Registration Set Up
Q: What does Terms & Conditions mean?
A: This is the last screen you will see before you confirm your payment and this is the online stores refund policy.
Q: What is the membership fee?
A: This is the evaluation and Hockey Insurance fees. The fee comes from Hockey Canada and covers each player.
Q: What happens when I exclude the membership fee?
A: The membership fee represents the amount required from the participant for registration to its governing body for the season. By excluding the membership fee, your organization, for this specific registration, is not responsible for collecting the membership fee. This is usually used for training camps and other activities not related to registration to a hockey season.
Q: How do I set up a non-player?
A: To set-up a Non-Payer you must first set up your catalogue item in the ‘Registration Fees’ window. Under ‘Member Type’ there is a dropdown menu where you can select Non-player types. (please remember to exclude the membership fee). Once this step is completed Non-player types will be available in the manual registration window.
Q: How do I set up discounts?
A: To add a discount, go to the ‘Catalogue’ window, under the ‘finance’ section select ‘discounts’, you will need to select a choice between ‘dollar-amount-off’ or ‘percentage’. In the same window, you will need to set up a rule for the discount to be applied to. Tip: Setting up a rule for an additional child does not overwrite the first rule.
NOTE: The Membership fee is not eligible for any type of discount. Even if the discounts on the regular fee from the MHA are greater than the total fee. The membership WILL NOT be discounted.
Q: How do I apply discount rules to my multi-child family?
A: When setting up your online store, In the ‘Payments’ section, under ‘Terms & Conditions, Discounts & Payments’, add the previously set-up discount that applies.
Note: Only add one discount per family. Even if you try and apply more than one discount to a family, only one discount will work.
Q: How do you apply discounts to a manual registration?
A: Applying discounts to manual registration must be done through the credit process. In the Member’s profile, under the transaction tab, click ‘add’ to apply a credit.
Tip: You must apply the credit to the transaction not just the Member’s Profile.
Q: How do I set-up Early Bird and Late Fees?
A: Note: The early fee and late fees are the amounts they are going to pay not the difference in the amount of the regular fee. E.g. If the full fee is $500 and the early bird discount is $50, you have to enter $450. (See chart below)
Difference | Amount to be entered into HCR3.0 | |
|---|---|---|
Regular Fee | 0 | $500 |
Early Bird | -50 (less 50 off to the regular fee) | $450 |
Late Fee | +50 (Plus $50 to the regular fee) | $550 |
To set up a fee: In ‘Catalogue’, under ‘Products and Services’ then ‘Registration Fees’, Click Add, set up the ‘player’ member type, select the division, name the fee, Select the regular registration fee and early fee and/or late fee with a specified date.
To edit a fee: In the same section as above, click on the line item of the fee, a side panel will open. From there, you can use the ‘blue pencils’ to edit the Fee amount and/or the date.
Q: Do I have to create the Rowans Law waiver?
A: No. The Rowan’s law waiver will be pushed down from the branch.
Q: Do I have to create the Hockey Canada waiver?
A: No. The Hockey Canada waiver will be pushed down from Hockey Canada.
Q: Do I have to create the Member Branch waiver?
A: No. The Member Branch waiver will be pushed down from the branch.
Q: Do I have to create a waiver?
A: You have the option to create as many MHA waivers as needed, but it’s not mandatory.
Q: What can’t I apply two questionnaires to a registration fee?
A: You can add a questionnaire with multiple questions, but you can’t add multiple questionnaires.
Installments, Payments Refunds:
Q: How do I set up installments?
A: Click ‘Menu’ and navigate through ‘Catalogue’ to ‘Finances’ to ‘Installments. To apply the installment plan, go to ‘Catalogue’, ‘Products and Service’, ‘Registrations Fees’.
Note: You have to pick the number of installments they will have.
Q: I have multiple installments plans how do I give them options?
A: You need to set up Multiple Installment plans. Click ‘Menu’ and navigate through ‘Catalogue’ to ‘Finances’ to ‘Installments. To apply the installment plan, go to Catalogue, products and service, products and services, registrations fees.
Note: Each registration fee can only have one option, so you will need to set up multiple registration fees with different names. E.g. U-13 two payment plan, U-13 three payment plan.
Q: How do I apply a credit to an installment?
A: Unfortunately, at this time, this feature is not available. However, we are reviewing it for future release.
Q: Why can’t I set up an installment at 0%?
A: Unfortunately, at this time, this feature is not available. However, we are reviewing it for future release.
Q: Why isn’t ‘other items’ part of installments?
A: Unfortunately, at this time, this feature is not available. However, we are reviewing it for future release.
Q: How do I apply a refund?
A: Go the ‘Member’s Profile’, ‘Navigate’ to the ‘Transaction’ tab, click on the line item. (Tip: don’t click on the invoice that will navigate you off the page). The side panel will open, click the blue action button. There is an option for refund.
Q: How do I apply a refund by a method other than payment?
A: Unfortunately, at this time, this feature is not available. However, we are reviewing it for future release.
Q: How do I apply a refund if I haven’t accepted the full amount of payment?
A: Unfortunately, at this time, this feature is not available. However, we are reviewing it for future release.
Q: How can I refund an Initial credit?
A: Unfortunately, at this time, this feature is not available. However, we are reviewing it for future release.
Q: How can I remove discounts if a child from a multi-child family deregisters and charge the adjusted amount to the parent?
A: You will have to create an ‘other item’ and apply it to the child. Go to Catalogue, products and services, other items (e.g. name it ‘fee adjustment’). Then go to the Member’s profile, registration tab, click add to do a manual registration of an ‘other item’, select the ‘other item’.
Q: What happens when an installment payment is declined?
A: The system will try and run the credit card three times. If it was still unsuccessful, their member profile will show the word ‘Declined’.
Q: How do I recharge an installment after it is declined?
A: Click the word red word ‘Declined’ in the Members profile and it will recharge the card overnight.
Note: the parent can log in to their account to update their payment information or to push the payment.
Q: How do I change or cancel a credit card number?
A: Go to ‘My Account’, click on ‘payment’.
Q: How do I refund a partial installment payment?
A:
Q: How do I change payment type from installments to full balance?
A:
Q: I cancelled the registration why is there a balance owing?
A: Cancelling a registration is not the same as refunding the transaction or cancelling future installments. You will need to complete those steps as well.
Q: I have applied the payment to a multi-child invoice but now I want to cancel one of the children’s registration, how do I reapply the payment to the remaining children?
A:
Q: How do I register an Overage or Underage child?
A: To register an Overage or Underage child, you must first register them in their age group and the roster them to the appropriate team. You will have to use credits, refunds or ‘other items’ to adjust the fee.
Note: The functionality is being developed to use the exchange module to handle Overage and Underage registration.
Note: If the player is outside the age restrictions set in the team restrictions page, please contact your branch to make sure the player is eligible.
Q: (Ontario only) Why am I able to register for the wrong division?
A: Hockey Canada’s age groups are a 2-year brackets. If you register for the wrong division, you will need to use the exchange module to adjust it.
Q: Am I able to set up age restrictions on divisions?
A: Yes. But please create a support ticket by using the ‘Bubble’ and mention ‘birth year restriction’
Q: Why can’t I cancel an optional Item?
A: You can cancel these items, but you cannot refund it. You can use a general refund and put a note in for which item the refund is for.
Online Registration:
Q: How do I adjust the dates of my online store?
A: In the ‘Online Registration’ window, click on the side panel and select the store you want to modify. In the general information section, select edit. In this window you can edit, start dates, end dates and times. Remember to click save at the end.
Q: How do I make an ‘Other Item’ mandatory?
A: In the online registration window, click in the items and fees section. Click on the item you want to make mandatory and side panel will open. You can select which ones you’d like to make mandatory for registration.
Q: Why isn’t my registration fee showing up in my store?
A: After you create your registration fee in your catalogue you need to add it to your online store. This can be found in the ‘items and fees’ section.
Q: Why isn’t my discount applying in my online store?
A: After you create your discount in your catalogue you need to add it to your online store. This can be found in the ‘Terms & Conditions, Discounts and Payments’ section.
Q: How do I add my merchant account to my online store?
A: In the online registration, go to ‘Terms & Conditions, Discounts & Payments’, go to the payment options and select your merchant account from the drop-down menu.
Q: How do I get notifications for registration?
A: In the online store set-up under the General Section, under the registrar e-mail address there is a check box that says, ‘send an e-mail with each registration’.
Q: How do I turn off notifications for registration?
A: In the online store set-up under the General Section, under the registrar e-mail address unclick the check box that says, ‘send an e-mail with each registration’.
Q: My parents can only register existing players?
A: This means your member branch has turned of the option to add new players. Please contact them for best procedure to create and HCR number for the new player.
Q: How can I bulk confirm registrations?
A: Unfortunately, at this time, this feature is not available. However, we are reviewing it in the future.
Transfers of Registration
Q: Can this be exported to QuickBooks online?
A: The HCR 3.0 will have numerous API capabilities, but QuickBooks will not be ready right away for June 1, 2021. This will be for a future release.
Q: A registrar needs the ability to report on targeted information – can I do this in HCR 3.0?
A: There will be two ways to generate reports within HCR 3.0.
The first one will be through the Members page. You can filter the data by type of member, by registration season and by registration status. Next, click the Export button located above the generated list and select the export option (CSV, excel, PDF, print).
The second option is from the Report page, where you will be able to do some advanced reporting by defining the data in each column and creating custom reporting of your membership and registrations. This feature will come with the national rollout in June 2021.
Q: Is there somewhere to upload documents to the member profile?
A: Yes, we have a memos section for this, but the possibility of uploading documents will only be released for the national rollout in June.
Q: Are the reports going to be available? ie. Online Registration Limits, Non-Returning Participants, etc.
A: The only reports available are registration and transaction during the pilot project. You can view these by selecting export and then choosing your desired option into excel or pdf.
Q: Since you haven't done the transfer section yet and we start registration are we able to put a transfer in for this person?
A: The player movement functionality will be enabled at the June national rollout. Until that date, only very special cases will be accepted. You must go through the process of requesting that movement (transfer) to your regional or provincial organization. That request will then go to Hockey Canada and we will manually push the transfer through.
Q: Will I be able to document police clearances/declarations during the pilot?
A: No, this will be part of the national roll out in June
Q: Can the view be customized as we could in 2.0?
A: There are no plans to customize the member profile yet. Maybe in the future!
Q: How do our coaches/trainers register in the HCR to sign off on Rowan’s law? Will they need to pay a membership fee?
A: You can create a registration package in the online store for staff (coach/trainer/managers/on ice helpers) at no cost.
Q: Will it be set up when a parent and coach register at the same time to not have a discount?
A: For each type of registration, you select which discounts can be applied. For a coach, no discount would be attacked therefore you can register a coach and a player at the same time.
Q: Is there an option for the public to generate a tax receipt?
A: You can either print off the receipt under history of transactions or they have the option to print or download.
Q: Can you print the waivers and terms and conditions for those who do manual registration?
A: Yes, you can go into setting and print from there
Q: Will videos be made for parents to show them on how to register?
A: Yes, videos are created and will be posted for the National rollout.
Q: For manual registrations, will you be able to forward the invoice to the parent?
A: When you manually register, there is an option to send the invoice to the parents by email.
Q: Will there be a refund button, and how much do you want to refund?
A: Yes, there will be a refund button and then a date will be given to figure out as to how much can be refunded
Q: If a third party platform is used, the registration fee is the only part that must be created?
A: If you are using a third party such as Ramp, you will set the registration to $0.00
Q: Do you have to create a store? Our league charges the teams and not the individual players.
A: The store is for online registration, but you can invoice manually.
Q: Will there be videos to do a step by step on certain topics?
A: Yes, when you go to the support button on that page there will be step by step guides, as well as videos for each topic.
Q: Will the branches be entering in the membership fee?
A: For this year it will be entered for you.
Q: Do you have to pay the membership fee for every registration (if you register a player at their home centre and then register them for a higher level team at another centre)?
A: No, once the membership fee is paid for that season, it will not be applied again.
Q: In the old HCR, we had an option of looking up someone's password if they couldn't remember it. Do we still have that option or is that now the forgot my password option?
A: We have set up the forget my password so that anyone with access will be able to reset the password on their own.
Q: If someone owes money from previous seasons, will you be able to charge them
A: For June 1st, we will have a feature for outstanding and will have an option to add a balance (last season - ice rental, unpaid fees, any outstanding balance), when they register online they will have to pay that amount as well.
Q: How accurate must the name field be in order to match an existing profile?
A: It has to be pretty exact. June 1st we will have a tool that will recognize the letters, so if we reverse 2 letters the system will still recognize.
Q: Can a player be searched by birthdate, if it is determined name is spelt incorrect
A: Yes, you will be able to search for the member by their birthday.
Q: Is the transaction history on the member profiles mandatory to show up? Can it be hidden?
A: It is not customizable, it won't be able to be hidden.
Q: How will the calendar display:
A: You can either type or use the calendar and it will be displayed as Year/Month/Day
Q: Will we be able to merge profiles if we find duplicates
A: Yes, we will be able to merge a participants profile
Q: If an association doesn't and will not use Online Registration, they still have to set up their online store to register the players, correct?
A: You don't have to set up an online store but you do need to set up your catalog.
Q: Will the association have to confirm the participant's online registration in order for that participant to be placed on a team roster?
A: When a participant registers online he becomes pending, you need to confirm his registration in order to have him put. You can confirm registration, even if transactions aren't dealt with.
Q: Can you search by address?
A: It will be brought to HC and we will look at bringing it forward for future development.
Q: How will the parent be able to add the credits we set up for them
A: When they register they will be given an option to click the credit which will show up in blue.
Q: The "Confirm Registration" option is new compared to HCR 3.0. What would be the function of this? Is the registrar confirming this for themselves or does this send a message back to the registrant?
A: This is due to no longer having pre registration. This is for the registrar and no parent will receive anything.
Q: If a participant withdraws prior to actually stepping on the ice how does the Association refund the member fees (insurance and assessment).
A: There will be a date provided by HC; after this date membership fee will not be refunded.
Q: If you have multiple stores, do you have multiple links to them? Or is there one public page that has all the stores listed?
A: Each store has a separate link, but you will also have a public page where all your stores will appear.
Clinics
Q: When minimum age to attend is entered, is it determined as of the date the participant registers or Dec. 31?
A: The participants age is determined as of December 31st.
Q: In regard to Gender ID and Respect in Sport, will it still populate automatically to a member profile as HCR 2 did? There are links on the OHF and OHA websites. Should they be removed and set up as a Clinic?
A: The minimum and maximum, you can leave this field blank. You will still go to respect in sports and gender id, you won’t have to set anything up, it will transfer behind the scene.
Q: Will there be the addition of Trainer/Safety Person, and their required Clinic?
A: Yes, the full list will be updated. HC is sending over the list and all the correct information will be ready for June 1.
Q: What is the difference between open registration and open to the public?
A: Right now, there is no difference between them. We will keep open registration and remove open to the public.
Q: Will there be a category for Bench, Staff and water boy to register for a clinic.
A: They all fall under coaches, section.
Q: Will http://coach.ca will this now be linked to participant profile.
A: Yes, it will be linked. Respect in sports, http://coach.ca and a few others will be linked to the participants HCR profile.
Q: Volunteers do not pay, for their clinics. We bill teams and association. Can I set up a billing to MHA? Would I leave the fee in or remove it?
A: Create clinic with a fee for an accounting standpoint, it will not bill an MHA. You can manually add the people yourself, so that when you pull a report, you will have all the information. You can also set it up as pay by cash or cheque, don't select the online payment option so that coaches don't pay the fee, that you would bill to the MHA or team.
Q: When you are setting the times, do you have different time Zone or will I have to write in description?
A: We will add the time zone anywhere there is a time. It will show up before June 1. If you want to be extra safe add a comment in your description.
Q: Why would we not just have everyone register for all clinics?
A: All this is linked back to the participant profile. If he is a coach and referee, they can take that specific clinic.
Q: If someone has not been a referee before would you be able to open to it to everyone?
A: For a level 1 referee, you can open it to referees and players. If it is, a referee taking the Level 2, then they would be required to the have the pre requisite of Level 1 referee.
Q: If it is necessary to cancel a clinic, how do you delete a clinic? Can you change the date and automatically notify attendees, and receive confirmation of receipt?
A: You cannot delete, you have to go to each participant process the refund, then close the clinic. You can change the date and then advise them.
Q: Are they limited to their address or province they are a part of, or can they see Ontario if they are in BC.
A: Google analytics is supposed to pull up where you are located and show you what your clinics that are for your area. No one can register for a clinic if they are not from that branch for example BC can’t register in Ontario.
Q: I need to set up an account, do I need to set up my participant to my own account?
A: Yes, you need an account to link yourself to your participants (children).
Q: If I am from a different branch, can I sign up for a clinic that is not within my branch?
A: You cannot register unless the link was set to your tree. If you need to take that clinic, you would need to have the clinic shared to your branch or you would need to be transferred and then transferred back. Another method is to click on Hockey Canada and then anyone in Hockey Canada will be able to register, then you can share a copy of the private link.
Q: How do I plan and set up clinics if I need to take people from out of the branch?
A: If you want the clinic to be GTHL create clinic at that level only. Then create clinic under OHF, then anyone can sign up.
Q: Will we be able to remove/move people from clinics?
A: If you are the host of both clinics, yes you can remove and then place the participant in the other clinic. We suggest you refund transaction, and remove registration. Then add a participant to the other clinic, go back to the transaction tab and say you received the funds. There is no button to just move from one clinic to another clinic.
Q: Is there not just a way to have the select more than one clinic at a time, since it is the exact same information.
A: You can duplicate and edit the price and any information that might be different.
Q: Are we able to transfer a participant from one to another clinic?
A: Yes, it will be available as of June 1st (if you are host of the clinic).
Q: Can you cancel a clinic?
A: Yes, there will be a new option marked cancel, but the clinic won’t be deleted since we need to keep a record for the transaction tab.
Q: How will the times show up?
A: The time zone will be shown from the individual who created the clinic (the host organization)
Q: 3rd party fees, do you have to add fees to HCR?
A: You would need to create it as a $0.00 fee so that you will be able to create the clinic.
Q: For Criminal Record Checks (CRC), some clinics may have participants that require one and other participants that may not need one (based upon their age, in BC 18 years+). Is there an ability with the CRC function to include an age range that the system can check a participant’s profile for the CRC based upon their age?
A: Not at this level, it is required or not. In each organization there will be set rules by HC but can be changed by province. You can decide which participants have to have CRC.
Q: I assume the confirmation email will automatically include the clinic details; ex location, time
A: Yes, clinic information will be in the confirmation email
Q: If you set up a clinic at a certain level (i.e. region) but later want to open it up to other regions, can you do that? Or should we build them at the branch level and then just set them as private and send the link to the specific groups we want to target.
A: Go to advance setting and use the organizations and click on who you would like to share with. You can select as many as you want to share with.
Q: With the clinic fees, when you choose the payment options you will allow, is there an option for “other” and if so, can there be a field where the individual can specify what that is exactly?
A: Right now, we are using pre-determined terms that we got. If we have a lot of another necessity, we can look at adding another payment type. These requests really have to go to HC.
Q: Can a participant transfer themselves from a clinic they were sign up for to another one in the same category through their own profile or do they still need contact the branch office directly to move them?
A: This will be done by the branch (Host/Manager), the participant will not be able to transfer themselves.
Q: We can apply credits for profiles for online registration. Is there a way to provide a discount or a credit to an officiating clinic?
A: Right now, unfortunately you will not be able to apply credits for clinics.
Q: Can a participant register for more than one clinic in different regions.
A: Yes, he can register if he has not done the other course already. Until he actually passes the clinic, he can register for that same course several times. He would also have to pay and then a refund would be required.
Q: How would you link to respect in sports?
A: Choose respect in sport, it will link to that website.
Q: Regarding terms and conditions is that a mandatory field, and is it set up by HC or MHA.
A: Yes, its mandatory, whoever creates the clinic, it will be their own terms and conditions. We suggest you use that to deal with the online payment (refunds).
Q: What is the waiting list?
A: You set the limit of 20 participants, after the first 20 registrations, then the next person can add themselves to a waiting list. It is a feature that will be ready by June 1
Q: Can you send the private link to certain people that aren't apart of your branch.
A: If they do not belong to you, you can ask for a share or you can share a private link.
Q: If you have a secondary association can you register for both clinics.
A: Yes, if they have a secondary association, they will have access to both clinics.
Q: Does the insurance/membership fees for HC fees will be taken off if their first sign up is the clinic.
A: I do not believe the fee kicks in for clinics.
Transfers
Q: Will the basic information show if the player is released?
A: We are trying to keep the information private. Release from your roaster, or release or from your association. They are two separate steps. Release from roaster - July 1, full release is not ready yet.
Q: Having to roster after, there was an attach team cards will you ion HCR 2.0
A: Right now, there is no system between transfer being complete and roster, if there is something specific then we would need to speak to Hockey Canada. You as the association or member branch, we can have emails and then you can follow up to make sure they are rostered.
Q: Do we need to know the participants full name to create/search the Transfer?
A: First /Last name but you need to have both filled out or HCR #.
Q: With the shared transfers, will they automatically revert to their primary office at the end of the designated scheduled time frame? Or will that have to be done manually?
A: Yes, you can set an expiry date for the shares to be removed and they will go back to the original MHA.
Q: Can we search by DOB, as this was easier for hyphenated names.
A: No, but with the elastic search, you can search by shorter or hyphenated name.
Q: Is it possible to see a share
A: Search all participants of all organization, search by name, then you will see the participant you want. Click on the permission, side tab, action, click on transfer, enter information. In the tasks, you can see that you have a pending request and that the next person to approve is Spordle.
Q: Is there a way to remove the mandatory requirement for transfer documents to be uploaded. Not all transfers in BC require documents to be uploaded.
A: We can ask HC, for which case we would not need them It would be up to them for which ones are mandatory or not mandatory.
Q: Will we be able to leave notes on transfers without rejecting it? If there are documents missing for example.
A: Not right now, if you are missing document, refuse and then say what is missing and then force them to start over. It’s really just approved or rejected; we don’t want to leave it pending.
Q: Would we be able to overwrite a share until transfer is done.
A: If you had permission before, then yes, you will be able to do this step.
Q: On tasks page – does pending transfer stay there as "open" until it is fully completed? Even if you have reviewed it and it is waiting at other levels? And if so, how do you know which ones you have reviewed without opening the side panel and which ones now need your attention?
A: There will be a button to filter, on which one you need to review, and which one are open, complete or rejected.
Q: In the history of transfers, can the date be listed without having to open each transfer
A: On the participant profile, you will be able to see under the transfer date.
Q: What are the transfer types?
A: The types of transfer that you will have a choice from permanent, shared, limited, unlimited.
Q: Will documentation be mandatory
A: No, it will not be mandatory
Q: If a team selects the incorrect type of transfer, can the approver change it? i.e. Junior to Junior (out of season) and it should be Junior to Junior (in season).
A: You will probably have to reject and restart from scratch, just put a comment explaining why.