The Participants section is primarily where your will spend your time. The page is based on the organizations that you manage, and the registration status is always based on the active season.
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To access the participants section, we must click on participants from the side panel on the left
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Note: If you are managing registrations outside the current season, you will need to change the selected default season on the top right corner. |
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Search
The search feature is designed to for a general search or a targeted option. You can choose the type of participant (player, coach, referee or all), search by name, birth date range, gender or by HCR number.
Just like you can do so across the platform, you can click on a specific member line for an overview on the side panel. To view the complete participant’s profile, simply click on the open file button in the upper right-hand corner.
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Video Tutorial
Create new Participant
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Note: First, you need to confirm that the member has not participated in organized hockey, therefore, would not have a profile in the Hockey Canada database. If the participant has been set up in the HCR system under another organization, you must complete the transfer process to receive the rights to register this member. |
To add a new participant: Click + Add Participant. When you enter information about a new member, the system will still try and match this information and suggest an existing member. If there is no match, you may continue with the member creation process.
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Video Tutorial
Participant profile
Overview
In the dashboard you will see an overview of the participant (age, HCR #, primary and shared organization and member status – player/coach/official). As well as information for payment status of all the transactions made by that specific participant.
The Overview Tab: Here you will find the primary information of the Participant (name, date of birth, addresses and phone numbers), contacts, family relations and memos. All sections can be updated by clicking on the edit or add button.
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Primary information
The information displayed is for the participant, family member’s information should be listed under contacts. To update the information click on edit.
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Address(es) and phone number(s)
The address and phone numbers can be set up to display more than one (optional). To update, click on edit.
Address options: resident, work, father, mother, guardian, mailing or billet
Phone number options: home, work, cell, fax, pager or office
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Adding contacts for a participant is optional but is very useful, as many of our participants are youths. To update the contact list, click on edit. From here you can either edit an existing contact or add a contact.
To edit a contact: Click on the contact and a side panel will open. Update the contact information and click the checkmark to save.
To add a contact: Click + add a contact. Enter the contact information and click save.
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Note: You can easily see if a contact is set up as an emergency contact by the red ambulance in the contact box. |
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Setting up a family relation is a useful tool for registrar’s. To update a family relation, click on edit. From here you can either edit an existing family member or add a new one.
To edit a family member: Click on the member and a side panel will open. You can remove or update the information.
To add a family member: Click + add a family relation. You can either search using the HCR # or enter the name, birthdate and gender. Once the family member is found, enter the relation type and click save.
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Note: To add a family relation, they must have a profile set up in the HCR system. |
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Memos can be used in many ways, and are an optional item. They can be used for adding a note about payments, or for interest in a future development session.
To add a memo: Click + Add.
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Documents
To add a document: Click + Add.
Modification logs
Coming Soon
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Registration
Registration Tab: The history of this participant's registrations will be displayed. To view a specific registration, click on the line to open a side panel for more information. The action button will enable the following tasks:
Confirm the registration
Cancel the registration
Send the waivers by email - For manual registration or third-party API
Confirm waivers - For manual registration or third-party API
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Note: all registrations that come from the online registration process or by third party API will be set to pending. The reason behind this is that we want to make sure that the registrars are doing proper verifications before confirming the participant’s registration. Players and coaches must be confirmed for a season to be added in a team roster. |
To add a new registration: Click + Add. Select the season, date, time, and type of registration. By selecting the player type, available registration will appear based on the age group that the organization has previously set up. If the member is already registered, the system will display a message letting you know that this participant cannot be registered twice.
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Transaction
Transaction Tab: Here you can view all the manual and online registrations that have been completed for a member within an organization. One transaction can combine multiple registrations, such as in the case of a parent registering more than one family member. You can also add items to the participant’s online transaction. Click on a specific line to open a side panel with additional information about a transaction. From the side panel, you will view details pertaining to the selected transaction. If the payment was processed with installments, view paid amounts, installment amounts and update payment methods.
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Note: Even if the organization does not use the HCR for registration payments and financial records, every time there is a registration, the HCR will generate a transaction to track every action and log it into the HCR database. |
Credit
To add a credit: Click + Add a Credit. Select the credit type, the amount, expiration date (optional) and choose the status.
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Refund
To refund: Click on the action button in the right side panel and then click on refund. A dialog box will open so that you may enter the reason for the refund as well as the amount.
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Note: Only transactions that have been processed by credit card through the HCR online registration will be refunded directly on the account’s credit card. |
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Team tab
Coming Soon
Qualifications
Coming Soon
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History
Coming Soon
CRC
Coming Soon
Suspensions
Coming Soon
Transfer
Coming Soon
Appeals
Coming Soon
Waivers
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Video Tutorialclick on any of these links and go to each individual page for more details.
Merging A Participant's Profile (Coming Soon)
Participant’s Qualifications (Coming Soon)
Participant’s Waivers (Coming Soon)