Step 6: Advanced Settings (Wait List, Payment Plans, Late Fee, Early Bird Discount, etc.)

Step 6: Advanced (Wait List, Payment Plans, Late Fee, Early Bird Discount,...)

Each division has an Advanced Settings section where you can configure the following division-specific information:

  • Wait List
  • Payment Plans
  • Max # of Participants
  • Early Bird Discount & End Date
  • Late Fee & Start Date
  • Tryout Fee
  • Division Description
  • Custom Division Fees
  • Custom Division Discounts
  • Free Agents ( Available for Team Coach Registration only )
*If you're not already in the Advanced settings of a division in the Registration Wizard, you can get to it by going to Registration >> click on Show All Divisions next to the program for which you need to edit a division >> then click on Advanced above the Division.

advanced_button.png 

Advanced Settings only apply to the specific division that you configure them for unless you copy the division after making the configurations

Wait List

The Wait List feature allows players to sign up for divisions that are full (the max # of participants has been reached) so that if a spot should open up, an Admin can simply activate the player and make them part of the division! 

Steps to Configure a Division Wait List:

  1. Go to the Advanced settings of the division. See above.
     
  2. Click on the Wait List Options tab and move the Enable Wait List switch to YES.

    2014-04-22_11h58_10.png
     
  3. Add additional wording to the Wait List Policy if you’d like. Once the division is full, this text will show up during the registration process for a parent to view once they click on Wait List Policy on the Available Programs screen. It will also appear on their Wait List Confirmation Email.

    wait_list_02.png
     
  4. Scroll down and click on Save Settings at the bottom of the screen.

    *Note: If set up correctly, the parent should not pay the division price when they are registering for the wait list. They will only pay this division price if they are activated from the wait list and assigned a spot in the division.

Steps to Activate a Participant from the Wait List to the Division

  1. Go to Registration >> then click on Show All Divisions next to the Program for which you need to activate a participant from a division wait list to the actual division.
     
  2. Click on the Wait List button next to the correct division. *Note: If this button does not appear, it's because no one has registered for the Wait List for that division. You can view a Wait List Report under Reports.

    wait_list_button.png
     
  3. Put a check mark in the box next to the participant’s name that you would like to activate.

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  4. Click on Activate Participants.
     
  5. Review the automatic email that goes out to the account holder.
     
  6. Click on Activate Participants at the bottom of the screen. This will create a Division Price Order for the player, with an Open Balance on their Account for them to log in and pay.

Steps to Remove a Participant from the Wait List:

  1. Go to Registration >> then click on Show All Divisions next to the Program for which you need to remove a participant from a division wait list.

  2. Click on the Wait List button next to the correct division. *Note: If this button does not appear, it's because no one has registered for the Wait List for that division. You can view a Wait List Report under Reports.

    wait_list_button.png

  3. Put a check mark in the box next to the participant’s name that you would like to remove.

    2014-04-23_10h15_32.png

  4. Click on Remove Participants.

  5. Review the automatic email that goes out to the account holder.

  6. Click on Remove Participants at the bottom of the screen. The wait list order will be cancelled and a new order will be generated on the Manage Orders screen. 


Payment Plans

The Payment Plan feature allows you to create custom payment plans for any division. This can be extremely useful in your higher-priced divisions where a series of smaller payments may be necessary for some of your members. You can set up as many payment plan options as you need in any division. Keep in mind that if you apply a payment plan mid-registration, it is NOT retro-active. Parents who have already registered will not have access to a newly created payment plan, so please set up your payment plans as you set up your divisions.

Steps to Configure a Division Payment Plan:

  1. Go to the Advanced settings of the division. See above.
     
  2. Click on the Configure Payment Plans tab. Then click on the Create New Payment Plan button.

    advanced_payment_plans_1.jpg

  3. Give the Payment Plan a Plan Name and Description. See example below.

    advanced_payment_plans_2.jpg
     
  4. At this point, you will also be able to determine the number of installments, the amount of each installment, and when each installment is due. You can also add an Optional Installation Fee for each payment installment. *Note: When determining the period, you will have to select a set date for each installment. The first installment will be paid at the time of checkout. Every installment after the first will automatically be charged to the user's card on the due dates you set. The user will receive a payment reminder email 7 days prior to the due dates you set. 
     
  5. Click Save Settings when you are finished creating the Payment Plan.
    *You can add as many payment plans as you need - simply by following the above steps.
     *If you have your own 3rd Party Merchant Account, you'll need to contact a Support Rep to make sure your settings are setup correctly for Automatic Recurring Billing on your Authorize.net account. 
     
  6. If you need to Edit a Payment Plan, click on Edit next to the plan and scroll down to the Add/Edit Plan section to edit and then save your plan. If you edit a payment plan it is NOT retro-active, meaning if anyone has already signed up for that payment plan, their plan will not be updated to reflect the recent edits. 

Max # of Participants

You can set a max number of participants that you want to allow to sign up for a particular division. When a division reaches it's max #, it will not be available to sign up for during registration.

Steps to Configure a Division Max # of Participants:

  1. Go to the Advanced settings of the Division. See above.

  2. Make sure you're on the Basic Information tab. Enter in a Max #. Once the max number has been reached, the division will no longer show as available during the registration process.
     
    advanced_max_number.jpg
     
  3. Click Save Settings at the bottom.

Division Early Bird Discount

The Early Bird Discount is specific to each individual division. This discount is deducted from the order item total (i.e. the price of the division), if a player is registered prior to the Early Bird End Date. This discount is automatically calculated on the checkout screen.

Steps to Configure an Early Bird Discount:

  1. Go to the Advanced settings of the division. See above.
     
  2. Scroll down to the Fees & Discounts section.
     
  3. Click on the Fees & Discounts tab.

    advanced_early_bird.jpg

  4. Enter a date and time for the Early Bird End Date.
     
  5. Enter an amount for the Early Bird Discount.

    registration14.png
     
  6. Click Save Settings.
     
  7. IMPORTANT: Please make sure that the Early Bird Discount is checked/enabled in Common >> Site Settings >> Discounts Section.

Division Late Fee

The Late Fee is specific to each individual division. This fee is added to the order item total (i.e. the price of the division), if a player is registered after the Late Fee Start Date. This discount is automatically calculated on the checkout screen.

Steps to Configure a Late Fee:

  1. Go to the Advanced settings of the division. See above.
     
  2. Click on the Fees & Discounts tab.

    advanced_early_bird.jpg
     
  3. Enter a date and time for the Late Fee Start Date
     
  4. Enter an amount for the Late Fee.

    registration15.png
     
  5. Click Save Settings.
     
  6. IMPORTANT: Please make sure that the Late Fee is checked/enabled in Common >> Site Settings >> Discounts Section.

Division Tryout Fee

If you charge a separate fee for Tryouts, you can add it under Advanced settings for a division.

Steps to Configure a Division Tryout Fee:

  1. Go to the Advanced settings of the Division. See above.
     
  2. Click on the Fees & Discounts tab. Enter in a Tryout Fee amount. *No need to use the dollar ($) sign.
     
    tryout_fee_amount.png
     
  3. Click Update at the bottom.

Division Description

Add important division-specific details that you would like to share with your registrants. This helpful information can be viewed by clicking on the division name during registration.

Steps to Configure a Division Description:

  1. Go to the Advanced settings of the Division. See above.
     
  2. Make sure you're on the Basic Information tab. Enter in an optional division description.
     
    registration16.png
     
  3. Click Save Settings at the bottom.

Custom Division Discounts & Fees

*Note: Please keep in mind, these division level fees/discounts will only apply to the division you are editing. If you want to create custom fees/discounts for the whole program (that apply to every division under that program) please see Special Program Discounts & Fees.

This allows you to create a custom fee/discount based on a yes or no question. For Custom Division Fees or Discounts you can configure whether the fee or discount is applied on either a Yes or No answer. (In the past, a no answer to a custom fee question triggered a fee to an order and a yes answer to a custom discount question triggered a discount to an order.) The amount will be applied to the division price only on the checkout screen.

Steps to Configure Custom Division Discounts & Fees:

  1. Go to the Advanced settings of the Division. See above.
     
  2. Click on the Fees & Discounts tab.
     
  3. Then click on the Add A Custom Fee Or Discount button.

    add_a_custom_advanced.jpg
     
  4. Type the custom question for your custom fee/discount in the Please type the Question box.
     
  5. Make sure to give the question a Discount Name or Fee Name in the Discount Name or Fee Name box. This is important because it will show up as the name of the Discount/Fee on the checkout screen for the parents to see why the money is either being added to or subtracted from the order. See below.

    registration17.png
     
  6. Choose whether this is a Discount or Fee by clicking on one of the radio buttons for the Amount Type.
     
  7. Enter the amount for the discount/fee in the Amount box.
     
  8. Select whether to apply the amount on either a Yes or No response for the Apply Amount On an Answer of section. 
    *The parent will be presented with a Yes or No option to select from while answering the question during registration. In the above example, a yes response will trigger a $20 discount to the order because we chose Discount for Amount Type and the Yes option for the Apply Amount On section. The parent will see this discount when they reach the checkout screen.
     
  9. Click Save Changes to save your custom discount/fee.
     
  10. Click Save Settings at the very bottom.

Steps to Edit Custom Division Discounts & Fees:

  1. Go to the Advanced settings of the Division. See above.
     
  2. Click on the Fees & Discounts tab.
     
  3. Click on Edit next to the discount/fee that you wish to edit. Or to delete the discount/fee, click on Remove.
     
  4. Make any adjustments. 
     
  5. Click Save Changes to save your changes.
     
  6. Click Save Settings at the very bottom.
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