Registration Wizard Walk-Through

Step 1: Create a Registration Form

Step 2: Configure Program Questions

Step 3: Configure Special Fees and Discounts

Step 4: Configure Volunteer Roles and Forms

Step 5: Configure Program Emails

Step 6: Configure Divisions (Age Groups)

Step 6: Configure Advanced Division Settings

A Registration Form is made of all the Program Information (Program Type, Activity Type, Questions, Fees, etc) and Division Details (Dates, Price, Ages, Gender, etc). 

Step 1: Create a Registration Form:

  1. Once you're logged in as Club Admin, click on the Registration button on the blue Control Panel at the top of the screen. This will take you to your Registration Landing Page.

    Registration.jpg
     
  2. On the Registration Landing Page, click on the Click Here to Add New Registration Form button.

    create_reg_form_2.png
  3. Choose the Registration Type

    registration1.png

    Non-Tryout Program: Includes Team Building & Scheduling.
    Tryout Program: (Tryout Program Overview) Two-step registration process. Step 1 - registering for the actual tryout. Step 2 - accepting a position on a team after tryouts (if offered a spot). Includes Team Building, Scheduling, and Automated Team Acceptance and Non-Acceptance Email Notifications.
    Camp: Most basic program type. *Important: This program type does not include any Team Building or Scheduling features. 
    Team Coach Registration -Youth: ( Team Coach Registration- Youth Overview) Allows for a coach to create a team and invite players to accept spots through an invitation code used during registration. 

    ****Registration type can not be changed once it is selected****

Step 1: Program Information

Fill out the Program Name, Activity Type, National Affiliation and an optional Program Description.

Program Name: 2017 Spring Baseball
Activity Type: Baseball
National Affiliation: Little League Baseball
Program Description: The season starts in the spring and runs through June. 

Steps to Configure Program Information:

*If you're not already on Step 1 of the Registration Wizard, you can get to it by going to Registration >> then click on Click Here to Add New Registration Form. Or click on Edit next to one of your previously created forms to edit the Program Information.

  1. Enter a Program Name. We suggest including the year, season, & sport for your Program Name. For example, 2017 Fall Baseball. This will help with running program specific reports later on.
     
    registration4.png
     
  2. Select the Activity Type.

    registration2.png

    ****By choosing Football as the Activity Type, you will have the option to require Weight in Step 6 of the division set up****
     
  3. Select the National Affiliation. If you do not have an affiliation, select None. If you know your affiliation, this is an important selection as it will auto fill certain parts of the registration process to match national requirements. 

    registration3.png

     
  4. Enter in an optional Program Description. This text will be visible to registrants when clicking on the Program Name during the registration process.

    registration5.png
     
  5. Click on the green Next button to go on to Step 2: Program Questions.

    green_next.png 

Step 2: Configure Program Questions

Step 2: Program Questions

Display or Require stock questions, or add any custom questions, that will be asked to participants registering for this program.

Example of a Custom Question:
Radio Button Type: Do you need transportation assistance?
Answer Options: Yes; No; Maybe so.

Steps to Configure Program Questions:

*If you're not already on Step 2 of the Registration Wizard, you can get to it by going toRegistration >> then Edit next the Program you need to edit >> then click on Step 2.
 

  1. No need to ask Street Address, Email, or Phone Number. We ask that for you when a User creates an account! You also do not need to ask Name, Gender or Birthdate of the participant. This is asked before they choose a program. 
     
  2. Move switch to YES to require users to answer the question before moving on. Keep switch at NO to make the question optional to answer.

    step_2_require.png
     
  3. Remove questions you do not want to display for this program.

    step_2_remove.png
     
  4. Click on Preview to see what the question will look like to participants during the registration process.

    step_2_preview.png
     
  5. If available, click on Edit next to a question to edit it.

    step_2_edit.png
     
  6. Feel free to update the sort order of the questions to display however you'd like. You can drag & drop to reorder the questions on this step, as well!
     
  7. Make sure to always click on Save Settings after editing.

    save_settings.png
     
  8. See how to configure custom questions below or click on the green Next button to go on to Step 3: Special Discounts & Fees.
     

Steps to Configure Custom Questions:

  1. Too add a custom question, click on Add New Question. *Upward Partners can only add 3 custom questions because the Upward ULM report only pulls the first 3 custom questions created. If your program is not an Upward program, you can add as many custom questions as you'd like!

    add_new_question_button.png
     
  2. Choose a Question Type. Select any of our Predefined Questions or add your own custom questions!

    select_predefined.png
     
  3. To view an example of how the Custom Question Type will appear, click on theExample button.

    example_button.png
     
  4. Click on Add next to the Custom Question Type to configure the question and add it to this program.

    add_button.png

    Custom Question Types:
    • Text or Multi-line text: Capture responses as free form text.
    • Drop-down list: You create the drop-down choices.
    • Check Box: You create the check boxes. Best for when you want multiple answers.
    • Radio Box: You create the radio button options. Best for yes/no questions.
    • Uniform Selection: Allows you to create custom uniform questions that tie in directory with our Uniform Report
    • Date Selection: Create a question with a Date Picker.
    • Waiver: You add a disclaimer, waiver, release, etc. for people to agree to.

  5. For custom Tryout Program questions, you can select which step to display your program questions in. "During Tryout Registration" means the question will be asked during the tryout portion process. "During Division Registration" means the question will be asked after the participant has made the team and is coming back into the system to accept their position and pay for the division.

  6. Please follow the onscreen help text to configure the Custom Question Type that you want to add. 

    info_icon.png

  7. If you wish to add a hyperlink to your question, you will find that option in the advanced settings of the question set up. This will allow the question itself to become a link. This is great for waiver questions when you might need to link them to more information or something to sign. 



  8. Click Save Changes for your question. 

  9. You can preview your question to see what the question URL will look like to the public. 



  10. Click on the green Next button to go on to Step 3: Special Discounts & Fees.

    green_next.png

Step 3: Configure Special Discounts & Fees

Step 3: Special Discounts & Fees

Configure a Volume Discount, Family Discount, Resident Discount, or a Non-resident Fee that will be specific to this program. Add Custom Fees and Discounts in the form of questions.

Example of Custom Discount:
Custom Discount Question: Have you played with us before?
Custom Discount Name: Returning Player Discount
Custom Discount Amount: 10
Apply Discount Amount on a Yes Answer

Steps to Configure Special Discounts & Fees:

*If you're not already on Step 3 of the Registration Wizard, you can get to it by going toRegistration >> then Edit next the Program you need to edit >> then click on Step 3
 

  1. If you want to apply a Volume Discount, enter the amount for the Volume Discount in the Amount box. *If a participant signs up for more than 1 Division in this Program, a Volume Discount can automatically be subtracted from the price (configured in Step 6) of the 2nd, 3rd, and so on Divisions. This is common for Camp Program Types.

    amount_box_1.png
     
  2. If you want to apply a Family Discount, enter the amount for the Family Discount in the Amount box. *If more than 1 participant in a family signs up for this Program, a Family Discount can automatically be subtracted from the price (configured in Step 6 of the Registration Wizard) of the Division for the 2nd, 3rd, and so on participants. The 1st participant will never receive the Family Discount. Click on Edit next to the Family Discount Amount to set a Max # of Participants per family that the Family Discount will apply to.

    amount_box_2.png
     
  3. If you want to apply a Non-Resident Fee OR Resident Discount, enter the amount in the Amount box. *If a user lives within a particular city or zip code, you can add a Non-Resident Fee OR Subtract a Resident Discount from their Division Price. Click on Edit to select if this is a Non-Resident Fee or Resident Discount. Cities and Zip Codes are configured in Site Settings.

    amount_box_3.png
     
  4. Make sure to always Save after editing.
     
  5. See how to configure custom discounts & fees below or click on the green Next button to go on to Step 4: Volunteer Roles
     

Steps to Configure Custom Discounts & Fees:

  1. To add a custom discount or fee, click on Add A Custom Fee Or Discount.

    add_custom_fee_discount_button.png
     
  2. In order to apply a custom discount or fee, you'll need to ask the participant(s) a question.

    registration7.png
     
  3. Give the question a Discount Name or Fee Name. This will show up as the line item name for the discount or fee on the checkout screen.

    registration8.png
     
  4. Enter in the Amount for the discount or fee.

    custom_discount_3.png

  5. Select whether the Amount Type is for a discount or fee.

    custom_discount_4.png
     
  6. Apply the discount amount or fee amount on a YES ANSWER or a NO ANSWER to the question you asked.

    custom_discount_5.png
     
  7. Make sure to always Save after editing.
     

Click on the green Next button to go on to Step 4: Volunteer Roles.

green_next.png

Steps to Configure a Mandatory Fee:

  1. To add a mandatory fee, click on Add A Custom Fee Or Discount.

    add_custom_fee_discount_button.png

  2. In order to apply the mandatory fee, you'll need to ask the participant(s) a question or write a statement about this fee.

    2013-12-16_10h19_40.png

  3. Give the question or statement a Fee Name. This will show up as the line item name for the mandatory fee on the Checkout Screen.

    2013-12-16_10h19_53.png

  4. Enter in the Amount for the fee.

    custom_discount_3.png

  5. Make sure you select Mandatory Fee for the Amount Type.

    2013-12-16_10h03_40.png

  6. Make sure to always Save your changes after editing.

    2013-12-16_10h04_06.png

Steps 4: Configure Volunteer Roles:

Display stock Volunteer Roles, or add Custom Volunteer Roles, that will be available for users to sign up for during the registration process.

Example of Custom Volunteer Role: Snack Mom/Dad

*If you're not already on Step 4 of the Registration Wizard, you can get to it by going to Registration >> then Edit next the Program you need to edit >> then click on Step 4
 

  1. Move switch to YES if you want to display a Volunteer Role for this Program.

    display_vol.png
     
  2. Click on Edit next to the Volunteer Role to add custom volunteer questions or to edit the default volunteer questions.


    edit_vol.png

  3. Please make sure to always Save after editing.
     
  4. See how to configure custom volunteer roles below or click on the green Next button to go on to Step 5: Program Emails.
     

Steps to Configure Custom Volunteer Roles:

  1. Too add a custom volunteer role, just add the Name of the volunteer role in the Custom Volunteer Role box. Then click on Add New Volunteer Role.


     
  2. You can now click on Edit next to the new volunteer role to add any custom volunteer role questions or edit the existing questions.

  3. Make sure to always Save after editing.
     
  4. Click on the green Next button to go on to Step 5: Program Emails.

    green_next.png

Step 5: Configure Program Emails:

Step 5: Program Emails

Add any additional text to go along with our default text for the Program Email(s). *We already include a copy of their receipt for any Confirmation Emails, and the Team Name for the Participant Made the Team Email. You can also attach a single file to each email here. Make sure you upload these files through the File Manager before you try to attach them to the emails described below. 

*Non-Tryout & Camp Programs only have a Division Registration Confirmation Email. 

Steps to Configure Program Emails:

*If you're not already on Step 5 of the Registration Wizard, you can get to it by going toRegistration >> then Edit next the Program you need to edit >> then click on Step 5
 

  1. FOR TRYOUT PROGRAMS ONLY: Add additional text to the Tryout Registration Confirmation Email. This email is sent to users after they register for the tryout portion.

    regsitration9.png
     
  2. FOR TRYOUT PROGRAMS ONLY: Add additional text to the Participant Made the Team Email. This email is sent to users when the participant makes the team after tryouts. Yay!


    registration10.png

  3. FOR TRYOUT PROGRAMS ONLY: Add additional text to the Participant Did Not Make the Team Email. This email is sent to users when the participant does not make the team after tryouts. Sad day.

    registration11.png
     
  4. Add additional text to the Division Registration Confirmation Email. This email is sent to users after they register. It includes their receipt. For Tryout Programs, this email is sent after the participant accepts their position on a team.

    registration12.png
     
  5. FOR TRYOUT PROGRAMS ONLY: Add additional text to the Club Policies Contract. This text will be presented to the user after a participant accepts their position on a team. The user will have to agree to the terms before completing registration.

    registration13.png
     
  6. Please make sure to always Save after editing.
     
  7. Click on the green Next button to go on to Step 6: Division Details (Dates, Price, Age, Gender).

    green_next.png

Step 6: Division Details (Dates, Price, Age, Gender)

Programs contain any number of Divisions (i.e. U10 Boys, 8th Grade Girls, 10 AM Coed Session, UFO Chasers, etc). Configure the following division-specific information:

  • Season Dates
  • Registration Dates & Times
  • Price
  • Gender
  • Age Range
  • Wait List*
  • Payment Plans*
  • Max # of Participants*
  • Early Bird Discount & Deadline*
  • Late Fee & Deadline*
  • Tryout Fee*
  • Division Description*
  • Custom Division Fees*
  • Custom Division Discounts*

*You’ll need to go to the Advanced settings for each Division to configure this information.

Steps to Configure Division Details:

*If you're not already on Step 6 of the Registration Wizard, you can get to it by going to Registration >> then click on Show All Divisions next to the Program for which you need to edit the Divisions.
 

    1. Enter a Division Name (i.e. U10 Boys, 8th Grade Girls, 10 AM Coed Session, etc). *Note: Divisions will be listed alphabetically. 


       
    2. Select the Gender for this Division. Is it for Males, Females, or is it Coed?


      division_gender.png

    3. Enter the Division Price. How much does this division cost?

      division_price.png
       
    4. Select your Season Start Date & End Date for this division. This will give the participants a time frame for the division.

      season_dates.png
    5. Select the Minimum Age (Youngest age allowed) & Maximum Age (Oldest age allowed).

      *This is extremely important: a division will not show as available to a participant if their age range does not fall within the age range you set here. We recommend expanding the dates and allowing the parents to select between divisions that are close to the age of the participant. If you register by grade we recommend expanding the dates allowing parents to select the appropriate grade. 

      min_max_age.png

      If you are confused about what to put in the minimum and maximum age ranges, we recommend utilizing an age chart.

      Here is an example of an age chart used by AYSO (American Youth Soccer Organization).

      Here is an example of an age chart used by Little League Baseball.

      Little League Baseball also includes an age calculator on their site to help you determine a participant's "league age."

    6. Select your Registration Open Date & Close Date.

      reg_open_close_dates.png

    7. Select your Registration Open Time & Close Time.

      reg_open_close_times.png

    8. If want to configure a Wait ListPayment Plan(s), Late FeeEarly Bird Discount, etc. please click on the Advanced settings for the Division.

      advanced_button.png

    9. An easy way to create more divisions in this program if you want to keep the same dates is to just Copy the first division you created. This will copy the division so that all you need to do is change the name and then update the gender, price, min/max age range, or anything else you'd like to update!

      copy_button.png

      Or you can start from scratch again with a brand new division by clicking on the Add New Division button.

      add_new_division_button.png

    10. Click on Save & Finish when you're done editing. You can always come back to edit any Program and Division information! 

    11. Last but not least, and certainly optional, do a test registration to see things as a parent would!

      green_next.png

Step 6: Advanced Division Settings (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.

    2014-04-23_10h15_04.png
     
  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.
Have more questions? Submit a request

0 Comments

Article is closed for comments.