This article will walk through how to create a member registration. You may only have one current registration for members to sign up for.
You can go through the article step-by-step to follow the process in full, or click on the links below to go to a specific section.
Create the Registration
In the side menu, click Org or Team Tools > Registration Admin.
Click Add New.
Fill out the registration details form as desired.
If setting Per Registration Group Limit, this will be defined later.
If adding new or editing the agreements, click the three vertical dots > Manage Agreements.
When finished, click Save Changes.
Set up the Fees
Once the main details of the registration are saved, the fees need to be set up. This can be done at a separate time by going to Org or Team Tools > Registration Admin > Registration Title (not checkbox) > Set Up Fees tab.
This process is completed across two pages.
Members Must Select [Location] to Register — Most teams only have one location or prices are the same, leave this as NO. If set to YES you can define different pricing, on the next page, for each registration group depending on the location.
Location Custom Label — The default is Location. Change this if it means something else, like Resident Status.
Available Locations for Registration — Click Select to define and select the different “Locations.” These are actual location names, or “Resident” and “Non-Resident”, for example. In the Locations area, use Add New or Delete to manage locations. Once all of your locations are set, check the box(es) and click Select.
NOTE: Payment Options are not the same as Billing Groups and Sub Billing Groups in billing. Those are set up separately and should mirror the Online Registration payment options.
Setup Payment Options for Groups — This allows accounts to select different payment options for each registration group, such as annual and monthly, that match billing options. Set this to YES and under “Available Payment Options” click Select to define and select your payment options. The actual dollar amounts are defined on the next page.
Manage Payment Options by using Add New and Delete. Once set, check the boxes and click Select.
Registration Groups for Members to Select — Click Select to define. They typically mirror the roster groups but simplify them if the pricing is the same and the admin is the one who decides which roster group to assign athletes to.
Manage Groups in the Registration Groups area, using Add New and Delete. Once all of the Registration Groups are set, check the box(es) and click the Select button to include. Examples of groups include 6 & Under, 7-8, Gold, Silver, Masters, or simply Swim Team.
If adding new fill in all information including Registration Group Name, Age Group (specify range), and a brief Description.
Accepted Payment Method(s) — Select Checks Accepted only, Credit Cards Accepted only, Custom Payment Option only, or any combination.
If an account pays by Credit Card, the payment will be charged immediately at checkout.
Admins must approve Checks and Custom Payments in the Manage area of Online Registration.
Custom Payments are useful for country clubs, for example, where fees are charged to the user’s club membership account. Use this in conjunction with the account custom label to capture their membership number.
Allow Credit Card to be saved for Auto Pay— For users who pay for their registration with a credit card (CC).
NO — CC is only used to pay for their registration.
OPTIONAL — Gives them the option to retain their CC info for auto pay which automatically charges for recurring and non-recurring fees.
REQUIRED — Saves their CC info for use with autopay. Useful for teams who only accept credit cards.
Charge CC Processing Fee — Set to YES and enter the flat dollar amount and/or percentage charge, along with which Chart of Account to bill it to, so users pay instead of the organization.
Some states have laws about passing CC fees to customers. Please check with an attorney and the attorney general for your state.
The ability to pay by credit card gives major benefits to the team including the ability to save credit cards for Auto Pay. The payments are electronically processed and will be in the bank account in 24-48 hours. If interested in offering credit card processing, please email [email protected]. Use the other two systems or offer all three, but the payments will need to be gathered and recorded in the Manage section of Registration Admin.
Connect Outstanding Balance
Connect Account Outstanding Balance from Billing System — Select YES to include any outstanding balance owed from the billing system at registration checkout.
Allow Credit Balance to Apply at Checkout? — Select YES to allow credit balances to be applied from the billing system at registration checkout. Select NO to only include outstanding balances.
Click Next to move to the final fee setup page and to save changes. Do not return to this page without saving, all information will revert back to blank fields.
The second page of Fees Setup sets up Registration Costs, Additional Membership fees, Family fees, Multi-athlete discounts, and more. Check the Roster Groups, Payment Options, Chart of Accounts, and Location costs for accuracy.
Per Member Charge Setup
Per Member (Athlete) Charge— This is the calculated fee added to each member at checkout based on their selection during the registration process. The costs defined in each field are associated with the Registration Groups, Payment Options, and Locations from the previous Fees Setup page.
Ensure to select a Chart of Accounts and enter a dollar amount for each Registration Group (this can be zero).
If certain Payment Options for certain Registration Groups are not offered, use the “Show/Hide” toggle to turn on/off payment options.
Other Member Charges
Other Per Member (Athlete) Charges — Additional charges are applied to each athlete at checkout and can be applied to specific Registration Groups. Commonly used for USA Registration fees.
Add More Per Member Charge — Click to add a charge. This charge needs to be named, requirements defined, Registration Group(s) selected, attached to a Chart of Accounts, and have a defined amount to work properly. Click OK to add the charge. If the charge changes, remove it and read.
Edit — Select an existing charge and click Edit to change it.
Remove Selected Charge(s) — Removes selected Other Per Member charge(s).
Registration Group Size Limit
Registration Group Size Limit — Only appears if the “Per Registration Group Limit” option was previously selected. To set registration group size limits, click Save Changes and select Per Registration Group Limit on the Basic Setup tab.
To set a limit, add a numeric value. For no limit, leave the field blank. This field is enforced in Online Registration and, once a Registration Group reaches that number, it no longer allows sign-ups.
Per Account Family Charge
Per Account (Family) Charge — This charge can be a required fee (such as an annual registration fee), an optional fee (volunteer opt-out charge) or a quantity amount (banquet tickets) applied at checkout regardless of how many athletes someone registers.
Add More Per Family Charge — Click to add a charge. This charge needs to be named, requirements defined, attached to a chart of accounts, and an amount defined to work properly. To add a quantity field, such as “How many team swimsuits needed”, for example, define that here. Click OK to add the charge. If the charge changes, remove it and re-add.
Edit — Select an existing charge and click Edit to change it.
Remove Selected Charge(s) — Removes selected Per Account Family charge(s).
Multi-Athlete Discount— Toggle to Yes to turn on then select discount in a dollar amount with “Yes - Dollar” or percentage discount with “Yes - Percentage.”
Yes - Dollar — Applies a flat dollar amount discount to one, many, or all member registration groups. It does not add up the discounts; rather it applies the amount corresponding to how many athletes registered. For example, if a $20 discount for two athletes and $40 for three, when three athletes register they will get a total discount of $40, not $60. If there is a certain registration group that should not discount, use the Groups NOT discounted to pick which groups are exempt.
Yes - Percentage — Takes a percentage off of the total dollar amount calculated from registration group fees only. It does not add up the discounts, it applies the amount corresponding to how many athletes registered. For example, if a 10% discount for two athletes and a 20% discount for three athletes, if three athletes register it will add up the Per Member Athlete Charges for all three and apply a 20%, not 30%, discount to that total. If each athlete costs $100, it would take 20% off $300. If there is a certain registration group that should not discount, use the Groups NOT discounted to pick which groups are exempt.
Toggle to YES to turn this function on.
Question — Type in the question that accounts see once they select their checkout payment type. For instance, “Are you a Resident?”
Answer — Select Yes/No as the answer that will implement the fee/discount at checkout. For instance, if select YES for the question above they will get the fee/discount applied at checkout.
Fee/Discount Name — This will be the line item seen at checkout and on the invoice. This charge shows on the checkout page with the dollar amount applied/discounted.
Fee to Charge — Enter fee or discount in this field. Discounts are denoted with a minus sign
Chart of Account — Use the drop-down to apply the Chart of Accounts to track payments.
Click Save Changes to finalize. Do not use the Go Back button if changes were not saved, otherwise, the setup is lost.
Customize Registration Pages
Once the registration and fees are set, this can be done at a separate time by going to Org or Team Tools > Registration Admin > "Registration Title" link > Page Setup tab.
Account page Customization
In the Account Setup Msg tab, add or edit content in the boxes. These are rich text boxes and text, formatted text, images, or HTML if desired. When finished, click Save Changes.
Member page Customization
In the Member Selection Msg tab, add or edit content in the boxes. These are rich text boxes and text, formatted text, images, or HTML if desired. When finished, Save Changes.