How to Use the Registration Router to Manage Participants Across Activities

The Registration Router is a powerful admin tool designed to help you manage participants across multiple activities from one centralized place.

Instead of moving registrants one at a time within individual programs, you can filter your full participant pool and route or transfer users in bulk from a single screen.

This streamlines roster management and is especially useful for organizations running multiple programs that need to re-assign participants without requiring families to complete a new registration.

1. Log in to Your Admin Account.

Make sure you are logged in with an admin role. The Registration Router is only available to admin-level users.

💡 Tip: If you don't see the Registration Router in your account, contact your site administrator to confirm your role has access.

2. Navigate to the Registration Router.

From your admin dashboard, locate Tools and open the Registration Router.

Access Registration Section

Open Registration Router

3. Use the Filters to find the Participants you need

Use the available filters — activity, grade, age, city, registration date, state, zip code, and status — to narrow down your participant list.

💡 Tip: The filter set is actively being refined — additional filters such as gender, school, custom form answers, and payment status may be added. Check with your support team for the latest available options.

Once your filters are set, click “Apply”.

4. Review Participant Registrations.

Once filtered, you'll see each participant's current registrations across activities. Use this view to identify who needs to be moved, reassigned, or followed up on — all without navigating into individual programs.

💡 Tip: Think of this screen as your student management hub. You can quickly look up who is registered where and take action from one place.

5. Select Participants and Choose an Action.

Select the participants you'd like to manage, then choose the appropriate action — move, assign, or transfer. The Registration Router supports bulk actions, so you can handle multiple participants at once.

Open Activity Selection Menu

Assign Selected Activities

💡 Tip: Participants do not need to re-register from scratch when moved. The router handles the transition directly, keeping the process seamless for both staff and families.

6. Select your Options

Enter or select the target activity, set the registration status, and choose whether to move or add the participants to that activity

7. Confirm your Changes.

Review your selections and confirm. Once submitted, the participants will be routed to the new activity.

Review and Confirm Assignments

Confirm and Assign Activities

💡 Tip: After confirming, verify that downstream records — including payments, attendance, and waitlist status — have updated as expected.

8. Use Quick Reports for demographic insights.

The Registration Router also gives you fast access to demographic data across your registrant pool — no need to run a separate report. Filter by grade, age, city, state, or zip code to segment participants and identify trends right from within the router.

Adjust Minimum Filter Again

Frequently Asked Questions

Q: Can I move participants between activities in bulk?

A: Yes. The Registration Router is specifically designed to support bulk moves and transfers — no more handling participants one at a time from within each program.

Q: Do parents or participants receive a notification when they are moved?

A: Notification behavior is still being confirmed. Check with your site administrator or contact support to verify whether automated notifications are sent to families when a participant is routed to a new activity.

Q: Will payment and waitlist records update when I move a participant?

A: The Registration Router is designed to handle transfers including downstream data. However, confirm with your admin or support team how payments, waitlist status, and attendance history are handled during a move, as specifics are still being finalized.

Q: What filters are currently available?

A: Current filters include grade, age, city, state, and zip code. Additional options such as gender, school, custom form answers, and payment status are being considered. Reach out to your support team for the latest.

Q: Will form answers and attendance history carry over when a participant is transferred?

A: This depends on your platform configuration. Contact support to confirm whether form answers, attendance history, and payment records are preserved when a registrant is routed from one activity to another.

Q: Who can access the Registration Router?

A: The Registration Router is available to admin roles. If you do not see it in your account, contact your site administrator to confirm your role has the necessary access.

💡If you experience any issues or have further questions with “How to Use the Registration Router to Manage Participants Across Activities”, don't hesitate to get in touch with our support team at support@afterschoolhq.com.