Online Account & Registration Frequently Asked Questions

Recreation Services upgraded its online registration system in January 2021. The new, easy-to-use system – called PerfectMind – is mobile-friendly and offers enhanced features.

Your previous family account barcodes and PIN are no longer valid. If you are the primary account contact and have an email associated with your existing account, you automatically received an email from rec@vaughan.ca with a temporary password and a link to activate your new account.

An email from rec@vaughan.ca is not spam. PerfectMind, our registration software vendor, sends automated emails from this address to provide clients with important account information, such as a temporary password.

We have taken steps to ensure the security of your transaction including adopting industry standards and in-house security by Technical Specialists.

The City of Vaughan’s Recreation Services department is committed to safeguarding and protecting the personal and financial information of residents, visitors, community service groups, businesses and other clients who make credit card payments for recreation programs and facility rentals/bookings in order to reduce the risk of fraud, identity theft and data breaches.

The Recreation Services department is implementing changes to the way it accepts and processes card payments. Clients are encouraged to use secure online payment options via PerfectMind, the City’s official registration system for recreation programs and facility rentals/bookings or make payments in person at Vaughan community centres. Credit card payments will continue to be accepted over the phone by calling Service Vaughan. However, in this case, clients will be transferred to a dedicated representative who uses a secure, specialized payment phone line to process the transaction. This process ensures the payment is handled in full compliance with Payment Card Industry (PCI) requirements, safeguarding clients’ financial information.

PCI compliance is about making sure credit card details are always protected any time a payment is made. It refers to a set of security standards designed to ensure all companies that accept, process, store or transmit credit card information maintain a secure environment. It was created by major credit card companies like Visa, Mastercard and American Express to help prevent credit card fraud and protect cardholders' data. By following these standards, organizations can reduce the risk of data breaches and ensure customers' payment information is handled safely and securely.

Additionally, the City of Vaughan’s IT and Financial Services teams are enhancing security measures to further protect clients’ payment information. New data loss protection controls will ensure credit card details are only stored in secure, dedicated payment systems and never in less secure places like shared cloud storage. This reduces the risk of unauthorized access and helps maintain compliance with strict security standards.

Financial information can be saved to your account for future registrations, payments and refunds (where applicable). To view, add or update financial information on your PerfectMind account, follow these easy steps:

1. Select ‘My Info.’
2. Select the customer for whom you are uploading financial information (where applicable), then scroll down to ‘Finance Info.’
3. To add new details, select 'New' and follow the prompts.
4. To use this credit card as your default for pre-authorized payments, check off ‘Default.’

Paying for programs, services and facility bookings online through PerfectMind not only offers convenience but ensures clients’ personal and financial information is protected against unauthorized access and potential fraud. This provides peace of mind knowing that sensitive data is safe. All credit card numbers in PerfectMind are tokenized, meaning PerfectMind does not store any actual credit card data on its servers. Instead, they have partnered with multiple credit card processors to ensure the highest level of security and securely communicate with them. During the point-of-sale checkout process, transactions are fully automated, integrated and encrypted, ensuring they comply with PCI regulations for maximum security.

While credit card payments will continue to be accepted over the phone by calling Service Vaughan, the new procedure for managing such payments may result in longer wait times and extended service durations. During peak registration periods, there is a risk that courses or programs may fill up before payment is processed.

Accounts with activity as recent as January 2018 (including program and membership purchases) have automatically been transferred along with accounts containing a credit or overdue balance, regardless of date. Contact us if you require assistance activating your account.

To set up an account, visit vaughan.perfectmind.com and select ‘Sign up’. Alternatively, watch ‘How to Register for an Account Online’ on the recvaughan YouTube channel. 
The City of Vaughan reserves the right to validate account information including but not limited to: client name, date of birth, address, and residency status. Valid photo ID proof may be requested for account verification.

If you have forgotten your password, visit vaughan.perfectmind.com and click on the 'Forgot your password?' link, then follow the steps to reset your password. Note: the password reset email will be sent to you from communication@perfectmind.com. If you do not see the email in your inbox, please check your junk mail folder.

Account information can be modified by selecting the customer under 'My Info' and selecting 'Edit'. We encourage our customers to ensure these fields are up to date, as the information on your profile will be the information staff will reference when updating and communicating with you on our programs and services.

Certain fields are locked for editing such as name and address. Call Access Vaughan at 905.832.2281 or email rec@vaughan.ca if you require a change to this information. Please note validation will be required to edit these fields.

If you are listed as the primary contact on your account, you can view other family members when you log into your account and select 'My Info' on the top left-hand side of the main page.

Family members are set up as individual clients under the primary contact. Click the 'Add Family Member' button and follow the prompts to create their account so that you can register them for programs and services.

View and upload documents to your customer profile by selecting 'My Info' and scrolling down to 'Documents'.

View, withdraw, and add programs to your calendar by selecting the customer under 'My Info' and scrolling down to the 'Schedules'. A summary of programs for which you are registered can be viewed as a 'Calendar View' or 'List View'.

From 'List View', you can withdraw from programs by clicking on the 'Actions' button followed by 'Withdraw'. You can also print your confirmations or add registration reminders to your calendar.

Financial information can be saved to your account for future registrations, payments and refunds (where applicable). To view, add or update financial information on your account, select 'My Info', select the customer for whom you are uploading financial information (where applicable), then scroll down to 'Finance Info'. To add new details, select 'New' and follow the prompts. To use this credit card as your default for pre-authorized payments, check off ‘Default’.

Credit card and EFT payments are available options, however, please note that credit cards (Visa, Mastercard, and American Express) are the only method of payment currently accepted for programs and services.

View transaction history, including item name, dates and amounts paid, by selecting the customer under 'My Info' and scrolling down to 'Transactions'.

View past or upcoming invoices, and outstanding balances, by selecting the customer under 'My Info' and selecting 'Invoices' at the top right-hand side of the customer profile. To make a payment, select the desired invoice followed by 'Make Payment'.

To protect yourself and in compliance with Payment Card Industry (PCI) standards, credit card information should not be sent by email.

Yes! You can obtain an account statement or tax receipt online by selecting the customer under 'My Info' followed by 'Account Statement' or 'Tax Receipt'. You will then be able to filter based on preferred date and time range to obtain the required statements or receipts.

A registration date is when you can begin registering. Recreation Services wishes to promote an equal opportunity to all residents for acceptance in the programs of their choice. These will vary based on the time or start date of which the program or service is being offered.

Online registration for registered programs is available through vaughan.perfectmind.com until 7 a.m. on the day of the first session, after which in-person registration at any City community centre may be requested for select programs.

Details and direct links to registration will be posted on our Recreation Services home page. To get the latest updates, follow us on Instagram and Facebook.

To register for a program or drop-in online, select 'Program Registration' or 'Drop-In Schedule' along the top ribbon of your screen. Here you will have the ability to filter your search based on preferences such as location and area of interest. Select an area of interest, and you will be able to view a list of available courses that meet your needs. Select 'Register Now' to begin the process. Alternatively, watch these short videos to learn How to Register for a Program or How to Register for a Drop-in Program.

First time participants are now able to create their own accounts on vaughan.perfectmind.com. Proof of ID and/or residency may be requested during your first program.

Once you register online, a receipt and confirmation will be sent to the email associated to the purchase. Additionally, registration confirmations can be accessed, emailed and printed online through your account.

Yes, however, fees must be adjusted accordingly and be processed before the second day of the program. Email rec@vaughan.ca to transfer a program.

Yes, they do. Proof of residency is required. Non-Vaughan residents must pay an additional 10% per child, per program, per session and can register one week after registration start dates.

You can cancel up to 3 days prior to the start of the program and a full credit/refund will be issued without penalty. Cancellations may be made online.

You can cancel up to 2 weeks prior to the start of the camp session and a full credit/refund will be issued without penalty. Cancellations may be made online.

You can cancel up to 1 week/7 days prior to the start of the program and a full credit/refund will be issued without penalty. Cancellations may be made online.

• If you cancel within the cancellation policy listed above
• If the City cancels a program due to low registration or for unforeseen circumstances

A $25 administration fee will apply if the criteria above is not met.

If you are not satisfied after attending the first class, withdraw request must be made before the second class. A full credit on account, or refund to payment method less the $25 administration fee will apply. This excludes 1-on-1, 1-on-2, 1-on-3 swim lessons, all aquatic leadership courses, workshops, school break camps and one-day camps.

Receive prorated credit or prorated refund if you provide a medical note before the midway point of the course/camp and can no longer attend the program due to medical reasons.

Sorry, no refund or credit is provided if you withdraw once the second class has begun, regardless of attendance.

To withdraw from a registered program or cancel your reservation, select the customer under 'My Info' and scroll down to the 'Schedules' field. Switch your view from 'Calendar View' to 'List View'. To withdraw from a program, click on the 'Actions' button followed by 'Withdraw'. You will be asked to select your refund method based on options available. Select your method and reason for withdrawal. Once complete, click on 'Withdraw'.

Sometimes programs have to be cancelled due to low registration or unforeseen circumstances. If possible a class is rescheduled, otherwise full credits/refunds will be issued. Credits for cancelled programs are automatically applied to client accounts. Email rec@vaughan.ca to request a refund. In case of unexpected closure due to weather or mechanical failures given media attention, please visit our Recreation Services home page for an update.

In the event a participant is unable to attend a class(es), the City regrets that make-up class(es), refunds or credits will not be offered.

Age requirements must be met in order to complete registration.

Recreation Programs: Children must be the required age by program end.

• Swim Lessons: Children must be the required age on the start date of the program for Preschool 1-5 and by program end for Swimmer 1-10.
• Summer Camps for Ages 4-6: Required to be 4 years old by start of camp – no age override allowed.
• Summer Camps for Ages 7+: Required to be 7 years old by end of calendar year (December 31) – no age override needed.

Our programs are carefully designed to be age-appropriate, with your child’s development, safety, and maturity in mind. Children must meet the minimum age required by the start of a program except for school break and summer camps, where children must be within the age range of the camp by December 31 of the year the camp is taken; for preschool camps with a minimum age of 4, children must be of age at the start of camp.
Age exemptions will only be considered in extenuating circumstances, and we are unable to consider requests that pose a risk to children’s safety (e.g., aquatic programming).  
 
To be considered for an age exemption or to discuss alternate programming options, speak to a Community Centre Lead at your local community centre or email rec@vaughan.ca. 

Email inclusion@vaughan.ca before registering your child to inquire about a specific program. The Integration and Community Services Specialist will communicate with you to assess the needs of your child and identify their eligibility for the program, or make alternate recommendations. Once registered, a Participant with a Disability Information form must be submitted for all programs.

Is your preferred session full? Add yourself to the waitlist. If a spot becomes available you will receive an email notification with the option to accept and register or decline the spot, directly from your online account. If your spot has not been accepted within 24 hours you will be automatically removed from the waitlist and your spot will be made available to the next person on the waitlist. Please ensure a current email address is associated to all participant profiles.

Select the customer under 'My Info' and scroll down to 'Attendance History' to view a list of your program history with statuses including attended, booked, pending confirmation (currently holding a waitlist spot), waiting (on a waitlist) and cancelled.

Refunds are subject to a $25 administration fee per participant, per course, if the program withdrawal is outside of policy timelines. Chargeback and NSF payments are subject to a $30 administrative fee plus HST.

Payments made by cheques which have not been honoured by the bank, returned Electronic Fund Transfers or Postdated payments, declined credit cards or credit card chargebacks must be replaced immediately and are subject to a $30 fee plus HST for each returned payment. Compromised debit/credit cards must have a bank or credit card company verification note.

Facility information can be found under the 'Facility Information' tab, followed by 'Facility Information and Availability'. From here, you can search and view rentable facilities including amenities and photos.

To book a facility of interest, please call 905.832.2281 or email rec@vaughan.ca and a Client Services Specialist will be happy to assist you. Refer to our Facility Rentals page for additional information and forms.