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Warning

REMINDER: Affiliation fees must be activated by national, provincial, and regional organizations before the local organization can create registration fees.

If affiliation fees are not activated, the division will be grayed out in the drop-down menu when creating registration fees.

Catalog configuration

Steps

Menu

Best Practices

  • Check that your organization's general information is up to date

(required)

Manage

Organization

  • To make changes, click on the General tab and edit in the General information box to make your changes.

  • Your organization's postal address, email address, and telephone number will be displayed on your registration page.

  • Check if your organization's merchant account is activated

Manage

Organization

  • A Merchant Accountallows you to accept credit card payments in your online store.

IMPORTANT: If you have a merchant account that was deactivated, you must contact Paysafe to reset your account.

  • To activate a merchant account, please consult the Merchant Account documentation.

  • Update your organization's staff

(optional)

Manage

Organization

  • You must add all your organization's volunteers in the Staff tab.

  • Check if installments need to be created or modified

(optional)

Catalog

Installments

  • It is possible to

rollover

  • Check the percentage and date information carefully; if it doesn't fit, you'll need to Add new installments.

Note

TIP: It is impossible to change the name of your previous installments, so be sure to name them with a generic name, e.g., Summer Installment, Winter Installment, etc. However, remember that the title of your installments will not be visible to the public.

Warning

REMINDER: Each season, your payments must be linked to your registration fees, even if you had already linked them the previous season.

  • Check if discounts need to be created or modified

(optional)

Catalog

Discounts

Info

NOTE: it is possible to create discounts by postal code or for multiple participants. Please consult the documentation for further details.

Note

TIP: The name of your discounts will be displayed in your online store. We suggest using generic names such as Family Discount, Terrebonne Discount, etc.

  • You must create New Discounts if you want to change discount percentages and amounts.

Warning

REMINDER: your discounts must be linked to your online store, and only one discount can be added to an online store.

Check if the terms and conditions need to be created or modified

(required)

Catalog

Terms and Conditions

Warning

REMINDER: each season, your Terms and Conditions must be linked to your online registration, and only one Terms and Conditions can be added to an online store.

  • Check if waivers need to be created or modified

(optional)

Catalog

Waivers

Note

TIP: Check the waivers of your provincial and regional organizations to avoid repeating the same ones in your organization. These will be displayed in the side panel of your registration fees under the Catalog tab.

Warning

REMINDER: your waivers must be linked to your registration fees.

  • Check if questionnaires need to be created or modified

(optional)

Catalog

Questionnaires

IMPORTANT: you can only add one questionnaire per registration fee, so you can create sections in your questionnaire and ask multiple questions on different subjects.

Warning

REMINDER: each season, your questionnaires must be linked to your registration fees.

  • Check if other items need to be created or modified

(optional)

Catalog

Other Items

Info

NOTE: You can see the total sold in the current season.

IMPORTANT: you must not create your registration fees in this section.

  • Check if membership fees need to be created or modified

(facultatif)

Catalog

Membership Fees

Warning

REMINDER: It will not be possible to modify your membership fees if your regional or provincial organization has not yet activated its membership fees.

  • Membership fees are imported from one season to the next, so if your organization charges affiliation fees, check if any changes need to be made and ensure they are active.

IMPORTANT: your organization receives 100% of the registration fee; the membership fee is not deducted from your members' payment. Membership fees will be charged later by your regional or provincial organization.

  • Rollover your fees or create your registration fees for the current season for each division

Catalog

Registration Fees

Warning

REMINDER: It will not be possible to rollover your registration fees or create new fees if your regional or provincial organization has not yet activated its affiliation fees.

  • If possible rollover your registration fees from a previous season and make only the required changes. However, you must link questionnaires, waivers, and installments, as these are not imported when you

rollover

  • roll over your registration fees.

Info

NOTE: you can import all your registration fees from the previous season or select only those you want. It is, therefore, possible to rollover only your summer fees and, in the autumn, to rollover your winter fees.

Note

TIP: to select your fees from a previous season, click on the white rectangle to the right of the name. The fees will not be selected if you check the box on the left.

BEST PRACTICES FOR YOUR REGISTRATION FEES

  • Name your registration fees generically.

  • Do not include season date, year of birth, age, practice days, or match days in the name of your registration fee.

    • EXAMPLE:

      • Summer U09-CDC Male

      • Summer U14-REG Female

      • Winter U17-LDIR Male

      • 9U - Mixed

      • 13U - Female

      • Rally Cap - Mixed

  • Keep in mind that your registration fees can be used next season. This will save you from having to change all your registration fee names.

  • Don't forget to update the additional questions, which will be displayed in your registration fees.

  • Ensure you indicate the correct amounts for your regular, early, and late fees.

  • Make sure that the status of your registration fees is active.

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Create your online stores

  • Create your online stores

Manage

Online Registration

** Best practices for creating your online stores **

  • You must create a single online store for all your players and divisions. EXCEPT for organizations with multiple cities. For example, you could name your store :

    • SUMMER 2024 REGISTRATION

  • For organizations with more than one city, you must create a single store per city with all divisions, for example :

    • SUMMER 2024 REGISTRATION - JOLIETTTE

    • SUMMER 2024 REGISTRATION - L'ASSOMPTION

Warning

REMINDER: this store MUST NOT be the same as the players.

You can put your referees, coaches, and volunteers in the same store.

  • You MUST Share your store with all other organizations for coaches, referees, and volunteers.

  • Season

Online Registration

General Information

  • Make sure you set up your store in the right Season.

Langues

  • Languages

  • Indicate the Language you want your online store to be in (English, French, or both).

  • If you'd like your store to be in both languages but only one is displayed, go to the menu Manage-

Organization

  • Registrar's email address

  • Send an email to each registration

  • If you'd like to receive an email for each registration, you'll see that the box has already been checked. If you don't want to receive an email, uncheck the box.

  • The email address will be indicated in the registrar's email address box.

Note

TIP: We suggest you uncheck the box when you start your registrations to avoid receiving multiple emails. When the flow of your registrations decreases, or your activities begin, you can go back to your online store and check the box.

  • Registration Period

Online Registration

Registration Period

  • You must define the start and end dates and times of your Registration Period.

  • If you add a future date and the status of your online store is active, it will open for registrations at the selected date and time.

  • It is possible to close your online store before the selected date by changing the status to close.

Info

NOTE: the system is updated every 15 minutes. This means that if you set your online store to open at 13:05, it will open at 13:15.

  • Activity Season

  • Message

Online Registration

Message

  • You can add a Message to confirm your registration. This message will be displayed at the end of your members' registration process and on their invoices. This option is optional.

  • Here are some suggested messages you can add:

    • If you accept payment by cheque, you can indicate the address to which members should send their cheques.

    • If you accept Interac transfers, you can indicate the destination email address for the transfer, as well as the reply and security question.

    • You can include information about the start of your season to avoid multiple phone calls and emails about start dates.

    • You can indicate that this invoice is your tax receipt and that no other invoice will be sent during the tax period.

  • Many other messages can be sent depending on your needs - these are just a few examples.

Info

NOTE: multiple text formatting options are available. You cannot add an attachment, but you can add a web link.

  • Registrations

Online Registrations

Registrations

  • You must add the Registration Fees of your choice, which you will have created in your catalog.

Note

TIP: It is possible to change the order in which your registration fees are displayed if they are not in the desired order. Click on each registration fee you've added to your online store to open the side panel and change the order to display your fees using the blue pencil.

  • Other Items

Online Registrations

Other Items

  • You can add any Other Items that you have created in your catalog.

Note

TIP: if you want certain other items to be mandatory for all your registrations or only for selected registrations. You must click on the other items you have added to your online store to open the side panel and check the registrations, for which the other items must be mandatory at the registration.

Info

NOTE: All other items selected will be visible for all categories in your online registrations, whether you have made them mandatory or not.

  • Terms and Conditions

Online Registrations

Terms and Conditions

Warning

REMINDER: you must add terms and conditions to your online store, and only one term and condition of payment can be added to an online store.

  • Discounts

Online Registrations

Discounts

  • Select from the drop-down menu the Discounts you have previously created in your catalog.

Info

Note: this option is optional, and only one discount can be added to an online store.

  • Payment Options

Online Registrations Payment Options

  • Select the Payment Options accepted for your online registration.

    • If you accept credit card payments, select your merchant account.

    • If you accept manual payments, select the desired methods.

Warning

REMINDER: you must select at least one payment method. You can accept only credit card payments or only manual payments if you do not have a Merchant Account.

  • Reviewing your online registrations

Online Registrations

Review

  • The system asks you to Review the information you have created for your online store and confirm your store's creation.

Info

NOTE: you can change your online store after you've created it.

  • Online store status

Online Registrations

Status

  • Once you've created your online store, changing its Status to Active is essential. The default status is Draft.

Warning

REMINDER: if your registration start date is scheduled for a future date, you can change the status to Active, and your store will open at the scheduled date and time. Changing the status on the day you want to open your registrations is also possible.

BUT, don't forget that the store's status must be Active before your members can register.

  • Share online store

Online Registrations

Share

  • Your coach, official, and volunteer online store must be Shared with other organizations so that members from other organizations can register as coaches, officials, or volunteers in your organization.

  • Online store link

Online Registrations

Link

  • You can access your online store by clicking on the small cart image. By clicking on the last icon (small square), you can copy your online store's URL link and send it to your members or display it on your website.

Note: an invoice for the amount of the affiliation fee will be created in the member's profile

  • .

Hints and Tips

  • Share the online registration guide for parents and members

Page

Registration

  • Send the online registration guide to your parents and members, and post it on your social networks.

  • This guide will help your members and parents with the registration process. We also suggest you share the documentation on updating your members' credit card information.

Online registration guide for parents

Update credit card information

  • Test the public view of your online store

Online Registrations

  • Verify that your merchant account is working

Page

Registrations

  • If you're using a merchant account, make an online transaction to verify your account is linked after testing the public view.

Warning

ATTENTION: you must not create FAKE REGISTRATIONS, as it is impossible to delete registrations you may have made as a test.

Note

TIP: Make a real transaction for a member who will actually register. You can register your child online or ask someone in your organization to register their child.

  • Make a manual registration

Members

Registrations

really

  • want to register.

Warning

ATTENTION: you must not create FAKE REGISTRATIONS, as it is impossible to delete registrations you may have made as a test.

Note

TIP: proceed with the manual registration of a member you will actually need to register. You can manually register your own child or one of your organization's staff.

  • Manual registration for a member who is not in your club

Members

Registration

Movement

  • If you want to register a member manually and he is not in your organization, you must first request a

Mutation

Warning

REMINDER: before the beginning of the season, all players can only register online with the club of their choice.

  • Changing the Invoice Recipient

Members

Registrations

.

Registration made by the City

Tasks

Renew Members

If your city handles your members' registrations, you must still affiliate members registered for the current season.

You don't have to set up registration fees and an online store for your players.

You must renew members in batch by clicking on the Tasks menu and selecting Renew Members.

Info

  • Registration Report

Reports

Registrations

  • If you want to have a list of your registered members, we recommend following the steps below to produce your report.

    • Click on the Reports menu and select Registrations.

    • Click on the Action button and select Detailed Report.

    • In the Filter options, leave the Online Store and Origin boxes blank.

    • Select Registration in the Registration Type box.

  • If you wish to refine your search, you can select the following filters:

    • Division

    • Registration (registration/activity fee)

    • Registration status (Pending, confirmed, or Canceled)

    • Birth date range

    • Registration date range

  • Once you've selected your filters, click on Search. You can print the report by clicking the Action button and selecting Excel Export.

Note

TIP: we suggest that you DO NOT use the Online Registration menu report, as this report will only generate online registrations. This report will not display manual registrations or exchange items (even if payment was made by credit card).

To be sure you have all your registrations, follow the procedure above to obtain a complete report of your registrations.

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