Understanding the Registration Period Editor

This page provides an overview of how to setup or edit an online registration and the various registration editor fields and configurations.

Basic Registration Information

Registration Type:

  • Defaults to Individual

  • This field cannot be changed after the registration is activated.

  • Individual

    • Individual registration periods are the most common type.  Examples of Individual registrations include parents registering their child for a camp, clinic, or a season.

  • Team / Tournament (Coming Soon!)

    • This currently is not an option

    • Tournament registrations are for teams.  Examples of Tournament registrations include a coach or team administrator registering their entire team for tournament.


Registration Title:

  • Required

  • This will appear on the home page.

  • This field can be changed after the registration is activated.

  • Try to use a consistent naming convention for all of your registration periods.


Publish:

  • Defaults to No (i.e. Private)

  • A registration period can be “Public” or “Private”.

  • This field can be changed after the registration is activated.

  • If Publish is Yes…

    • The registration is considered “public”

    • The registration period will be advertised in the registration directory on the home page.

    • If Publish is No…

      • The registration period is considered “private”

      • The registration period will not be advertised in the registration directory and will not appear on the home page.

      • The registration can still be shared via the “Shareable Registration Flyer Link:”


Active:

  • Required

  • Defaults to Yes (i.e. Active)

  • Administrators use this button to “turn on” and “turn off” registrations.

  • This field can be updated after the registration is activated.

  • If a Registration Specialist sets up your registration period for you, this will ALWAY be No (i.e. Inactive).

  • If “Yes”…

    • Once active is set to “Yes” and the registration period is saved the registration period becomes active.

  • If “No”…

    • Once active is set to “No” and the registration period is saved the registration period becomes inactive.


Postal Code:

  • Required

  • Defaults to zip of provider’s address

  • Used to determine registrations near…. when listing open registration on the home page.

  • This field can be updated after the registration is activated.


Activity:

  • This field is used in the filter options on home page.


Past Registrations:

  • Optional

  • Select one from a list of other open or closed registration periods with the same activity type offered by the organization.


Open Date:

  • Required

  • This field can be updated after the registration is activated.

  • Date, as of 12:01am (End Dates - expire at 11:59pm. Start Dates - start at 12:01am)

  • This is the date when participants will be able to start registering (assuming the registration is Active).

  • This is the date when registrations will start to appear in the Registration Directory (assuming that the registration is is Active and Published).

  • This date appears on the schedule as the registration open date.


Deadline Date:

  • Required

  • After activating the registration, this date cannot be moved up.  It can only be moved back.

  • Date, as of 11:59pm (End Dates - expire at 11:59pm. Start Dates - start at 12:01am)

  • This is also known as the “advertised close date”.  

  • This is the date participants and members see as the registrations close.  

  • Members can assume that registration will be open until this date (excluding capacity).

  • Member must assume that after the deadline date there are no “guarantees” that they will be able to participate.  They MAY be allowed to register late and pay applicable late fees and/or they MAY be able to add their name to a waiting list.

  • You may NOT want to advertise the last possible date participants will be allowed to register.  After the "deadline" passes your registration will continue to appear on the home page and accept registrations after until the "hard close" date.

  • Depending on capacity and other registration configurations unknown to members or participants, members MAY or MAY NOT be able to register late or be added to a waiting list.

  • It is common for administrators to combine the use of the registration Deadline Date with a late fee to encourage interested participants to register prior to the Hard Close Date.

  • This date appears on the schedule as the registration close date.

  • The registration deadline can be moved back (later) but should never be moved forward (earlier).


Hard Close Date:

  • Required

  • After activating the registration, this date cannot be moved up.  It can only be moved back.

  • Date, as of 11:59pm (End Dates - expire at 11:59pm. Start Dates - start at 12:01am)

  • This date is not “advertised”.  Participants do not see this date.

  • This date allows administrators to define a period of time unknown to member and participants to allow for late registration and waiting list registrations.

  • After this date registrations will “close” and will no longer appear in the Registration Directory on the home page.

  • After this date members will need an invite code to register.

  • If enabled members can request to be added to the waiting list after this date.

  • This date can be moved up or back, but cannot be before the registration deadline.

  • This date must be before the start of the season.  Options for managing walk-on and late registrations include waiting lists and invite codes.

  • Administrators use this date to ensure that no more registers are taken without their approval (i.e. no more members are allow to register and assuming participation.)

  • End Dates - expire at 11:59pm. Start Dates - start at 12:01am.


Enable Waiting List:

  • If “Yes”…

    • Members will be prompted with the option to add their name to a waiting list.

    • No registration fees are taken.

    • Deposits are not accepted.

    • If “No”…

      • Waiting list applications are not accepted.

Charge Late Fee:

  • If “Yes”…

    • The specified late fee will be assessed at checkout.

    • If “No”…

      • No late fee will be assessed.

Season / Event Label:

  • Options:  Season, Event, League, Tournament, Session, Class, Camp, Clinic, Training


Season / Event Start:

  • This is the date that appears on the calendar as the start of the season.

  • If the event is a one-time / one-day event then this would be the day of the event.

  • This date is used by participants to block off the season or event date(s) on their calendar.

  • More detailed date/time events such as game times and practice times are specified using the Event Center.

  • Administrators use this date in planning of events to block of event dates until more details are available and times are finalized.  At which point the events are added to the schedule using the Event Center.

  • Season Start date can be moved back or up after Activation but cannot be prior to the registration deadline.

Season / Event End:

  • This is the date that appears on the calendar as the end of the season.

  • If the event is a one-time / one-day event then this would be the day of the event.

  • This date is used by participants to block off the season or event date(s) on their calendar.

  • More detailed date/time events such as game times and practice times are specified using the Event Center.

  • Administrators use this date in planning of events to block of event dates until more details are available and times are finalized.  At which point the events are added to the schedule using the Event Center.

  • Season Start date can be moved back or up after Activation but cannot be prior to the registration deadline.

  • Todo currently this date has to be after the start date.  One day activities are not supported.


Season/Event Comments

  • Defaults to blank

  • Not required

  • This text will appear under the “Key Dates” section of the registration flyer.  


Funding Account:

  • Required

  • Select either General or new account.

  • Once selected and the registration period is saved this field cannot be changed.

  • A common practice is to create a new funding account for each registration period with the same name as the registration period title.

  • Creating a new funding account will create a new funding source under the funding source tab and a new sub account in WePay.  Every (new) account in WePay must be verified before funds can be withdrawn (or refunds issued).  But you can start accepting registration prior to verifying the account.

Eligibility and Age Groups


Note:  You can only delete an Age Group if there are no registrations (active or inactive) for the registration period.  If you need to delete and Age Group for a registration period that already has one or more registrations please contact your Registration Specialist.  


Eligibility Gender:

  • Defaults to Co-ed

  • Only Males or Only Females


Placement Method:

  • Defaults to Grade

    • School Year

      • Defaults to current school year

      • Options to select school year in the future to accommodate PreK

  • Add Age Group button

    • Age Group…

      • Title:  (show where) this appears on abstract

      • Age in Years on Given Date

      • Birthdate Range

      • Birth Year

      • No Age Restriction

Abstract

  • Free form rich text editor.

  • When linking to other sites please be sure to edit the link to appear in a new window by selecting the link from the Registration Period Editor, selecting the target tab and selecting “New Window (_blank)” from the drop list.

Sharable Registration Flyer Link

  • Displays the sharable registration flyer link

  • The “Sharable Registration Flyer Link” is also displayed on the Provider Dashboard by clicking on the chain icon next to the Online Registration Period Name.


Invite Code

  • Displays the “Global” Invite Code for the registration period.

  • Click “Change Invite Code” to change the “Global” Invite Code.  

  • The “Global” Invite Code is also displayed on the Provider Dashboard by clicking on the chain icon next to the Online Registration Period Name.


Registration Form Questions:

  • To add a Registration Form Question such as Shirt Size, select the registration type from the drop list.

  • Required - If YES all registrants are required to answer the question before completing the registration.  If NO, then the question is optional and registrants can skip it.

  • Admin Only - If YES then registrants will not be prompted to answer the question.  Examples of Admin Only form questions would be height and weight to be entered by Admin only.

  • Answers to these questions will appear on the Registration Reports.


Volunteer Needs

  • Require Volunteer Commitment - If Yes registrants will be required to volunteer.  

  • Click “Add Volunteer Opportunity” to add a Volunteer Opportunity such as Coach, Assistant Coach, etc.


  • Volunteer Questions

    • Those who volunteer can be asked questions such as “Coaches Shirt Size”.

  • Volunteers and responses to Volunteer Questions appear on the Volunteer Reports.


Consents

SEE “YOUR REGISTRATION CONSENTS” ON ORGANIZATION POLICIES ALSO….

Locations


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