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: Why can’t initiate a transfer?
A: There are a few potential causes, the most common are:
Outstanding Balance,
Existing pending balance,
Player is already shared to them,
Documents attached exceed 10MBs
Q: How can I see if there is already a transfer request?
A: Go the Member’s profile and under ‘history’ all transfer for that player will be there.
Q: Why aren’t my transfers showing up?
A: You need make sure the ‘action required’ check box is not selected.
Rostering
Q: How do I release a player?
A: Open the Team, Go to the ‘team roster’ tab, select the player by highlighting their line, click the action button and select release
Note: Some branches have restricted this access, please contact them directly if you have questions
Q: How do I edit my jersey numbers?
A: Open the Team, Go to the ‘team roster’ tab, click the ‘edit roster’ button. This will give you access to edit jersey numbers
Q: Why is it mandatory to have a position when I am rostering players?
A: If you are unsure of the player’s position, you can select ‘player’ as a position
Q: How do I move players from affiliate to active or vice versa?
A: You will have to release the player from their current roster spot and re-add them in the correct position. Please contact your branch for assistance with this.
Q: I accidently released a player how do I get them back?
A: This is a branch only tool, please contact them for assistance
Q: How can I edit the team category?
A: Under the ‘team profile’ in the tab ‘team information’, if there are no players on the team you can edit this in the team information section.
Note: Once you add a player or coach, this feature is locked. Please contact your branch for assistance in making a change.
Q: Why aren’t players and coaches showing up in the search function?
A: The most common reason for this is that the coach or player is not shared or a member of the organization.
Q: Why can’t I add players to the affiliate roster?
A: You need to be rostered to a team as an active player before you can be rostered as an affiliate.
Q: Why can’t I add a person as a player and coach?
A: This is not permitted currently.
Q: How do I submit my team for approval?
A: Unfortunately, at this time, this feature is not available. However, we are reviewing it in the future.
Q: How do I print my official team roster?
A: Unfortunately, at this time, this feature is not available. However, we are reviewing it in the future.
Note: it is available to print in .CSV format. However, unfortunately, at this time, the PDF version is not available.
Q: How do I double card a player?
A: Unfortunately, at this time, this feature is not available. However, we are reviewing it in the future.
Reports
Q: How can I run a pre-registration report?
A: Pre-registration is now called ‘registration’ in HCR3.0.
Q: How come I can’t link my questionnaire report to registration?
A: Unfortunately, at this time, this feature is not available. However, we are reviewing it in the future.
Q: Why isn’t my manual registration showing up in my online store report?
A: The online registration option is not where all the registration will be listed. This module is only for those who register online. You can create registration fees without linking them to an actual online store. The manual registrations you created will be visible in the actual player’s profile.
Click the word registration (this box is next to the blue search button). Click search. This will provide a list of all registrations (from all your online stores and all your manual registrations).
Q: How do I run a waiver report that includes all the waivers?
A: Currently you can only run a waiver report that the MHA created. Future functionality may include a push of the other waivers.
Q: What reports are planned for HCR3.0?
A: A few reports that are planned are below:
Registered Participants not on a Team
Deficiencies
Non-Returning Participants by Registration
Participants on Multiple Team
Note: ‘Pre-registered’ from HCR2.0 is now called ‘Registered’
Q: Why are cancelled registrations showing up in my reports?
A: We need to keep a historical record of each transaction for tracking purposes. However, there is a separate column you can use to filter these from your report.
Q: Why when I cancel a registration does it not show cancelled on the questionnaire report?
A: Unfortunately, at this time, this feature is not available. However, we are reviewing it in the future.
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.