Registration Programs - On-Going

On-Going Programs are a great option for year-round programs, or just long seasons within a calendar year (i.e. 6 or more months)

What it provides:

  • The Option to create one or more groups with different fees that will assign to your training groups.
  • Easy recurring annual payments
  • Easy recurring monthly payments
  • The ability to apply one-time additional fees for all registrants or only new registrants.
  • Manual control over program billing for members
  • The ability to start and close registration whenever you want or need
  • Add Documents for informational purposes or waivers to be acknowledged during sign up
  • Custom roster information and questions can be answered and collected during registration
  • Ease of use for in-season changes, such as members changing groups, pausing billing, prorating, etc.

STEP 1 - CREATE YOUR TRAINING GROUPS

  • Creating your training groups is an important step for building your registrations.
  • Please follow the steps here to create those groups - CREATE TRAINING GROUPS

STEP 2 - CREATE A NEW PROGRAM

  • Navigate to the PAYMENTS menu, click the PROGRAMS tab, and select the "CREATE NEW PROGRAM" button

STEP 3 - SET YOUR BASIC INFORMATION

  • Set your Program Name
  • Choose if your will have multiple groups or not
    • If you only have one group
      • Your program name will also act as your registration group.
    • If you have multiple groups
      • Your program name will be used to organize
      • Each group will have it's own name
        • you can have up to 10 groups in one program
      • You can write a description for each group
  • Assign your registration group(s) to their respective training groups.
    • You can have multiple registration groups be assigned to the same training group.
  • Choose if you wish for your members to be Prompted for USAS registration during registration for.
    • This is for USAS clubs only (we do not have other organization registrations, yet)
    • If this is on, your member will be redirected to USAS where they will either have to register if they are new or sign in to ensure their registration is current.
Program:one group
Program: multiple groups

STEP 4 - SET YOUR PROGRAM DATES

  • Choose on-going
    • This means your program will remain in place indefinitely (year round)
    • It will only end when you choose to close registration, cancel billing, and archive the program.
  • Decide where you want to allow automatic billing to start or not by turning on or off "Manual Payment Start"
    • With this ON, a coach or administrator with access to the program will have to go into the registrants list and manually start and activate any billing.
    • With this OFF, billing will automatically begin upon registration.
      • For monthly amounts, this means registrants will be prorated for the month they sign up for.
      • Ex: A member signs up April 15th - they will only pay for April 15th - April 30th, but then be charged a full amount on May 1st (if that is the billing cycle you set)

STEP 5 - SET YOUR FEES

  • Select whether you choose to collect payments with Commit or not.
    • If yes, you'll be able to run billing with our third-party billing system STRIPE
    • If no, there will be no billing/accounting that happens - the prices you set will be informational only and you'll have to track amounts due and collected payments elsewhere. There will be no invoices generated.
  • Turn on or off "ALLOW PAY LATER"
    • Our recommendation is to keep this off, as the goal is to gather information for your members and manage billing.
    • If this is off, it means new members will be prompted to include a payment method that will be added to their profile and, if automatic payment is turned on, their billing will begin immediately.
    • If this is on, the member will not have to add a payment method as part of registration and an open invoice will be sent to the user, if automatic payment is turned on.
  • Set your recurring Group Pricing (monthly, annual, or both):
    • You'll have a couple of options for setting group pricing, depending on your group set up:

CLICK THESE LINKS FOR VIDEOS:

    • All Members - all registrants will be billed
    • New Members Only - only new members, who are not on your active roster, will be billed
    • All additional fees are paid only once upon registration - these do not recur
    • Add as many fees as you need

STEP 6 - SET YOUR DOCUMENTS

  • Add up to 10 documents per program
    • All documents apply to all groups
      • If you need more customizable registration flows per group:
        • Please consider creating a different program for each group.
        • Or label documents clearly for which group they apply to
  • There are two document types:
    • INFORMATIONAL
      • These are documents that provide information to members, they can be accessed anytime after registration
    • WAIVER
      • These are documents that will prompt members to VIEW and ACKNOWLEDGE the documents prior to registration being complete.
        • MEMBERS CANNOT REGISTER WITHOUT CLICKING THE BUTTON TO ACKNOWLEDGE EACH INDIVIDUAL DOCUMENT
      • This is not an e-signature. If you require signed forms, please either consider using a service for document signing or labeling the document title with instruction to "PLEASE DOWNLOAD, SIGN, AND RETURN"

STEP 7 - SET YOUR ADDITIONAL QUESTIONS

  • You can add as many additional questions or prompts for information as you need.
  • You can create it here or under SETTINGS > ROSTER INFO
    • To edit any questions, once created, go to SETTINGS > ROSTER INFO to change or delete questions.

  • Answers can be short (a few characters) or long (as many characters as they need)
  • The answers here will show under active roster profiles for the athletes.
    • It can be exported as part of a roster export into a spreadsheet.
  • You have a few option to add these
    • If you check no boxes, the question will not appear during registration. (This list pulls from your entire club's Roster Info section)
    • If you check "INCLUDE IN REGISTRATION" it will prompt the member to type an answer during registration, but will not require they fill in an answer.
    • If you check "REQUIRED" they will not be able to complete the registration without submitting an answer.

In the above example:

  • Medications will be prompted, but not required to fill in
  • Allergies will be prompted, but not required to fill in
  • Doctor Name will be prompted AND required to fill in
  • Doctor Phone will be prompted AND required to fill in
  • Swim Suit Size will not be prompted during registration
  • T-shirt Size will not be prompted during registration

STEP 8 - REVIEW AND MAKE IT LIVE

  • Once you are done, you can review and return to any section to make changes.
  • Then when you are ready, you can click MAKE IT LIVE to open registration.

COMPLETED!


Once your program is live, you can share a registration link

You can also do a few other tasks

  • Back to Draft Mode
    • This will allow you to make changes and edit the program or groups.
    • It will not stop billing for any current/active members
    • It will close down registration for any members who wish to sign up
  • Preview Registration
    • This allows you to see what the registration looks like for new members.
  • Close Registration
    • This will close the registration, stopping any one else from registering.
    • It will not cancel any current billing for members, you will need to do this manually.
    • If the program is complete, you can make sure to cancel all billing and then archive the program.


Once it is live, you'll always be able to see your programs from your PROGRAMS menu and even duplicate it for future programs/use if you wish.

NOTE: Duplicating will not copy your list of registrants

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