Grades”
  • If you select an age range then switch to grades, you will see that the grades selected are. Those associated with the age range that had been selected, and vice versa.
  • The age range or grade range will be displayed under “Ages” on the widget.
  • If the "Mixed Ages" is selected, the same age/grade prompts will appear.
  • If "Adults Only" is selected, then the age range section will not appear.
• The third section on this page is “Adult Presence or Participation”
  • This will not appear if this is an Adults Only class. 
  • You have three options: “None”, “Optional”, and “Required”.
  • If you select “None” (default) or it is an adult only activity, the “Adult Participation" section will not display on the widget.
  • If you select “Optional” or “Required” then there will be an “Adult Participation” section under “Other things to know” on the widget. Any text you enter into the text box will be listed as well. 
    
    • Under the age range, it will say whether Adult participation is required or optional.
      
• When you click Save and Continue, the new information will be saved to the activity and you will be brought to the final step.

Step 4/4 - Add Optional Details

• This is the last step to setting up your activity and all fields are optional. If you simply scroll down and click “Save Activity” the modal will be closed and you will return to the listings page or scheduled activity flow and the activity will be available.
  
• The first section on this page is “Will there be grades or assessments”
  • This field allows parents to know if an activity has some sort of evaluation.
  • You can choose “None”, “Pass/Fail”, or “Letter Grades”
  • If you select “None” then there will be no “Grades” section on the widget.
  • If you select “Pass/Fail” or “Letter Grades” then there will be a “Grades” section under “Other things to know” on the widget and your selection will be displayed there.
    
• The second section is “Will there be homework?” and this allows providers to let students know if homework will be a part of the activity.
  • You have the option to select "Yes" or "No"
    
    • If you select “No”, then the homework section will not be displayed.
    • If you select “Yes”, then you will see that selection listed under “Homework” in the “Other things to know” section.
      
• The third section is “Pod Learning”
  • Here you have the option to select “Supports pod learning”. This will allow your activity to be found on the Marketplace when someone is searching for pod learning. Nothing will be displayed on the actual activity.
    
• The fourth and fifth sections are “Additional Notes” and “Notes for Confirmation Email”.
  
  • “Additional Notes” (formerly known as “Notes for Parents") will be displayed on your activity page so parents can see them before/during booking.
  • “Notes for Confirmation Email” will be displayed under “Notes” in the confirmation email only.
    
•  The final field is “Hashtags”.
  • This allows Providers to add hashtags, which will help parents find their activities by searching on the Marketplace.
  • You can create a new hashtag, or as you're typing, you will see options that have already been used.

Now that you've created an activity, you can go to the Schedules tab to schedule it!

New! Option 2: 

Create your activity within your schedule building flow!

• • Go to your Sawyer for Business portal (hisawyer.com/for-business)
  • Go to the Schedules tab and go to Semesters.
  • In an already built Semester timeframe, click the + Add Activity button and you'll be prompted to set up the basic details of your activity.
  • In the first section, when you click on Select your Activity, click + New Activity and you will then be able to go through Steps 1-4 (see above) and create your activity in flow!