An activity product is used to calculate and invoice a specific activity recorded by staff during the month. For example, you can create an activity like swimming and record the attendance of children to that activity every day. By associating an activity product with the recorded activity, the system will be able to charge an amount for each attendance.
You can create any type of activity, such as:
- Creative workshops
- Field trips
- Extracurricular activities
- Theater, music, sports courses, etc.
How to create an activity product
To create an activity product, follow these steps:
- Access product management
- Go to Administration → Products.
- Click the “+ New” button at the top right.
- Fill in the product fields
- Product type: Select “Activity”.
- Internal product name: Enter a name that helps you identify the product (e.g., *Swimming Activity €10*). This name is visible only internally.
- Short name: Enter the name that the customer will see on the invoice (e.g., *Swimming* or *Pool Entry*).
- Description: Enter any details you want to appear on the invoice.
- Amount: Indicate the cost for each registration of that activity.
- VAT rate: Select the VAT rate to apply and specify whether it is included or excluded from the entered amount.
- Set the reference period
- The reference period is always the previous month.
- You can choose whether or not to show the dates of the period on the invoice.
- Link the activity to the product
- You need to select the activity to associate with the product.
- The list of activities is what you have entered in Settings → Activities.
- Save the product
- After filling in all the fields, click “Save”.
- The product will now be visible in the list of available products.
Management of the activity product
After creating the product, you will find it in the Administration → Products section, from where you can:
- Edit the product by clicking on the pencil icon.
- Duplicate it to create a version with a different cost or for another activity by clicking on the gray “Duplicate” icon.
- Delete it by clicking on the red “Delete” icon.
How to use the activity product
The activity product can be used in two ways:
- Manual: Adding it manually during invoice creation.
- Automatic: Including it within a package to automatically create the charge based on the registrations made.
We recommend consulting the dedicated guides on packages to better understand this functionality.